License and Permit Specialist IV

Texas Health & Human Services Commission • Austin, TX

9d • $4,263 - $6,779 • Hybrid

About The Position

Under the direction of the Foods Licensing Branch Manager, performs advanced (senior level), functions and technical duties related to the processing of applications and issuance of licenses, permits, certificates, and registrations with minimal supervision exercising extensive latitude for initiative and independent judgment. Work involved will be for the following programs, statutes, and rules: Foods, including Salvage, Certificate of Freesale and Sanitation, Milk & Dairy, and Consumable Hemp Products; Texas Health and Safety Code Chapters 431, 432, 435, 440, 443; and Title 25 of the Texas Administrative Code Chapters 217, 229, and 300.Work involves training all staff, creating, updating, and maintaining training records, training protocols and materials, Standard Operating Procedures (SOPs), serving as lead for the Branch performing quality assurance and quality control duties, and supervising the work of new staff. Serves as contact and information source for the Branch interpreting and explaining laws, rules, regulations, policies and procedures to applicants, industry, the public, other sections and branches within DSHS, and governmental agencies via written and verbal communications concerning requirements of regulated establishments. Processes, approves, rejects, denies, or initiates denial of all types of applications for all programs listed. Determines if businesses fall under DSHS jurisdiction and applicable public health laws and rules. Generates performance reports, miscellaneous database maintenance, serves as backup for the branch manager and all branch staff. Performs 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 COOP activation.

Requirements

• Knowledge of the following programs, statutes, and rules: Foods, Certificate of Freesale, and Consumable Hemp Products; Texas Health and Safety Code 431, 432, 435, 440, 443; 25 TAC Chapters 217, 229, and 300
• Knowledge of the Regulatory Automation System
• Knowledge of application processes
• Knowledge of inspection procedures
• Skilled in Word, Excel, Outlook, PowerPoint, SharePoint, Adobe, CAPPS, VR, VO, and the RAS Portal
• Skilled in using multiline phone or soft phone
• Skilled in using a scanner
• Skilled in using a Xerox copier
• Skilled in using computers
• Ability to train others
• Ability to plan, organize, and oversee multiple activities
• Ability to supervise and monitor the work of new staff
• Ability to develop procedures to monitor and evaluate progress
• Ability to deal with other government agencies, industry, all agency staff, and the public in a pleasant and effective manner
• Ability to interpret and apply the following statutes, and rules: Texas Health & Safety Code 431, 432, 435, 440, 443; 25 TAC Chapters 217, 228, 229, 241, and 300
• Ability to handle several assignments
• Ability to understand and identify a problem or difficult situation; analyze all relevant information; identify possible solutions; and select an appropriate solution
• Ability to read and interpret crime records reports that list the nature and classification of criminal arrest and court outcomes
• Ability to work as a team member in a rapid-paced environment
• Ability to work independently with a high degree of accuracy and exercise sound judgment
• Ability to adhere to policies and procedures including those pertaining to confidential information
• Ability to schedule leave appropriately taking workloads into consideration
• Ability to communicate verbally, give presentations, and lead trainings
• Ability to communicate in writing, including reports, email, and letters
• Ability to provide excellent customer service
• Experience with the Regulatory Automation System
• Experience with application processes
• Experience using multiline phone or soft phone
• Experience using a scanner
• Must be able to pass a criminal history background check to access information held by the Department of Public Safety crime records.

Nice To Haves

• Notary Public preferred.

