Licensing Specialist - Marijuana Enforcement Division

Summary

Job Title

Licensing Specialist (Administrative Assistant III)

Job Description

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. 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 robustregulatory 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.

What You'll Do:

• Performs front counter function which includes, but is not limited to: checks in MED license applicants; receipts funds received for applications; answers a multi-line phone system; answers questions from the public, local authorities and other stakeholders; tracks and follows-up on all correspondence with licensees; refers licensees and the public to the Division's website and advises where questions can be submitted.
• Conducts background checks on applicants/licensees, interviews and consults with applicants on problems that may prevent licensure in order to be in compliance with suitability requirements.
• Follows up on occupational and business application deficiencies via written requests to applicants
• Processes applications after the investigations have been completed.
• Disseminates information and responds to licensing inquiries and requests from the public, licensees, license applicants, Division staff, and others, through interpersonal contact, telephone contact, written correspondence and email.
• Checks voicemail of main line, returns calls and/or refers complaints to the appropriate section(s) or Division Leadership, manages incoming mail.
• Assist with addressing any backlog of licensing activities as assigned by Appointing Authority.
• Receives payment from applicants concerning applications.
• Reconciles, checks, credit cards and money order receipts from cash drawers with computerized cash processing system and prepares daily deposit of receipts in accordance with the Accounting and Financial Services (AFS) and the Division's policies, procedures and/or directives.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description: G3A4XX Administrative Assistant III

Minimum Qualifications:

Experience Only:

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

• General clerical duties may include : the accurate and timely completion and processing of documents and information electronically; scheduling; accepting reservations or accepting registrations; reception and intake; record keeping and maintenance; meeting arrangements; document creation; word processing; revising office procedures; compiling and formatting the content for program materials such as annual reports and newsletters; screening documents and supporting information to determine eligibility, authenticity, or identity; accounting for the unit's allotted funds by authorizing (signing) operating expenditures.

Or

Education and Experience: A combination of related education in Business (or a similar discipline/field of study) and/or relevant experience in general clerical experience in an administrative or office support role demonstrating high level decision making and multitasking equal to three (3) years

NOTE : If submitting a transcript, certification or other relevant materials, candidates may redact information that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Document this experience in your application IN DETAIL, as your experience will not be inferred or assumed.

Preferred Qualifications

The ideal candidate will possess the following skills:

• Experience in initiating application processing utilizing My License Office (Mylo) licensing program
• Familiar with the Marijuana Enforcement Division's rules and regulations
• Previous experience conducting background checks utilizing national databases
• Experience managing a high volume of physical and digital records and confidential information
• Strong demonstrated written and verbal communication
• Strong attention to detail
• Proficient with Microsoft Office and Google Suite
• Change management oriented
• Effective time management
• Proven ability to accurately prioritize and meet deadlines
• Previous experience using a multi-line phone system
• Data entry skills
• Cash handling
• Those candidates with previous experience in a licensing or regulatory environment are strongly encouraged to apply.

Conditions of Employment with the CDOR :

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.

As a condition of employment with the CDOR, all personnel must file all necessary Colorado Individual Income Tax (CIIT) returns and pay tax obligations, therefore all employees must undergo a pre-employment evaluation of their tax records/accounts to ensure compliance with this policy. Final candidates must also complete a successful background investigation and reference check prior to appointment. Certain positions based on duties may require scheduled background investigations .

Pursuant to the Universal Driving Standards Policy (Download PDF reader), any worker who will be expected to drive a State-owned vehicle is responsible for maintaining a safe driving record and a valid driver license prior to driving any State-owned vehicle.

To be compliant with the new fleet vehicle policy, Motor Vehicle Records (MVRs) will be pulled for review for workers who:

• Have an assigned State fleet vehicle
• Are required to operate a vehicle as part of the position
• Utilize a State fleet vehicle as a pool vehicle

Applicants must be legally eligible to work in the United States to be appointed to this position. DOR uses E-Verify to confirm the eligibility of all newly hired employees. DOR does not provide sponsorship for employment-based visas.

Minimum Qualification Screening

A Human Resources Analyst will only review the work experience/job duties sections of the online job application, to determine whether you meet the minimum qualifications for the position for which you are applying. Only complete applications submitted before the closing date of this announcement will be reviewed.

• Applicants must meet the minimum qualifications to continue in the selection process for this position. Do not use "see resume" or "see attached" statements on your application.
• Cover letters and resumes will not be accepted in lieu of the official State of Colorado online application. Part-time work experience will be prorated.
• Recommended attachments: Resume, Cover letter
• 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.
• 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.
• 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. Please set up your e-mail to accept messages from "state.co.us" and "[email protected]" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director

Job Description

Job Title

Licensing Specialist (Administrative Assistant III)

Job Description

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. 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 robustregulatory 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.

