Licensing and Registration Coordinator

About the Organization:

The Division of Standards (DOS), an Agency within the Office of Consumer Affairs and Business Regulation (OCABR), is responsible for enforcing the accuracy requirements and other standards relating to commercial weighing and measuring devices and their use in the sale of food, fuels and other products. It regulates the sale of gasoline and sets standards for lubricating oils and antifreeze, including the inspection of all fuel dispensing equipment. It determines the standards for accuracy of clinical glass thermometers, tests and approves coin operated devices, licenses auctioneers, promoters, transient vendors, peddlers, motor fuel and oil retailers and registers auto damage repair shops. The Division also enforces the item pricing law and the unit pricing regulations, issues waivers to retail food and grocery stores and enforces the scanner accuracy requirements in all retail stores. The Division is also responsible for enforcing licensing requirements for over ten thousand licensees.

The Division of Standards is committed to creating and sustaining a work culture that is welcoming, inclusive, and mutually respectful to all its employees regardless of race, color, age, creed, religion, national origin, ethnicity, sex, gender identity or expression, sexual orientation, genetic information, veteran or disability status. We strive to reflect diversity in all facets and levels of our agency. The Division of Standards values inclusiveness and diversity within their employee and management teams. Within our community we strive to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

The Division of Standards is committed to ensuring a diverse and inclusive workplace where all employees feel respected, valued, and empowered to maximize their skills and talents to serve our citizens.

About the Role:

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.

Duties and Responsibilities: (these duties are a general summary and not all inclusive):

• 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.

Preferred Knowledge, Skills, and Abilities:

• 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.

​​​​All applicants should attach a cover letter and resume to their online submission for this position.

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.

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.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law.  Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.