Administrative Specialist

Administrative Specialist 1 (Renewals Coordinator) Location Hybrid remote in Portland, OR : Initial Posting Date: 01/22/2024 Application Deadline: 02/05/2024 Agency: Oregon Liquor & Cannabis Commission Salary Range: $3,216 - $4,752 Position Type: Employee Position Title: Administrative Specialist 1 (Renewals Coordinator) : The Oregon Liquor and Cannabis Commission (OLCC) is recruiting for a permanent, full-time Administrative Specialist 1 (Renewals Coordinator) to provide support to applicants and licensees who are renewing their licenses, applying for a temporary or special event license, or making a change to an existing license. They work in collaboration with license support staff and investigators to ensure a smooth flow of the application process for liquor license applicants and licensees. License Specialists also review, process, and approve special event license applications and explain licensing requirements to applicants, licensees, local government agencies, special interest groups and the general public. Who are we? The OLCC is the agency responsible for regulating the sale and service of alcoholic beverages in Oregon by administering the state's Liquor Control Act and regulating the production, processing, and sale of recreational marijuana in Oregon through the Control, Regulation and Taxation of Marijuana and Industrial Hemp Act. The agency is comprised of three major operational programs; the Distilled Spirits Program, the Recreational Marijuana Program, and the Public Safety Program. All three programs are supported by the Administration, Financial Services, and Support Services divisions. Revenue generated from these programs helps support state and local government programs. The OLCC distributed more than $600.4 million in the last two years to Oregon's General Fund, Cities, Counties, and Drug/Alcohol Abuse Programs. This money helps fund essential services such as schools, police, and healthcare for Oregonians. The Distilled Spirits Program oversees the distribution and sale of distilled spirits in the state. The Distilled Spirits division centrally purchases, warehouses, and distributes distilled spirits to Oregon's independently operated liquor stores. OLCC's Public Safety Program licenses and regulates businesses in the alcohol industry such as manufacturers, wholesalers, bars, restaurants, grocery, and convenience stores. The Recreational Marijuana Program is exclusively authorized to make recreational marijuana available to consumers and licensed businesses through retail marijuana stores. The program also tracks the growing, transporting, processing, and selling of recreational marijuana products. The Public Safety Program is responsible for licensing and regulating the operation of the recreational marijuana industry in Oregon. The following list represents the general responsibilities of the Renewals Coordinator. *Please note that duties outlined in this job posting may be subject to change following the implementation of a new account management system. Receives and reviews liquor license applications and forms (special events, temporary sales permits, renewals, permits and annual licenses) to make sure minimum documents are signed and completed, log applications into the appropriate database. Reaches out to those without minimum documents or completed information by mail or phone to let them know what is needed to move their application forward. Logs all pending and final licensing actions into the appropriate database. Make corrections as needed to addresses, misspellings, etc. Assist in reviewing audit reports across databases, notes and corrects inconsistencies. Generate license certificates and assist with fulfilling minor postings. Reviews event-based liquor applications, including Temporary Sales Licenses and Special Event Licenses for all eligible license types and Temporary Use of an Annual License for completeness, which includes a completed and signed application packet with LGB approval, liquor liability insurance and fee payment. Use Officer of the Day protocol with liquor license investigators to advise applicants on eligibility, license types, and relevant laws and to approve applications. Works with compliance on any required Plan to Manage, minor postings or other needed signage. Coordinates with local government(s) to get approval for proposed event and to verify receipt of proper fees. Calculates and collects appropriate fees. Completes appropriate requested refund requests, with manager approval, as required by financial services. Endorses completed and approved event applications. Emails a copy of the endorsed application to the applicant/licensee and route/store documents as required by the Licensing unit. Maintains the online file system for special events files, including archiving applications and properly destroying applications according to the agency records retention schedule. Evaluates special event and temporary sales applications against denial criteria. Works with the licensing specialist if it appears that denial or restriction criteria apply. As directed by the Alcohol Licensing and Permits Manager, assists to ensure renewals in the renewal queue are properly processed. Sends notification by email/mail prior to license expiration with the renewal application attached. Reviews liquor license renewal applications for completeness as delegated. If changes are sent with renewal application, sends approved information with a link by email to the licensee. Explains laws and makes requests for documents missing from submitted renewal forms and reviews renewal forms for mandatory criteria. Ensures fees and late fees are correctly paid and issues new license certificate when renewal is complete, approved and paid. Facilitates local government endorsements with instructions; update local government contacts in database. Monitors group voicemail (specials event line) and multiple e-mail accounts (special events, OOTD), responding or sorting communications as determined by task assignments. Logs voicemails/emails and periodically review logs for completion of request/response. Responds to inquiries about application/queue status from staff and applicants about the status of their submitted applications. Provides backup reception coverage to front desk during breaks or absence, as needed. Participates in staff meetings, takes minutes, and note action items. What do you need to