Licensing Coordinator I

State of Oklahoma•Oklahoma City, OK

About The Position

The Licensing Coordinator I is responsible for the end-to-end processing and review of various professional and business entity registrations, including but not limited to schools, technical institutes, individual professional licenses, salons, spas, cosmetic studios, barbering establishments, and other entities that require state licensure. This role ensures compliance with applicable state laws, regulations, and licensing requirements, utilizing database and licensing software applications to support applicants. The Licensing Coordinator I provides guidance and assistance over the phone, through electronic communication, and offers technical support for the state’s online licensing portal.

Requirements

Familiarity with licensing procedures, applicable laws and regulations, and standard office practices.
Proficiency in using database systems and office software; ability to quickly learn and navigate licensing software and online portals.
Strong communication skills, both written and verbal, for interacting with applicants and team members.
Ability to interpret laws, policies, and technical documents accurately.
Detail-oriented with a strong focus on accuracy and organization.
Ability to assist applicants effectively by phone and electronic communication, perform accurate data entry, maintain confidentiality, and demonstrate patience and professionalism under pressure.
May require additional training on specific licensing software or database applications to fully support applicants and maintain compliance standards.

Nice To Haves

Knowledge of database and licensing software applications is preferred.
Preferred, but not required; at least two years of technical clerical experience, or an equivalent combination of education and experience, preferably in a regulatory, compliance, or customer service role.

Responsibilities

Conducts thorough examinations of submitted licensing documents to ensure compliance with state laws and regulations.
Reviews documents for completeness, accuracy, proper execution, required approvals, and applicable fee calculations.
Processes applications from initial receipt to final approval or issuance, identifying any deficiencies or additional requirements and promptly communicating them to applicants via phone, email, or formal correspondence.
Provides technical support and guidance to applicants using the state’s online licensing portal, including troubleshooting common issues, answering user questions, and offering step-by-step instructions as needed.
Interprets and explains licensing policies and procedures to assist applicants, including school and technical institute administrators, licensed professionals, business owners, and the general public.
Utilizes and manages data within licensing software applications, ensuring accurate entry and maintenance of applicant records and processing statuses.
Prepares administrative reports and summaries on licensing activities, trends, and compliance data as needed.
Collaborates with internal and external partners, including other state agencies, to verify compliance requirements and address regulatory questions.
Recommends updates or changes to policies, regulations, or internal procedures based on emerging needs, applicant feedback, or observed challenges.
May assist with the onboarding and training of new team members in departmental processes and software applications.