LICENSING SPECIALIST – Marijuana Enforcement Division State of Colorado Lakewood, CO $48,396 – $58,080 a year

Department Information

We serve all Colorado residents in their everyday lives. The department is driven by our values of service, teamwork, accountability, integrity, and respect. We support the Colorado community as well as those that work here. We value the contributions of every employee and encourage learning so our employees can grow. We celebrate diversity, and together, support an equitable and inclusive culture. We embrace our differences because we believe this brings innovation to our work.

The Department of Revenue (DOR) employs approximately 1,600 hard-working and dedicated employees throughout Colorado. We can be seen performing functions as varied as auditing and collecting taxes, issuing driver licenses and motor vehicle titles, marketing lottery products, and regulating liquor, gaming, horse racing, marijuana, and the auto industry in order to assist the citizens of our state.

The Department of Revenue offers 11 paid holidays per year, paid vacation and sick leave, BenefitHub program (discounted merchandise, food and travel, etc), employee wellness program and a great benefit package.

CDOR Vision

To empower businesses and individuals through quality customer service, innovation and collaboration.

CDOR Mission

To become a trusted partner to every Coloradan to help them navigate the complexities of government so they can thrive.

CDOR Values

Description of Job

This position is located in the Lakewood Office of the Colorado Department of Revenue’s Marijuana Enforcement Division. The Marijuana Enforcement Division (MED) is a dynamic and innovative regulatory agency tasked with licensing and regulating the commercial Medical and Retail Marijuana industries in Colorado. First formed in 2010 as the Medical Marijuana Enforcement Division, the MED has developed a leading-edge approach to commercial marijuana regulation and is considered a global regulatory and industry leader. The Division implements legislation, develops regulations, conducts regulatory and criminal investigations, issues business licenses, engages in outreach and education initiatives, and enforces compliance mandates using a range of intervention strategies necessary to maintain a progressive and robust regulatory framework. The MED promotes transparency and innovation by utilizing a collaborative approach to engaging with stakeholders and by proactively and positively pursuing solutions to issues in a fast-paced professional environment.

Culture & Environment:

The Marijuana Enforcement Division’s culture emphasizes Emotional Intelligence and Problem Solving. Members of our team are solution-oriented strategic thinkers who demonstrate professionalism, collaboration and integrity in all interactions. The MED operates in a dynamic and complex environment that requires members of our team to support one another in navigating new issues, demonstrate agility, embrace challenges as opportunities, and communicate with empathy, respect, and in the interest of progress.

Vision: Regulatory excellence through progressive and proactive compliance and enforcement practices.

Mission: Our mission is to promote public safety and reduce public harm by regulating the Colorado commercial marijuana industry through consistent administration of laws and regulations and strategic integration of process management, functional expertise, and innovative problem-solving

JOB DUTIES:

This Licensing Specialist (Administrative Assistant III) position is critical to supporting and accomplishing the overall mission and vision of the Division. This position will provide continued support for the Licensing section within the MED, as well as the public and licensees. Functions include processing and issuing statutorily-mandated Medical and Retail Marijuana licenses; and establish, process, image and maintain licensing files.

As an Licensing Specialist (Administrative Assistant III), this position will be responsible for the following:

OCCUPATIONAL LICENSING

• Conducts thorough reviews of employee license applications for completeness and accuracy.
• Conducts background checks on applicants/licensees to determine statutory and regulatory suitability of applicants for employee licenses.
• Interviews and consults with applicants on issues that may prevent licensure in order to be in compliance with suitability requirements.
• Follows-up on application deficiencies via written requests to applicants and makes licensing decisions in accordance with rules, regulations and procedures.
• Electronically fingerprints applicants for occupational licensure as well as applicants whose suitability is established by the Division and ensure that fingerprints meet CBI/Federal Bureau of Investigation (FBI) standards for classification.
• Reconciles check, credit cards and money order receipts for funds received from applications and prepares daily deposit of receipts.

BUSINESS INTAKE

• Conducts the review of and processing of business and owner license and permit applications.
• Electronically fingerprints business owners and proposed business owners as well as applicants whose suitability is established by the Division and ensure that fingerprints meet CBI/Federal Bureau of Investigation (FBI) standards for classification.
• Reconciles check, credit cards and money order receipts for funds received from applications and prepares daily deposit of receipts.

BUSINESS LICENSING

• Processes business license and permit applications, after the investigations have been completed.
• Creates business licenses and owner badges/licenses, mails and logs business licenses to licensees, creates duplicate business licenses, and makes copies of licenses for approved renewal packets, when needed.
• Mails copies of newly issued Division business licenses to local licensing authorities, produces licenses approved for changes and creates and mails new licenses for licensees that have been approved for a production tier increase and/or decrease.
• Makes copies of licenses for approved renewal packets, when needed, scans, tracks and forwards business licenses to local licensing authorities.

