Administration Division - Citizens Square - Licensing Specialist

Under the direction of the Office Manager, the Licensing Specialist is responsible for ensuring compliance with licensing regulations and facilitating the smooth processing of permits. This position requires meticulous attention to detail, strong organizational skills, and the ability to effectively communicate with contractors and individuals in understanding licensing requirements and the permit application process.  This position is covered as defined by The Board of Commissioners of the County of Allen Employee Handbook. 

ESSENTIAL FUNCTIONS:

• Maintain accurate records of licenses and permits, ensuring they are up to date and in compliance with regulatory requirements.
• Monitor license expiration dates and initiate the renewal process in a timely manner.
• Conduct regular audits to identify any discrepancies or non-compliance issues and take appropriate actions to resolve them.
• Receive, review, and process permit applications in accordance with established guidelines and regulations.
• Collaborate with internal departments and external agencies to obtain the necessary approvals and permits for projects.
• Ensure all required documentation is complete, accurate, and filed appropriately.
• Serve as the primary point of contact for inquiries related to licensing and permits.
• Provide guidance and assistance to contractors and individuals in understanding licensing requirements and the permit application process.
• Respond promptly and professionally to phone calls, emails, and in-person inquiries.

• Perform general clerical duties such as filing, data entry, and record maintenance.
• Responsible for typing letters, memos, legal documents, entering data and notarizing documents.
• Receives, sorts and distributes department mail.
• Answers telephone calls, responds to inquiries and/or directs caller to appropriate person or department. Responsible for assisting other department employees including preparing payroll in the Office Manager’s absence.
• Responsible for assisting with training, assigning work load and scheduling the Permit Specialists.
• Will serve as point of contact for IT software issues with vendors, staff and contractors.
• Performs all other duties as assigned, including overtime as required.

REQUIREMENTS:

• High school diploma or equivalent; additional education or training in a related field is a plus
• Previous licensing or permit administrator, coder or specialist with software and hardware experience is preferred
• Familiarity with relevant regulatory frameworks and procedures
• Strong attention to detail and ability to work with complex documentation
• Strong organizational and time management skills

REQUIREMENTS (Continued):

• Effective verbal and written communication skills
• Proficient in using computer applications and software relevant to the role
• Ability to work independently and collaborate with a team
• Working knowledge of basic bookkeeping and the ability to accurately perform arithmetical calculations
• Strong computer skills with the ability to use Microsoft Office and other job related computer software programs

DIFFICULTY OF WORK:

The Licensing Specialist carries out standardized tasks that involve maintaining contractor licensing records, applying specialized knowledge of requirements. The ability to follow specific guidelines when facilitating contractor testing requirements is required.

RESPONSIBILITY:

The Licensing Specialist has the responsibility of executing a range of repetitive tasks in compliance with departmental policies and regulations related to the issuance of permits and licenses. The quality of work is assessed through standard procedural checks and periodic supervisory review. Any unnoticed errors could lead to the need for time-consuming corrections and inconvenience to colleagues and/or contractors. Additionally, the Licensing Specialist will be required to acquire proficiency in third-party software to conduct routine testing and serve as a knowledgeable representative of the department during meetings.

PERSONAL WORK RELATIONSHIPS:

The Licensing Specialist regularly communicates with county employees, governmental jurisdictions, contractors, and the general public regarding policies and procedures within the building department.

WORKING CONDITIONS:

The Licensing Specialist operates in a conventional office setting, allowing freedom of movement. The role involves regular sitting, typing, maintaining attention to detail, and monitoring equipment. Some standing, walking, lifting objects weighing up to twenty pounds, bending, pushing/pulling loads, reaching overhead, kneeling, and exposure to noise may be required as part of the job.

SUPERVISION:

None

LICENSING:

None

IMMEDIATE SUPERVISOR:

Office Manager

HOURS:

40 hours/week; overtime as required

EEO CATEGORY:

0906

WORKERS’S COMP CODE:

8810