License and Permit Spec I

TX-HHSC-DSHS-DFPS • Austin, TX

4d • Hybrid

About The Position

The License and Permit Specialist I in the Drug & Food Licensing Branch performs entry-level to journey-level administrative support and licensing processing work related to the licensing, permitting, registration of regulated firms in the Foods, Public Sanitation Retail Food Safety, Inspection Fee, Certificate of Free Sale and Sanitation, Aquatic Life and Safety, Drug and Device, Milk and Dairy, and Consumable Hemp Products Programs. Performs entry-level to moderately-complex data entry using the Regulatory Automation System and word processing functions using letter templates in MS Word. Works under moderate to close supervision. Works with minimal latitude for the use of initiative and independent judgment. Attends work on a regular and predictable schedule under agency leave policy. Performs other duties not listed as assigned.

Requirements

• Knowledge of fee processing/reconciliation
• Knowledge of automated remittance systems
• Knowledge of application processing
• Knowledge of multi-line phone systems
• Knowledge of MS Word and Excel
• Knowledge of document scanning
• Knowledge of mail processing
• Skill in database applications
• Skill in word processing
• Skill in proofreading (i.e. grammar, punctuation, spelling, sentence structure and numeric data)
• Ability to provide excellent customer service
• Ability to deal with customers, the public and governmental agencies in person and by telephone.
• Ability to communicate effectively, both verbally and in writing
• Ability to establish and maintain effective work relations and display tact in difficult or stressful situations.
• Ability to handle multi-task assignments, including organizing and prioritizing workload
• Ability to work as a team and also independently with minimal supervision
• Ability to schedule leave appropriately taking projects/workloads into consideration
• Ability to follow policies and procedures, including those pertaining to confidential information
• Experience with application processing
• Experience with multi-line phone systems
• Experience with MS Word and Excel
• Experience with document scanning
• Experience with mail processing
• Experience with database applications

Nice To Haves

• Able to travel a minimum of 5% of the time

Responsibilities

• Receive, review, and process initial paper applications for retail food establishment permits and consumable hemp products retail registrations for completeness ensuring compliance with Texas Health and Safety Code Chapters 437 and 443 and Texas Administrative Code Chapters 228, 229, and 300.
• Verify DSHS jurisdiction and reject the application if outside of DSHS jurisdiction.
• Request supporting documentation such as requests for waiver of delinquent fees due, audit statements, and 501(c) exemptions to determine fee amounts due.
• Collect, input, and validate correct fee(s) for specified applications.
• Allocate funds from erroneous applications to the suitable application for approval.
• Approve the permit or registration.
• Communicate verbally and in written format with applicants, licensees, other government agencies, other divisions and sections within DSHS and the public.
• Handle customer service/help desk functions by providing information to applicants, licensees, other government agencies, other divisions and sections within DSHS, and the public.
• Interpret and explain license requirements, such as education and facility requirements according to current DSHS standards in law, rule and department policy.
• Develop and send correspondence to applicants by letter, email and telephone about requirements.
• Describe deficiencies such as application requirements and underpayment of fees to receive a permit or registration.
• Make determination if applicant response is adequate to proceed with approval of the permit or registration.
• Document communication activity in department’s database.
• Ensure confidentiality of information based on department’s policies and procedures.
• Receive, review, and process renewal and amendment applications for retail food establishments, foods licenses, inspection fees, and consumable hemp products registrations for completeness ensuring compliance with Texas Health and Safety Code Chapters 431, 437, and 443 and Texas Administrative Code Chapters 228, 229, and 300.
• Check for changes in DSHS jurisdiction and research to determine if a different DSHS permit, inspection fee, or license type is required.
• Approve the inspection fee, license, permit, or registration.
• Process the daily remittance, which may be in paper or electronic formats.
• Utilize the department’s computer and database to enter and create fee payments for applicants or licensees.
• Reconcile fee payments as needed.
• Determine when applicants or licensees have made over-payments and generate and approve refunds.
• Utilize the department’s computers, database and printers to compile and create certificates and licenses.
• Ensure licenses are properly formatted and maintain the security of any license templates or documents.
• Match paper applications to printed licenses and forward to other staff for proofing.
• Utilize the department’s database to generate reports about number of licenses issued.
• Assist in the development or revision of policy and procedures.
• Maintain paper and electronic records in accordance to state library standards and agency records retention policies.
• Assist other personnel on an as needed basis for mass mail-outs of renewal notices and delinquency notices, processing responses to deficiency letters, and file maintenance.
• Perform other duties as assigned including but not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.
• Act as receptionist for the main phone line and document scanning on a scheduled and as needed basis.
• Assure that the supply of office stock is available for licensing, permitting, and registration functions by notifying unit manager or designee.
• Receive, sort, date stamp, and distribute mailed in license, permit, certificate, and registration applications.
• Process and sort returned mail (applications, license, permit, certificate, and registration certificates), including searching the database for other addresses, contacting license, permit, registration, and certificate holders to verify mailing information, and searching the internet for new addresses on return mail.

Benefits

• Insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed