Supervisor Of Licensing

State of Maine•Gardiner, ME

4d•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 receiving and compiling applications, data entry and verification, maintaining the licensing database, processing verification requests, preparing certificates and licenses, and communicating licensing information to various entities. The position also handles financial reporting, office supply management, drafting correspondence, and compiling statistical data. Additionally, it supports the Executive Director in agency operations, board meeting preparation, budget processes, responding to FOIA requests, ensuring compliance with recordkeeping laws, digitizing files, auditing licensee professional development hours, updating the website, and preparing legislative testimony. The role also involves evaluating procedures, monitoring records, providing backup for the licensing system, and implementing human resource policies.

Requirements

A six (6) year combination of education, training, and/or experience which demonstrates a knowledge of office practices.
Some supervisory experience.

Nice To Haves

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.
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.

Responsibilities

Receive and compile applications for certification or licensure.
Follow up with applicants to assist in the completion of applications.
Perform data entry and verification of data in the licensing database.
Maintain the licensing database with precision.
Complete licensure verification requests from national or other entities.
Ensure accuracy of data transmitted to the National Council database.
Compile and review applications for certification and licensure prior to final approval.
Prepare certificates and licenses for signature.
Communicate by telephone and in writing to explain licensing process, laws, and rules.
Respond to inquiries to instruct, guide, and advise licensure applicants and other stakeholders.
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.
Compile statistical licensing data as requested.
Enter enforcement data into national enforcement database.
Support the Executive Director in meeting agency mission.
Prepare for periodic board meetings by creating agendas, compiling materials, and posting information online.
Prepare and compile biennial budgets and work programs.
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 the Board of Licensure for Professional Engineers.
Write and distribute memos and guidelines for procedure manuals.
Write and distribute periodic newsletter to licensees and others.
Prepare legislative testimony and testify before legislative committees.
Draft proposals of statutory or rule changes.
Train new board members to their duties and responsibilities.
Prepare presentations before associations, workshops, seminars, and conventions.
Evaluate procedures to identify deficiencies and recommend and implement new/revised procedures.
Monitor, examine, and review forms, licenses, applications, records, and files for completeness and accuracy.
Assess forms, licenses, applications, records, and files to ensure correct information is recorded and preserved.
Monitor and provide backup assistance for the licensing computer system.
Implement and comply with human resource laws, policies, procedures, and practices.

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 (State contributes 14.06% of pay to MainePERS)
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)