DATA UPDATES

• This position correctly enters updated data to licensee files in the Division’s licensing database.
• Correctly uploads scanned and approved applications to licensee file in Division’s licensing database.
• Disseminates information and responds to licensing inquiries.
• Accepts requests from the public, licensees, local licensing authorities, license applicants and Division staff.
• Updates data to license files with information provided by licensees through the changes email and add updates from CBI to licensee files when the Division is notified of an arrest.

CUSTOMER SUPPORT

OTHER DUTIES AS ASSIGNED

• Assists others with general questions regarding Licensing. This position sends requests for any missing information or documents required to complete processing of application and follows up on correspondence with staff, licensees and the public.
• Assists the other Licensing sub-units as needed.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

CLASS CODE: G3A4XX – ADMINISTRATIVE ASSISTANT

MINIMUM QUALIFICATIONS:
Education and Experience:

Three (3) years of general clerical experience in an administrative or office support role demonstrating high level decision making and multitasking.

SUBSTITUTION
College or university course work in Business (or a similar discipline/field of study) may substitute for the experience on a year-for-basis.
CONDITIONS OF EMPLOYMENT

• Must possess and maintain a valid Colorado driver’s license or Colorado issued ID (at the time of application).
• Must be able to pass a background check.
• Random drug tests may be required of all positions due to the nature of the industry.
• Candidate may be required to pass a Pre-Employment Drug Screen.

The following preferred experience(s), competencies and abilities are highly desirable for this position and will be considered in selecting the successful candidate:

• Previous experience conducting background checks utilizing national databases.
• Demonstrated excellence in customer service; to include serving a diverse clientele.
• Excellent interpersonal skills; to include communicating with others via verbal conversation and written communication.
• Previous experience using a multi-line phone system.
• Data entry skills.
• Cash handling.
• Proficiency in MS Word and Excel.
• Proficiency with Google Suite applications; to include Gmail, Sheets, and Docs.
• Ability to follow written and oral instructions; multi-task; work with and maintain confidential information.
• Ability to work in a high-stress environment.
• Those candidates with previous experience in a licensing or regulatory environment are strongly encouraged to apply.

DOR Required Skills and Competencies :
Competencies required for all DOR positions include good communications skills, interpersonal and people management skills, the ability to multitask, the ability to work with confidential information, the ability to work in high-stress environments, and the demonstrated ability to assist customers.

Conditions of Employment with the Colorado Department of Revenue :
1. As a condition of employment with the Colorado Department of Revenue, a requirement exists that all personnel timely file all necessary Colorado Individual Income Tax (CIIT) returns and timely pay tax obligations. As such, all employees must undergo a pre-employment evaluation of their tax records/accounts to ensure compliance with this policy.
2. Employees are in a position of public trust in the performance of their job duties and must operate in a manner that maintains the highest standards of honesty, integrity, and public confidence. All job finalists require successful completion of a background investigation and reference check prior to appointment. Background checks may include national criminal, financial, traffic, civil, education, and/or experience checks or any other checks related to the job assignment. Fingerprint background checks and pre-employment drug testing may also be required for some positions.

Applicant Checklist:
Only complete applications submitted on or before the closing date for this announcement will be given consideration. Failure to submit all required documents by the closing date of this announcement may result in your application being rejected. For assistance with the application process, please review the following video provided by the Colorado Department of Personnel & Administration “Applying for a Job with the State of Colorado”.

• List your employment history starting with the most recent job, including part-time, temporary, and volunteer jobs. If more than one job was held with a given organization, list each job held as a separate period of employment.
• Under “Duties,” describe clearly the tasks you performed and the nature of your supervisory, technical, or other responsibilities as they relate to the job for which you are applying. Be complete and specific in detailing of duties.
• Information must be accurate, including dates of employment. If it is found that information provided is falsified, you will not be considered for a job with the State of Colorado and/or may be removed from a job after hire.
• Failure to include adequate information or follow instructions may affect the applicant’s score and/or prevent them from competing in any subsequent measures used to arrive at a top group of applicants.
• Factors to be assessed are those outlined in the requirements, competencies, and preferred qualifications.
• Years will be expressed in terms of full-time equivalent service with full-time workload equal to one (1) Full-Time Equivalent (FTE) year. No more than 1.00 FTE year may be credited in any twelve (12) month period. Positions working 40 hours or less per week will be prorated (30 hrs/wk=0.75 FTE=9 mos credit; 20 hrs/wk=0.5 FTE=6 mos credit; 10 hrs/wk=0.25 FTE=3 mos credit)

The eligible list established from this posting may be used to fill additional vacancies.

Email Address:
All correspondence regarding your status in the selection/examination process will be conducted via email. Include a working email address on your application; one that is checked often as time sensitive correspondence such as exam information or notification will take place via email. Please set up your e-mail to accept messages from “state.co.us” and “info@governmentjobs.com” addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

Appeal Rights:
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.

Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at: https://spb.colorado.gov/ . If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Supplemental Information