Administrative Specialist 1

State of Oregon • Medford, OR

18h • Onsite

About The Position

The Oregon Liquor and Cannabis Commission (OLCC) oversees access to alcohol and cannabis products in Oregon through education, regulation, and distilled spirits distribution. Our aim is to protect public health and safety while supporting responsible businesses and providing funding for local and state agencies. The agency is comprised of three major operational programs: the Distilled Spirits Program, the Recreational Marijuana Program, and the Public Safety Program. All three programs are supported by the Administration, Financial Services, and Support Services divisions. Revenue generated from these programs helps support state and local government programs.

Requirements

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR An equivalent combination of education and experience.
• A resume and cover letter are required for this job posting.
• The use of outside resources such as artificial intelligence (AI) software during applicant skills assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency.
• Candidates that follow the application directions, submit what is required and provide us with credentials that showcase their skills and how they meet the minimum qualifications and preferred skills will be invited to an interview.
• Resumes will not replace the completed job history experience in Workday.
• We will only review documents that are requested.
• Because details are very important to us, your application materials will be evaluated for grammar, spelling and punctuation.
• This position requires a background and security check with fingerprinting to work in areas that handle confidential documents.
• Eligible veterans who meet the qualifications will be given veterans' preference.
• If your employment authorization and documentation is contingent on sponsorship now or in the future, you will not meet our agency employment eligibility standards.
• Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States.

Nice To Haves

• Experience in understanding complex regulatory requirements and communicating regulations to the public or industry partners.
• Intermediate skill and proficiency in Microsoft applications such as Outlook, Word, Excel, and Teams.
• Detail oriented, with ability to handle inquires for information while protecting confidential information.
• Experience working with databases, auditing reports, and performing quality assurance
• Excellent customer service skills, in person, verbally and in writing

Responsibilities

• Receive incoming phone calls as a backup for regional investigators, inspectors and manager.
• Make appropriate responses to inquiries from the general public, local government agencies, special interest groups, other field offices and headquarters.
• Respond to inquiries from public, industry and agency personnel, either by telephone, corresponding or in-person contact.
• Review police reports on DUii arrests, assess for applicable criteria for entry in the DUii Program, evaluate for necessary information and follow up with reporting department to obtain missing information, enter accurate computer input, determine appropriate correspondence and send letters to licensees.
• Receive complaints of liquor law or marijuana violations and complete entries into the reporting system, including referrals from other law enforcement agencies.
• Receive and forward new and renewal liquor license applications as determined by management.
• Forward marijuana and liquor licensing questions as determined by management.
• Distribute special event license application forms, verify liquor liability insurance and instruct applicants in the proper completion of forms, including correct fees and timelines.
• Regular and reliable attendance is an essential function of this position and is required to meet the demands of this job.

Benefits

• Work/life balance
• 11 paid holidays a year
• personal days
• sick time
• vacation accruals
• Pension and retirement programs
• Advancement and learning opportunities
• Possible eligibility for the Public Service Loan Forgiveness Program
• A workplace that fosters fairness, equity, and inclusion to maintain a workplace environment where everyone is treated with respect and dignity.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree