Supervisor Of Licensing

State of Maine•Augusta, ME

5d•$20 - $28•Onsite

About The Position

This position serves as the assistant to the Executive Director of the State Board of Licensure for Professional Engineers. The role involves managing licensing applications, maintaining databases, verifying information, and communicating licensing processes to various stakeholders. It also includes financial reporting, office management, and supporting the Executive Director in administrative and operational tasks. The State of Maine is committed to protecting the public by ensuring that licensed professionals meet required standards. This role is crucial in maintaining the integrity of the licensing process for professional engineers.

Requirements

Knowledge of applicable and related laws, rules, regulations, policies, and procedures.
Knowledge of office management principles, practices, and techniques.
Knowledge of statutory record-keeping requirements.
Knowledge of FOIA requirements.
Knowledge of leadership methods and practices.
Knowledge of training methods, practices, and techniques.
Knowledge of computer systems and support functions.
Knowledge of standardized office automation products and technology.
Knowledge of troubleshooting and problem resolution techniques.
Knowledge of creative problem-solving.
Knowledge of spelling and grammar rules and effective written communication.
Ability to establish and maintain effective working relationships.
Ability to interact with a diverse population including licensees, applicants, engineering employers, state and municipal employees, university faculty, and other individuals.
Ability to verbally communicate clearly and effectively.
Ability to write clearly and effectively.
Ability to interpret, apply, and explain statutory requirements, rules, and regulations.
Ability to prioritize tasks and carry them to completion.
Ability to plan, assign and direct activities and to evaluate the success of initiatives.
Ability to prepare and conduct training programs.
Ability to operate a personal computer and routine software programs such as Microsoft Office products Word, Excel, PowerPoint, and Adobe Acrobat Pro DC.
Ability to use program-related computer software as trained.
Ability to prepare accurate reports of office receipts, inventory, and activities.
A six (6) year combination of education, training, and/or experience which demonstrates a knowledge of office practices, including some supervisory experience.

Nice To Haves

Experience with online licensing portals.
Experience with data verification and entry in licensing databases.
Experience with financial reporting and processing.
Experience in drafting official correspondence and documentation.
Experience in website updates and content management.
Experience in preparing legislative testimony.
Experience in budget preparation.
Experience in auditing and tracking professional development hours.
Experience in implementing and complying with human resource laws and policies.

Responsibilities

Receive and compile applications for certification or licensure received through the online portal or other delivery method (USPS, UPS, FedEx, etc.).
Follow up with applicants to assist in the completion of applications.
Data entry and verification of data in the licensing database.
Maintain the licensing database with precision.
Complete licensure verification requests from the National Council or others requesting verification or status of licensure.
Ensure accuracy of data transmitted to the National Council database.
Compile and review applications for certification and licensure prior to final approval by Executive Director or the Board.
Prepare certificates and licenses with accuracy for signature by Executive Director and Board Chair.
Communicate by telephone and in writing to explain licensing process, laws, and rules, to various entities.
Respond to inquiries to instruct, guide, and advise licensure applicants, engineering firms, attorneys, municipal officials, and/or others in policy, procedure, statute, and regulations to ensure compliance with established law.
Generate and review daily financial reports.
Retrieve, verify, and consolidate credit card transaction data.
Process checks received and bank deposits.
Review and approve invoices for submission for payment.
Monitor office supply inventory and order when necessary.
Draft form letters, instructions, applications, and correspondence to respond to inquiries and provide information to licensees.
Compile statistical licensing data as requested.
Entry of enforcement data into national enforcement database.
Support the Executive Director as needed to meet the agency mission to protect the public.
Prepare for periodic board meetings by creating agendas, compiling meeting materials, and posting agenda and board meeting minutes online.
Prepare and compile biennial budgets and work programs as required to assist in the budget process.
Respond to FOIA requests.
Assure the agency is complying with Maine recordkeeping laws.
Assist with ongoing project to digitize paper application files.
Audit and track licensee Professional Development Hours.
Update website for Board of Licensure for Professional Engineers.
Write and distribute memos and guidelines for procedure manuals to advise others of changes in laws and procedures.
Write and distribute periodic newsletter to notify or remind licensees and others of existing or changes to board policy, rules, statute, national committee policy, licensure requirements, etc.
Prepare legislative testimony and testify before legislative committees to present the agency’s position or answer questions.
Draft proposals of statutory or rule changes.
Train new board members to their duties and responsibilities.
Prepare presentations before associations, workshops, seminars, and conventions to provide licensing information.
Evaluate procedures to identify deficiencies and recommend and implement new/revised procedures to improve program efficiency.
Monitor, examine, and review: forms, licenses, applications, records, and files to ensure completeness and accuracy.
Assess forms, licenses, applications, records, and files to ensure that the correct information is being recorded and preserved.
Monitor and provide backup assistance for licensing computer system to ensure smooth operation and accurate record keeping.
Implement and comply with human resource laws, policies, procedures, and practices such as: AA/EEO, recruitment, employment, position classification, performance appraisals, training, discipline, contract administration, human resource components of security protocols of agency information security and confidentiality policies, and employee safety.

Benefits

13 paid holidays
12 days of sick leave
3+ weeks of vacation leave annually
Health Insurance Coverage (State pays 85%-100% of employee-only premiums)
Health Insurance Premium Credit (decreases employee-only premiums by 5%)
Dental Insurance (State pays 100% of employee-only dental premiums)
Retirement Plan (Maine Public Employees Retirement System)
Gym Membership Reimbursement (up to $40 per month)
Health and Dependent Care Flexible Spending Accounts
Public Service Student Loan Forgiveness eligibility
Living Resources Program (employee assistance program)
Parental leave (42 consecutive calendar days of fully paid leave for welcoming a child)
Voluntary Deferred Compensation (MaineSaves 457(b) account)