Senior Licensing Specialist

State of Kansas•Shawnee, KS

65d•$21

About The Position

To protect the public interest in the selling, purchasing and leasing of real estate and developing responsive policies and procedures which are customer service focused and not unduly burdensome to regulated real estate licensees. Licensing. Implements licensing process criteria under supervision of education/licensing director. Review and process license applications, affiliation changes, supervising broker changes, and requests to open/close companies to ensure all requirements are met and guidelines for issuance are followed. Contact applicant or licensee for missing items. Update record to reflect receipt of documents and fees. Monitor lockbox for problematic transactions in Accela. Prepare refunds due to overpayment. Maintain department forms. Assist education/licensing director with preparation of summaries for applications to be reviewed by the Commission based on approved guidelines. Assist education/licensing director with summarization and redaction of applications and renewals requiring Commission review. Compile data for required licensing reports, including commission meetings, and make recommendations for improvement. Perform research, prepare analysis, and make initial evaluations and recommendation for process improvement to licensing procedures. Participate in education/licensing department meetings. Communication and Outreach. Answer phones and triage incoming calls to appropriate staff when needed. Respond to licensing inquiries and provide consultation in a manner that shows superior customer service. Monitor KREC inbox and provide support for higher-level Accela-related questions. Send notifications of license renewal and expiration. Assist with creating and maintaining procedure manuals for internal/external use. Research and draft topics for review for inclusion in agency newsletter, educators update, social media, and other materials. Represent the agency by participating in meetings, conferences, and other education and public outreach-related events. Assist with keeping current content on the agency website and in licensing-based materials. Monitor trends in frequently asked questions and make recommendations for changes/clarification to education/licensing director. Communicate frequently with education/licensing staff and director regarding work schedule and availability to ensure office coverage. Licensing system management. Demonstrate communication skills as a subject matter expert to troubleshoot and convey issues to Accela and OITS. Thoroughly and timely test and implement changes and new processes. Suggest improvements to Accela, system reports, and automated email notices. Advise education/licensing director of system requirements and modifications if needed. Administrative. Serve as notary and maintain notary journal. Ensure that state standards and regulations are being followed. Maintain and submit military licensure information. Perform other duties as assigned by executive director and/or education/licensing director.

Requirements

High School Diploma or GED.
Associates or college degree preferred.

Nice To Haves

Two years of experience in customer service and experience using KCHAT, KanPay, SMART, NIC, Outlook, Word, Excel and Adobe Pro
Communication and accounting courses or seminars.
Exceptional verbal and written communication.
Ability to interpret, apply and explain operational rules, regulations, policies and procedures.
Great customer service skills.
Ability to pivot between multiple tasks.
Experience with technology and ability to explain technical processes to an end user.
Ability to critically evaluate problems and make decisions.

Responsibilities

Implements licensing process criteria under supervision of education/licensing director.
Review and process license applications, affiliation changes, supervising broker changes, and requests to open/close companies to ensure all requirements are met and guidelines for issuance are followed.
Contact applicant or licensee for missing items.
Update record to reflect receipt of documents and fees.
Monitor lockbox for problematic transactions in Accela.
Prepare refunds due to overpayment.
Maintain department forms.
Assist education/licensing director with preparation of summaries for applications to be reviewed by the Commission based on approved guidelines.
Assist education/licensing director with summarization and redaction of applications and renewals requiring Commission review.
Compile data for required licensing reports, including commission meetings, and make recommendations for improvement.
Perform research, prepare analysis, and make initial evaluations and recommendation for process improvement to licensing procedures.
Participate in education/licensing department meetings.
Answer phones and triage incoming calls to appropriate staff when needed.
Respond to licensing inquiries and provide consultation in a manner that shows superior customer service.
Monitor KREC inbox and provide support for higher-level Accela-related questions.
Send notifications of license renewal and expiration.
Assist with creating and maintaining procedure manuals for internal/external use.
Research and draft topics for review for inclusion in agency newsletter, educators update, social media, and other materials.
Represent the agency by participating in meetings, conferences, and other education and public outreach-related events.
Assist with keeping current content on the agency website and in licensing-based materials.
Monitor trends in frequently asked questions and make recommendations for changes/clarification to education/licensing director.
Communicate frequently with education/licensing staff and director regarding work schedule and availability to ensure office coverage.
Demonstrate communication skills as a subject matter expert to troubleshoot and convey issues to Accela and OITS.
Thoroughly and timely test and implement changes and new processes.
Suggest improvements to Accela, system reports, and automated email notices.
Advise education/licensing director of system requirements and modifications if needed.
Serve as notary and maintain notary journal.
Ensure that state standards and regulations are being followed.
Maintain and submit military licensure information.
Perform other duties as assigned by executive director and/or education/licensing director.

Benefits

Comprehensive medical, mental, dental, vision, and additional coverage
Sick & Vacation leave
Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave
Paid State Holidays (designated by the Governor annually)
Fitness Centers in select locations
Employee discounts with the STAR Program
Retirement and deferred compensation programs

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