qualify? Minimum Qualifications: Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR An associate degree in general office occupations AND one year of experience with records processing, generating documents, and gathering and sorting data; OR An equivalent combination of education and experience. What we are looking for (Desired Attributes): Ability to provide technical expertise on data entry and account management systems. Experience with technical troubleshooting for customers. Experience explaining complex rules, policies, and procedures. Experience with implementation of new software/programs going from paper to digital account management. Ability to be flexible and adapt to evolving responsibilities. Note: You must clearly describe your experience in each area listed. Failure to provide this information may result in eliminating your application from further consideration. How are candidates selected? The selection process consists of a review of your application and an evaluation of your education, experience, training, and overall professionalism of your application materials. Candidates that follow the application directions, submit what is required and provide us with credentials that showcase their skills and how they meet the minimum qualifications and desired attributes will be invited to an interview. Resumes will not replace the completed job history experience in Workday. We will only review documents that are requested. Because details are really important to us, your application materials will be evaluated for grammar, spelling and punctuation. What's in it for you? Medical, vision, and dental insurance. 11 paid holidays per year. 8 hours of vacation leave earned per month, eligible to be used after 6 months of service. 8 hours of sick leave earned per month, eligible to be used as accrued. 24 hours of personal business leave per fiscal year, eligible to be used after 6 months of service. Pension and retirement programs. Click here to learn more about State of Oregon benefits. A workplace that fosters fairness, equity, and inclusion to maintain a workplace environment where everyone is treated with respect and dignity. A healthy work/life balance, with opportunities for hybrid remote work. How to Apply: Internal Applicants (Current State of Oregon Employee) - MUST apply through your employee Workday account. Please update your profile with current job history and education. In Workday, click on the Career application link, View Internal-Find Jobs, Find the position and select Apply. External Applicants - Please visit the State of Oregon job opportunities webpage to submit your application for the position. Workday does not pull your work history from your profile; you MUST list your current work experience on your application for it to be considered. A resume will not substitute for completing the work experience section of your application. The work history and/or education section of your application must clearly demonstrate how you meet all the minimum qualifications and desired attributes listed above. Upload and attach your resume in addition to completing your job history and education details in Workday. Want to Know More? Here's some additional information: Telework: After an initial training period, this position is eligible for a flexible hybrid remote work schedule. The position is based at our HQ Portland office, and you will be required to come into the office on an as-needed basis. Telework is evaluated periodically to ensure business needs are being met and can be adjusted at any time. Please visit the state's Work Reimaged website for more information. The salary listed is the non-Public Employee Retirement Systems (PERS) qualifying salary. If the successful candidate is PERS qualifying, the salary will reflect the 6.95% increase. This position will be represented by the American Federation of State, County & Municipal Employees Union, Local 2505. This position serves a six-month trial service period. Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time. Within three days of hire, all applicants will be required to complete the US Department of Justice Form I-9, confirming authorization to work in the United States. OLCC uses E-Verify to confirm that applicants are authorized to work in the United States. Driving: The person in this position may drive a State of Oregon vehicle. We require drivers to hold a current, valid driver's license and maintain a good driving record in order to drive. This position requires a background and security check with fingerprinting to work in areas that handle confidential documents. An adverse background and failed security clearance will result in disqualification. Helpful Tips: Be sure to attach a resume. Note: Applicants who don't attach the required documents or fail to complete the "Work History" section of the application may be automatically disqualified from further consideration. If you are concerned that the requested documents weren't attached to your application, please email a copy to . Material will be associated on your behalf if received before the posting deadline. Allow yourself plenty of time to complete and submit the application process. Workday will timeout after 20 minutes of inactivity. This posting closes at 11:59 PM on the close date listed. Be sure to check both your email and Workday account for updates regarding this recruitment. Workday performs best in Google Chrome. Click here for Resources and a Job Support Page . Veteran's Preference: The OLCC provides veterans' preference points to all eligible veterans. For privacy reasons, please do not attach veterans' preference documents when initially applying. You will be sent a Workday "Task" to complete once you have submitted your application. The "Task" will prompt you to provide the appropriate documentation for your Veterans' Preference point selection. For more information, please go here: . After you apply: Log in to your Workday account before the job announcement closes to see if you have any pending tasks or actions, and make sure to complete these tasks or actions before the job announcement closes. These can be found under the "My Applications" section. Questions/Need Help? If you have questions about the recruitment or need assistance, please contact OLCC HR Recruiter, Corie Shelley by email at . THE OREGON LIQUOR & CANNABIS COMMISSION IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORK FORCE DIVERSITY