This class is responsible for reviewing and processing license applications; for performing related administrative activities; and for providing information and guidance to licensees and to the general public.
Nature and Scope
This class reports to an administrative superior and is responsible for ensuring information submitted for application for license is complete, in accordance with applicable laws, rules and regulations and is received within established deadlines. Work is carried out in accordance with applicable statutes and operational policies and procedures. An incumbent reviews and processes initial and renewal applications and provides information and guidance to licensees and the general public regarding licensing requirements and procedures. Work also involves maintaining a computerized database; preparing summaries and reports; organizing and coordinating administrative details; and executing follow-up and tracking.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Receives and reviews applications for licenses. Ensures all required information/ documentation for license type/category is included. Verifies authenticity of documentation. Contacts applicants for missing information. Approves or recommends approval of applications.
Organizes and oversees the license renewal process. Ensures appropriate notices and/or forms are issued to licensees. Follows-up and tracks renewals and resolves problems relating to procedures and delinquent deadlines.
Tracks a variety of activities. Prepares routine summaries and reports. Conducts limited research and analysis of facts and information maintained to provide ad hoc reports. May recommend changes to improve licensing process.
Maintains licensee and/or fee information in a computerized database. Generates licenses, invoices for billing, labels, listings, reports and/or other information from database as required. Maintains a variety of files.
Provides information and guidance to licensees and to the general public regarding interpretation of statutes and regulations and related procedures and administrative matters. May act as liaison between superior and state/federal representatives, the public, committees, task forces, commissions, etc.
May assign, review and/or evaluate the work of lower level clerical employees.
May obtain, organize and/or draft information and materials for distribution to the general public or for office use.
May collect, record and deposit fees.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
Knowledge of agency licensing policies, procedures, operations, and services.
Knowledge of applicable statutory requirements and deadlines.
Knowledge of state accounting procedures.
Knowledge of recordkeeping and report preparation techniques.
Skill in searching files and records for information.
Skill in recording and compiling data accurately.
Ability to communicate effectively both orally and in writing.
Ability to enter and retrieve data from computerized data files.
Ability to generate reports from records/files maintained.
Ability to oversee the work of lower level clerical employees.
Ability to read, apply, interpret and explain code provisions and regulations that pertain to licensing requirements and procedures.
Ability to organize and coordinate administrative details relating to the licensing function.
Ability to conduct simple research and analyze findings.
Ability to resolve problems and follow-up on outstanding activities.
JOB REQUIREMENTS for Licensing Specialist
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Six months experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies and procedures, resolve deficiencies, interpret information, and track and monitor activities.
Six months experience in record keeping.
Knowledge of using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.