Responsibilities

• Trains all new employees to assure compliance with all applicable laws, rules, and policies.
• Develops training materials and protocols to ensure newly hired staff are processing applications and performing duties in accordance with current statutes, rules, and policies and to ensure training is efficient and complete.
• Maintains training records to measure progress, identify areas where more work/training is needed, and make recommendations to manager during probationary periods.
• Updates and maintains training materials and protocols to adjust for changes in statutes, rules, and policies.
• Reviews and suggests new technical and enrichment training opportunities to the manager.
• Suggests and with manager approval plans and coordinates teambuilding activities for the unit.
• Assists in developing policies and procedures for the unit and writes and maintains all SOPs to ensure staff are processing applications consistently and in accordance with all applicable laws and rules.
• Assigns, reviews, and evaluates the work of newly hired staff to determine if more training is required and makes recommendations to the unit manager during probationary periods.
• Serves as lead for the branch overseeing and assigning work as directed by the branch manager.
• Coordinates assignments to ensure staff have necessary resources to complete notifies branch manager of workload problems.
• Performs quality assurance and quality control work by proofing printed licenses, permits, certificates, and registrations approved by staff and reviewing the data entry of others in the Regulatory Automation System to assure that all licenses are accurate, complete and in compliance with statutory requirements and provides input on performance evaluations and staff award or disciplinary actions.
• Collects data and generates reports as requested by branch manager or section director.
• Works with other senior staff to identify trends in errors and present solutions for the unit manager’s consideration.
• Assists unit manager in the hiring and selection process.
• Receives, reviews, and processes all types of applications for all programs covered by Foods Licensing Branch for completeness and appropriateness based on applicable statutes and rules.
• After determining jurisdiction and eligibility approves, rejects, denies, or moves to deny applicants for a license, permit, certificate, registration or inspection.
• Refers applicants to appropriate section or agency if not under DSHS jurisdiction.
• Interprets rules, regulations, policies and procedures, and inspection results to determine appropriate license, permit, certificate, or registration required.
• Makes license eligibility determinations by reviewing applications and inspectional reports for compliance with applicable public health laws and/or ordinances.
• Must interpret crime records reports that list the nature and classification of criminal arrest and court outcomes to determine eligibility before issuing a license.
• Ensures payments are processed and allocated to the appropriate applications, merges applications when necessary.
• Determines which statutes and rules establishments are subject to licensure and/or subject to other restrictions under applicable laws, rules, and policies.
• Communicates with applicants, regulated industry, the public and governmental agencies via written and/or verbal communications concerning the requirements of regulated establishments and determines which laws and rules apply.
• Maintains the Regulatory Automated System database of licensed establishments to ensure that accurate records are maintained for each location.
• Notifies noncompliant establishments of the state laws and regulations regarding regulated establishments.
• Assists other staff with researching internet to determine status of non-compliant firms with State Comptroller’s office.
• Maintains accounting and automated data processing records of all regulated establishment license holders and license fees.
• Research internet to determine taxpayer identification information required for remittance refunds.
• Collects information, researches, composes, and prepares correspondence relating to insufficient fund checks and forwards to Unit Manager for submittal to the District Attorney’s and/or Attorney General’s office.
• Maintains files in accordance with approved DSHS file management plan and retention schedules.
• Serves as contact and information source for the Foods Licensing Branch.
• Consults with Information Technology support staff concerning needs and problems pertaining to the Division’s database systems.
• Maintains contact with Inspections, Operations, and Compliance personnel and provides information on regulated establishments, applicable laws, regulations, and department policies and procedures including inspection and compliance procedures.
• Interprets and explains laws, rules, regulations, policies and procedures to applicants, regulated industry, the public, other sections and branches within DSHS, and governmental agencies via written and/or verbal communications concerning requirements of regulated establishments and all other inquires including open records requests.
• Will testify in court on licensing, permitting, certification, and registration rules and requirements.
• Prepares and sends license information and application packages to applicants and businesses via email, fax, or mail.
• Confers with the Branch Manager on new or amended laws, rules, regulations, and policies to ensure uniform and consistent interpretation and application of any changes.
• Updates training materials and unit policies, procedures, and SOPs to incorporate any law, rule, regulation, or policy changes.
• Serves as back up to Branch manager and all staff within the unit as needed to ensure continuation of operations within regulatory time frames.
• Back up duties include and are not limited to: preparing enforcement cases to present at the Compliance Review Committee, monitoring leave in the absence of the manager to ensure office coverage, reviewing scanned documents for quality assurance and quality control to ensure they are saved corrected before hard copies are destroyed, preparing deficiency letters, processing certificate of Freesale and Sanitation applications and certificates, processing insufficient or non-negotiable checks for unit manager’s signature, receiving, evaluating, and filling or referring open records requests, and serving as unit receptionist.
• Performs 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.
• Such participation may require an alternate shift pattern assignment and/or location.

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: Senior
• Education Level: No Education Listed