What You'll Do:

• Performs front counter function which includes, but is not limited to: checks in MED license applicants; receipts funds received for applications; answers a multi-line phone system; answers questions from the public, local authorities and other stakeholders; tracks and follows-up on all correspondence with licensees; refers licensees and the public to the Division's website and advises where questions can be submitted.
• Conducts background checks on applicants/licensees, interviews and consults with applicants on problems that may prevent licensure in order to be in compliance with suitability requirements.
• Follows up on occupational and business application deficiencies via written requests to applicants
• Processes applications after the investigations have been completed.
• Disseminates information and responds to licensing inquiries and requests from the public, licensees, license applicants, Division staff, and others, through interpersonal contact, telephone contact, written correspondence and email.
• Checks voicemail of main line, returns calls and/or refers complaints to the appropriate section(s) or Division Leadership, manages incoming mail.
• Assist with addressing any backlog of licensing activities as assigned by Appointing Authority.
• Receives payment from applicants concerning applications.
• Reconciles, checks, credit cards and money order receipts from cash drawers with computerized cash processing system and prepares daily deposit of receipts in accordance with the Accounting and Financial Services (AFS) and the Division's policies, procedures and/or directives.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description: G3A4XX Administrative Assistant III

Minimum Qualifications:

Experience Only:

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

• General clerical duties may include : the accurate and timely completion and processing of documents and information electronically; scheduling; accepting reservations or accepting registrations; reception and intake; record keeping and maintenance; meeting arrangements; document creation; word processing; revising office procedures; compiling and formatting the content for program materials such as annual reports and newsletters; screening documents and supporting information to determine eligibility, authenticity, or identity; accounting for the unit's allotted funds by authorizing (signing) operating expenditures.

Or

Education and Experience: A combination of related education in Business (or a similar discipline/field of study) and/or relevant experience in general clerical experience in an administrative or office support role demonstrating high level decision making and multitasking equal to three (3) years

NOTE : If submitting a transcript, certification or other relevant materials, candidates may redact information that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Document this experience in your application IN DETAIL, as your experience will not be inferred or assumed.

Preferred Qualifications

The ideal candidate will possess the following skills:

• Experience in initiating application processing utilizing My License Office (Mylo) licensing program
• Familiar with the Marijuana Enforcement Division's rules and regulations
• Previous experience conducting background checks utilizing national databases
• Experience managing a high volume of physical and digital records and confidential information
• Strong demonstrated written and verbal communication
• Strong attention to detail
• Proficient with Microsoft Office and Google Suite
• Change management oriented
• Effective time management
• Proven ability to accurately prioritize and meet deadlines
• Previous experience using a multi-line phone system
• Data entry skills
• Cash handling
• Those candidates with previous experience in a licensing or regulatory environment are strongly encouraged to apply.

Conditions of Employment with the CDOR :

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.

As a condition of employment with the CDOR, all personnel must file all necessary Colorado Individual Income Tax (CIIT) returns and pay tax obligations, therefore all employees must undergo a pre-employment evaluation of their tax records/accounts to ensure compliance with this policy. Final candidates must also complete a successful background investigation and reference check prior to appointment. Certain positions based on duties may require scheduled background investigations .

Pursuant to the Universal Driving Standards Policy (Download PDF reader), any worker who will be expected to drive a State-owned vehicle is responsible for maintaining a safe driving record and a valid driver license prior to driving any State-owned vehicle.

To be compliant with the new fleet vehicle policy, Motor Vehicle Records (MVRs) will be pulled for review for workers who:

• Have an assigned State fleet vehicle
• Are required to operate a vehicle as part of the position
• Utilize a State fleet vehicle as a pool vehicle

Applicants must be legally eligible to work in the United States to be appointed to this position. DOR uses E-Verify to confirm the eligibility of all newly hired employees. DOR does not provide sponsorship for employment-based visas.

Minimum Qualification Screening

A Human Resources Analyst will only review the work experience/job duties sections of the online job application, to determine whether you meet the minimum qualifications for the position for which you are applying. Only complete applications submitted before the closing date of this announcement will be reviewed.

• Applicants must meet the minimum qualifications to continue in the selection process for this position. Do not use "see resume" or "see attached" statements on your application.
• Cover letters and resumes will not be accepted in lieu of the official State of Colorado online application. Part-time work experience will be prorated.
• Recommended attachments: Resume, Cover letter
• 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.
• 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.
• 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. Please set up your e-mail to accept messages from "state.co.us" and "[email protected]" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director