Licensing Operations Specialist

Jun 26, 2019🔗👁️ 89 89 Views

🏢 City of Boulder, CO 📍 Boulder, CO

💰 $48,145 - $73,208 a year 🗓️ Full-time 🏷️ Compliance 📛 No license required


About our company

The City of Boulder is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.

Job description

Responsible for the prioritizing of regulatory licensing operations and assisting licensees or potential licensees with application and legal compliance and remittance of licensing fees and occupational taxes owed to the city. Under general supervision of the City Licensing Manager, performs all types and phases of licensing activities for the Finance Department, processes license applications, meets with potential licensees to review requirements and licensing process, prepares all material related to Beverage Licensing Authority hearings, provides exemplary customer service, cross trains in the sales tax operations area, and performs other related duties as required.

DUTIES & RESPONSIBILITIES:

  1. Responsible for daily activities within the Licensing Office. This includes, but is not limited to, the following:

    • Prioritizes day-to-day workload and activities including meeting with licensees or potential licensees regarding regulatory requirements and processes.
    • Performs premise inspections to ensure compliance with legal requirements and previously received applications for liquor licenses, special event liquor permits, miscellaneous licenses, and marijuana business licenses, if required.
    • Maintains and ensures all necessary forms, fee schedules, and web pages are up to date.
    • Is accountable for the receipt and accounting of license application fees
    • Updates licensing database software system, and submits invoices and bills for payment by accounts payable.
    • Routinely handles confidential material and supplements their understanding of legal requirements in accordance with operations experience and available professional training resources.
    • Develops and provides recommendations to the Licensing Manager to change and update the Licensing Office processes to improve efficiencies and enhance customer service.
  2. Responsible for assisting licensees or potential licensees who walk into or call the Finance Department or have scheduled appointments to understand and comply with the City's regulatory licensing requirements. This includes but is not limited to the following:

    • Provides relevant information, respond to questions, and reviews for legal completeness and compliance license application or renewals.
    • Develops proactive presentation materials and provides presentations to new business owners and current business owners, including but not limited to the Responsible Hospitality Group for liquor licensees and the Quarterly Inspections and Keyholders Meeting for marijuana business licensees.
    • Develops and proposes improvements and efficiencies to the Finance Director to enhance customer service.
  3. Responsible for processing of license applications and renewals, including but not limited to: liquor licenses (including special event liquor permits), medical and recreational marijuana dispensaries/wellness centers, manufacturer infused products and greenhouse/grow facilities licensing; auction; carnival/circus; itinerant merchant for door to door sales; mobile food vehicles, and secondhand dealer/pawnbroker licenses, and if directed, back-up for dog licensing. This includes, but is not limited to, the following:

    • Maintains current knowledge of federal, state, and city laws, rules and changes related to all license types including recreational and medical marijuana – a very complex, visible, and dynamic regulatory environment.
    • Proactively maintains in depth understanding and proficiency sufficient to explain changes with license application requirements, state laws, city ordinances, and rules changes. Explains those continuing and new requirements to attorneys, applicants and landlords, without lapsing into providing legal advice.
    • Works with applicants on unclear or incomplete applications. Researches and gathers information on undisclosed business operations, management and ownership structures, and refers non-compliant applications and licensees to enforcement personnel or scheduled hearings, in collaboration with manager and as required.
    • Reviews all renewals, business entity structure and ownership changes, new manager and employee registrations, and other business structure change documents for miscellaneous licenses.
    • Provides follow-up work required by the State Liquor Enforcement Division to process liquor license applications and by the State Marijuana Enforcement Division to process marijuana license applications.
  4. Responsible for the administration of monthly scheduled evening hearings of the City Beverages Licensing Authority, a quasi-judicial board responsible for liquor licensing city determinations. This includes, but is not limited to:

    • Prepares and publishes the agenda for the quasi-judicial hearings and posts legal notices and hearing posters in accordance with legal requirements; prepares and delivers agenda packet materials; attends monthly evening hearings and/or transcribes hearing minutes as required.
    • Assists with show cause actions against violating licenses through maintenance of detailed records relating to violations and show cause out comes in the official license file.
    • Conducts monthly Beverage Licensing Authority hearings, as assigned.
  5. Provides support and backup assistance to the Sales Tax Operations Specialists during high volume periods. This includes, but is not limited to:

    • Maintains familiarity with the sales tax processing and accounting software system.
    • Provides relevant information, responds to questions, and assists in the preparation of tax returns for division customers.
    • Assists business owners in completing business license applications.
    • Processes sales, use, admission, accommodation, marijuana, sugar sweetened beverage tax returns, reviews returns for accuracy, assists taxpayers in correcting improperly filed returns, and examines reports to identify and correct errors in consultation with sales tax staff.
  6. Responsible for personal time management creating a balance in correspondence, walk-in traffic, phone calls, meetings, hearings, application intake, research and off-site travel meeting all legal deadlines and maintaining an open, efficient, responsive, and accessible licensing division.

