Licensing and Registration Coordinator

Commonwealth of Massachusetts • Boston, MA

12d

About The Position

The Licensing and Registration Coordinator (“Program Coordinator I”) coordinates the Division of Standard’s licensing, permitting, and registration programs (DOS Licensing). The Licensing and Registration Coordinator must respond to inquiries from agency staff, the public, and municipal officials regarding the DOS licensing and registration programs, including ensuring compliance with registration requirements of local weights and measures officials. The Licensing and Registration Coordinator gathers information on the licensing and registration programs to compile data for analytical reporting and assists in preparing the agency's annual report with program specific information. The Licensing and Registration Coordinator coordinates and monitors assignments for the DOS Licensing and is responsible for receiving and depositing revenue from licenses and registrations filed with the agency. The Licensing and Registration Coordinator must work closely with the agency’s Chief Administrative Officer, Operations Manager and the Office of Consumer Affairs and Business Regulation’s (OCABR) Accounting/Revenue team to ensure that all revenue is recorded and deposited in the appropriate revenue account.

Requirements

• Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.
• Substitutions: I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience. II. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Nice To Haves

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines around compliance.
• Ability to develop standard operating procedures for use by diverse audiences and constituencies.
• Ability to communicate effectively.
• Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence.
• Ability to use proper grammar, punctuation, and spelling.
• Ability to make recommendations.
• Ability to multi-task and prioritize.
• Ability to prepare documents and reports accurately.
• Ability to assist customers of diverse backgrounds.
• Ability to follow guidelines and procedures.
• Knowledge of Microsoft Office Suite and software programs necessary to support the Division, including the use of artificial intelligence tools, and ability to advise staff on software application and use.
• Ability to become well versed with the Divisions electronic databases and licensing software.
• Ability to work independently and in teams.
• Great time management skills.
• Great organizational skills.
• Strong interpersonal skills and an ability to collaborate with staff at all levels.

Responsibilities

• Coordinate the licensing process for all new and renewal applications for all licenses issued by the agency to ensure accuracy and compliance with all laws, regulations and applicable policies.
• Coordinate the agency's registration process ensuring accuracy and compliance with all laws, regulations and applicable policies.
• Review all registrations of locally appointed sealers of weights and measures, ensuring the required documents are on file and that sealers have passed the mandated testing and continuing education requirements have been met.
• Ensure licensing and registration renewal reminders are scheduled, clear and provide all relevant information for renewals with the goal of reducing the need for follow-up outreach.
• Responsible for overseeing and tracking the collection of the agency's fiscal revenue received for license fees, including reconciling amounts received and submitted by all licensees.
• Prepare revenue reports detailing reconciliation to be submitted to OCABR.
• Act as a subject matter expert for agency's applicants, local and state partners, and agency staff, on complex license and registration processing and software issues.
• Develop standard operating procedures for the licensing and registration programs to be used by the applicants and agency staff.
• Train new and existing staff in licensing and registration procedures and software.
• Prepare special reports on licenses and registrations as required.
• Retrieve and analyze data from agency software.
• Maintain the agency's electronic files for licensing and registration.
• Develop standard operating procedures for the licensing and registration programs to be used by the public and agency staff.
• Participate in strategic planning and process improvements for the agency.
• Identify systems which require updating and revision to improve efficiency and effectiveness.
• Edit and maintain the agency's website to ensure accuracy, the most up to date information is available, and accessibility.

Benefits

• Comprehensive Benefits
• When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
• Explore our Employee Benefits and Rewards!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level