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State of Colorado · 9 hours ago

ADMINISTRATIVE ASSISTANT III (LICENSING SPECIALIST) - AUTO INDUSTRY DIVISION.

Lakewood, CO

Full-time

Onsite

Mid Level

3+ years exp

The State of Colorado is committed to providing quality customer service and collaboration through its Department of Revenue. The Administrative Assistant III (Licensing Specialist) will support the Auto Industry Division by processing license applications, ensuring compliance with regulations, and providing customer service to applicants and the public.

AssociationHealth CareNon Profit

No H1B

Responsibilities

The Auto Industry Division is responsible for regulating the Motor Vehicle and Powersports Industry with balanced emphasis on Education, Compliance, and Enforcement of applicable laws and regulations

The Division regulates with fundamental fairness by ensuring that three key components are the primary focus:

The educate and protect consumers

To treat applicants and licensees fairly, professionally, courteously, and efficiently

To foster an honest and healthy industry within the State of Colorado and to ensure consumer confidence for the manufacture, distribution and sale of all vehicles within the Division's jurisdiction

The unit is charged with ensuring that all licensees comply with Title 44, Article 20, parts 1 & 4 of the Colorado Revised Statutes and the related promulgated rules of the Colorado Motor Vehicle Dealer Board in addition to various federal laws and regulations

This is accomplished by the formulation of effective and efficient licensing procedures, quality background investigations of licensees and/or licensee applicants, and complete and thorough enforcement investigations

This unit can issue licenses, refer licensing decisions to the Motor Vehicle Dealer Board, close investigations or refer investigative results to the Board for administrative decisions and/or the local District Attorney for criminal filings

Functions include accepting, reviewing and processing Automobile and Powersports license applications for Manufacturers, Distributors, Manufacturers Reps, Business Disposers, Dealers, Wholesalers, Auctions, Salespeople, and Buyers Agents; accepting, reviewing and processing permit applications for Off-Premise Events and Plate Authorizations, accepting and processing application/licensing fees and funds; ensuring accurate data entry; assisting in the preparation of the daily deposits; fingerprinting applicants and reviewing criminal records; mail duties: and tracking and ordering office supplies; customer service

Follows up on application deficiencies via written requests to applicants and makes licensing decisions in accordance with rules, regulations and procedures

Provides recommendations of suitability for license applicants

Position provides training and guidance to new division license staff in processing applications to comply with statute and accepted procedures

Processes applications such as changes of ownership applications, modifications of premises, changes of trade name and changes of location after the investigations have been completed

This position will also mail copies of newly issued Division licenses to the licensee, produce licenses approved for changes of trade name and create and mail new licenses for licensees

As necessary, creates licenses, mails licenses to licensees, creates duplicate licenses

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 the Division Director

May serve as the first point of contact to the Division for local clerks, licensees, and the general public

Performs front counter function which include, but is not limited to: checks in license applicants; receipts funds received for applications; answers a multi-line phone system; answers questions from the public 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 emailed

Electronically fingerprint applicants for licensure as well as applicants whose suitability is established by the Division

Electronically fingerprint prospective and current Division employees as required

Ensure that fingerprints meet CBI/Federal Bureau of Investigation (FBI) standards for classification

Receives payment from applicants concerning applications

Reconciles cash, check, 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

Qualification

License application processingRegulationsMicrosoft Office proficiencyMylo Licensing systemGenTax systemCustomer service skillsMulti-tasking abilityInterpersonal skillsWritten communicationAttention to detail

Required

This position is open only to Colorado state residents

Three (3) years of 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 allotted funds by authorizing (signing) operating expenditures

A combination of related education Business or a similar discipline 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

Applicants must be able to successfully pass a background investigation

Must be willing and able to occasionally lift up to 20 lbs