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DORA/Division of Professions and Occupations: Board Administration Specialist (Technician III)

The Division of Professions and Occupations (DPO) protects consumers in the state of Colorado through licensing and regulatory enforcement for approximately 50 professions, occupations, businesses, and the corollary regulatory environment. The Program work unit is reflective of organizational changes made to ensure effectiveness, efficiency, and consistency with the Board and program processes, and elegance in the contributions of the Division of Professions and Occupations to the regulatory environment in our state.

The Program work unit exists to ensure consumer protection through the regulation of architects, engineers, land surveyors, landscape architects, electricians, plumbers, and the Colorado’spassenger tramway system. The position must comply with the regulation, including ensuring those licensed and practicing under the various profession Practice Acts are complying with minimal statutory standards, and coordinating the disciplinary process to enforce the statutory requirements in accordance with the Colorado Revised Statutes. This work unit focuses on supporting the Board, Program Director, and the Division by accomplishing the strategic measures of the Division, including improving customer service, reducing fees, and protecting consumers.

Position: SJI 9717

This position provides support to the Program Area by performing administrative and technical functions necessary for daily operations including; application review and processing, processing of licensing/certifications/registrations, complaint intake, complaint/response processing, referrals to internal program areas and external agencies, monitoring compliance with Board Orders and disciplinary actions, and other follow-up as directed by the Program Director by conducting verbal and written communication with the public, licensees/registrants, advisory committee, Board’smembers, and Division’s staff which includes the Offices of Licensing, Investigation and Inspections, the Expedited Settlement Program, and the Office of the Attorney General.

Duties include, but are not limited to:
  • Collecting, processing, evaluating non-routine applications, and supporting documentation for licensure by examination, endorsement/reciprocity, and renewal/reinstatement that cannot be approved in the centralized licensing unit;
  • Maintaining and preparing non-routine licensing files for permanent record retention;
  • Entering data into the Division’s Licensing and Regulatory Platform to update the status of various applications;
  • Assisting with planning and scheduling of advisory committee and Board meetings, ensuring legally sufficient posting of the meetings, and working with centralized staff to ensure it is posted correctly on the DORA website;
  • Writing and preparing a timely detailed agenda, and creates agenda packets, minutes, and public notices for the Board and advisory committee meetings;
  • Preparing all per diem and travel expenses for Board members and works with Fiscal Operations to process those requests;
  • Providing administrative support for meetings, including meeting set-up, break-down, provision of AV support, and keeping meeting’s minutes;
  • Creating technical reports and summaries on special projects or Board’s issues for the Program Director through researching historical data, gathering information, analyzing data, and identifying problem areas and trends;
  • Composing legally defensible, accurate, and timely correspondence to appropriate parties including Board’s orders, letters of concern and, letters of admonition that reflect the decision and direction of the board;
  • Assisting in the researching of continuing education courses and acts as a technical resource for the person on probation; and
  • Assisting in planning, developing, implementing needed training, and technical instruction/resources for practice monitors.

MINIMUM QUALIFICATIONS (MQs):
Three (3) years of general clerical experience, which must include all of the following:
  • Experience analyzing documents for completeness, correctness, and/or compliance with laws, rules, policies, and procedures;
  • Customer service experience, including managing a high volume of calls and emails, and responding to difficult customers with tact and diplomacy;
  • Experience working according to detailed policies, procedures, and deadlines; and
  • Experience utilizing general PC software applications, including Microsoft Office and/or Google Suite (e.g. Word, Excel, Google Drive, Google forms, Google sheets, etc.).

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

SUBSTITUTIONS:
  • Graduation from an accredited college or university with a bachelor’s degree in business, business administration, public administration, or a closely related field may be substituted for two (2) years of the required experience.

Preferred Qualifications:
  • Demonstrated experience navigating and applying statutes, rules, policies, and procedures to business processes;
  • Experience planning, developing, and implementing training and technical instructions/resources;
  • Experience utilizing databases, including performing data entry;
  • Intermediate-level Microsoft Excel experience/skills;
  • Experience working in the public sector and/or in a non-profit organization;
  • Experience working in an administrative or program support capacity for a design/construction company/business;
  • Experience working with a variety of different professionals from diverse backgrounds while exercising tact and discretion to effectively communicate in a professional manner; and
  • Experience using and/or administering remote meetings using GoToMeeting.

Required Competencies:
The following knowledge, skills, abilities, and personal characteristics are required competencies and may be considered during the selection process (including examination and/or interview):
  • Demonstrated oral and written communication skills in order to effectively explain requirements in a clear, concise, and understandable manner;
  • Demonstrated attention to detail in order to evaluate documents;
  • Sound judgment and confidence in decision-making;
  • Flexibility, including the ability to manage a caseload in order to meet deadlines;
  • Critical thinking and analytical skills, including having the ability to evaluate and analyze reports and records in order to ensure compliance and recommend solutions;
  • Organizational skills, including planning, prioritization, and time management in order to meet deadlines;
  • Ability to conduct research and gather pertinent information;
  • Problem-solving skills, including the ability to analyze information and use internal guidance in order to find solutions;
  • Customer service skills, including the ability to diplomatically interact with difficult customers and deescalate;
  • Interpersonal skills, including the ability to collaborate with various stakeholders, both internal and external;
  • Ability to read, understand, interpret, apply and explain statutes, rules, policies, and procedures to ensure compliance;
  • Accountability for work product and attendance;
  • Professional demeanor; and
  • Proficiency in the use of PC software applications including Microsoft Office (Access, Word, Excel, Google Suite, etc.).

Conditions of Employment: Candidates who fail to meet the conditions of employment will be removed from consideration.
  • The successful passing of a reference check and/or, if required, a background check. A reference check may include but is not limited to: contacting previous and current supervisors to verify employment and discuss performance, a review of the personnel file, a review of the performance record, etc.
  • Effective September 20, 2021, employees will be required to attest to and verify that they are fully vaccinated for COVID-19, or, submit to twice-weekly serial testing. Upon hire, new employees will have three (3) business days to provide attestation to their status with proof of vaccination, or begin twice-weekly serial testing for COVID-19.
  • Testing will take place in-person/at home/TBD and will be considered paid work time.
  • Note: Fully Vaccinated means two (2) weeks after a second dose in a two-dose series of the COVID-19 vaccine, such as the Pfizer or Moderna vaccine, or two (2) weeks after the single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine, as defined by the State of Colorado’s Public Health Order and guidance issued by the Colorado Department of Public Health & Environment.

IF NOT APPLYING ON-LINE, SUBMIT APPLICATION TO:
Only online applications will be accepted for this position.

https://www.governmentjobs.com/careers/colorado/jobs/3309605/dora-division-of-professions-and-occupations-board-administration-specialist-te?

DEPARTMENT CONTACT INFORMATION:
Thanh Pham: thanh.pham@state.co.us