  7. Other: Performs related duties as required to meet the needs of the city.

    • Maintains flexibility with and acceptance of changing aspects of job duties and task responsibilities, actively cross trains to develop skills for personal growth and to enhance value to the city organization, and participates in professional trainings and development.
    • Continuously seeks opportunities for division teamwork and customer service improvements that will positively impact economic activity in the city.
    • Takes proper safety precautions to prevent accidents. Responsible for the safety of self, others, materials, and equipment. Uses all required safety equipment and follows all safety regulations, policies and procedures. Reports all accidents and damage to city property.
    • Responsible for knowing and complying with all city and department policies and adhering to attendance and workplace attire policies.

Generally duties are listed from most to least critical or time consuming.

QUALIFICATIONS:

REQUIRED MINIMUM QUALIFICATIONS:

Paralegal certificate or Associate degree in business, accounting or a related field, plus executive assistant/administrative support experience and a minimum of three years of progressively responsible administrative office experience, including customer service experience. Or an equivalent combination of education and/or experience. Demonstrated ability to work well within a team environment. Accurate typing speed of 45-50 wpm. Interest, desire, and ability to communicate courteously and effectively with the public and city staff and to provide excellent customer service both in person and over the telephone; must be courteous, patient, and personable when working with the public and diverse individuals. Excellent proofreading, writing, spelling and editing skills. Good organizational and math skills. Proficiency with word processing software, digital recording equipment, and database and spreadsheet software. Ability to maintain division website and update linked documents and web text. Ability to develop and maintain accurate filing systems. General knowledge of office procedures. Demonstrated ability to work independently with minimal supervision; to prioritize and resolve problems; to work effectively with a diverse and varied community and staff; and to complete tasks with a high degree of accuracy and meet deadlines while working under pressure in a fast-paced environment. Ability to work with confidential information. Ability and willingness to work evenings as required. Have and maintain acceptable background information, including criminal conviction history and credit history. Valid Colorado Driver's license and acceptable motor vehicle record.

In addition, this position must portray a positive attitude, is self aware of and ensures that their behaviors and actions impact co-workers and customers in a positive fashion, is flexible and proactive with job tasks, is self-assured with changing responsibilities and learning new job skills, is open and team orientated in their general approach with peers and management, and is self motivated to go above and beyond position requirements to achieve departmental and organizational success.

DESIRED QUALIFICATIONS – In addition to the required minimum qualifications:

Bachelor's degree in a related field. Experience performing complex technical, legal, licensing, and/or administrative functions, preferably in a government setting. Experience with sales tax, business licensing, and general clerical accounting projects. Strong technical skills (i.e. spreadsheets, document merging, database applications and web applications). Experience interpreting and applying highly technical legal requirements, and some ability to explain such legal requirements to others. Experience taking and transcribing minutes. Experience with Access liquor licensing database, Groupwise, and Microsoft office software. Ability to communicate with individuals from diverse populations. Experience with the Boulder Financial System. Bilingual in English/Spanish/Asian languages.

SUPPLEMENTAL INFORMATION:

WORKING CONDITIONS - Required Physical and Mental Effort, and Environmental Conditions:

Physical Demands: Sufficient clarity of speech and hearing or other communication capabilities that permits the employee to communicate effectively on the telephone and in person. Sufficient vision or other powers of observation that permits the employee to review, evaluate and prepare a variety of written documents and materials. Sufficient manual dexterity that permits the employee to operate computer equipment and other office equipment. Sufficient personal mobility and physical reflexes, which permits the employee to work in an office setting. Work may include extended periods of time viewing a computer video monitor and/ or operating a keyboard. Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions.

Work Environment: Works primarily in clean, comfortable environment. Requires occasional work outside. Works in a setting subject to continuous interruptions and background noises.

Machines and equipment used include but are not limited to the following: Frequently uses standard office equipment including personal computers, telephones – including cell phone and blackberry, calculators and copy/fax machines. Also uses Dymo label writer and distance measurement wheel.

ACCOMMODATIONS: Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Note: The above description is illustrative only. It is not meant to be all-inclusive. I understand that nothing in this position description restricts the city's right to assign or reassign duties and responsibilities to this job at any time. I also understand that this position description reflects the city's assignment of essential functions; it does not prescribe nor restrict the tasks that may be assigned. I further understand that this position description may be subject to change at any time.