Licensing Specialist

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Job Description Summary:

Job Description:

1. Responsible for daily activities within the Licensing Office. This includes, but is not limited to, the following:

• Prioritizes day-to-day workload and activities including meeting with licensees or potential licensees regarding regulatory requirements and processes.
• Performs premise inspections to ensure compliance with legal requirements and previously received applications for liquor licenses, special event liquor permits, miscellaneous licenses, and marijuana business licenses.
• Maintains and ensures all necessary forms, fee schedules, and web pages are up to date.
• Accountable for the receipt and accounting of license application fees.
• Updates licensing database software system and submits invoices and bills for payment by accounts payable.
• Handles confidential material and supplements their understanding of legal requirements in accordance with operations experience and available professional training resources.
• Develops and provides recommendations to the Licensing Manager to change and update the licensing processes to improve efficiencies and enhance customer service.

2. Responsible for assisting licensees or potential licensees who walk into or call the Finance Department to understand and comply with the city's regulatory licensing requirements. This includes but is not limited to the following:

• Provides relevant information, responds to questions, and reviews license applications and renewals.
• Develops and proposes improvements and efficiencies to enhance customer service.

3. Responsible for processing of license applications and renewals, including but not limited to: liquor licenses (including special event liquor permits), medical and recreational marijuana dispensaries/wellness centers, manufacturer infused products and greenhouse/grow facilities licensing; hemp; tobacco; auction; carnival/circus; itinerant merchant for door to door sales; mobile food vehicles; and secondhand dealer/pawnbroker licenses. This includes, but is not limited to, the following:

• Maintains current knowledge of federal, state, and city laws, rules and changes related to all license types including recreational and medical marijuana – a very complex, visible, and dynamic regulatory environment.
• Proactively maintains in-depth understanding and proficiency sufficient to explain changes with license application requirements, state laws, city ordinances, and rule changes.
• Works with applicants on unclear or incomplete applications.
• Researches and gathers information on undisclosed business operations, management, and ownership structures, and refers non-compliant applications and licensees to enforcement personnel, in collaboration with Licensing Manager.
• Reviews all renewals, business entity structure and ownership changes, new manager and employee registrations, and other business structure change documents for miscellaneous licenses.
• Provides follow-up work required by the State Liquor Enforcement Division to process liquor license applications and by the State Marijuana Enforcement Division to process marijuana license applications.

4. Responsible for the administration of monthly scheduled evening meetings of the Cannabis Licensing and Advisory Board. This includes, but is not limited to:

• Prepares and publishes the agenda for the meetings and posts legal notices in accordance with legal requirements; prepares and delivers agenda packet materials; attends monthly evening meetings and transcribes hearing minutes.
• Conducts monthly Cannabis Licensing and Advisory Board meetings, as assigned.

5. Responsible for the administration of monthly scheduled evening meetings of the Beverage Licensing Authority. This includes, but is not limited to:

• Prepares and publishes the agenda for the quasi-judicial hearings and posts legal notices and hearing posters in accordance with legal requirements; prepares and delivers agenda packet materials; attends monthly evening meetings and transcribes hearing minutes.
• Assists with show cause actions against violating licenses through maintenance of detailed records relating to violations and show cause outcomes in the license file.
• Conducts monthly Beverage Licensing Authority hearings, as assigned.

6. Responsible for personal time management creating a balance in correspondence, walk-in traffic, phone calls, meetings, hearings, application intake, research, and off-site travel, while meeting legal deadlines and maintaining an open, efficient, responsive, and accessible licensing division. 7. Other:

• Performs related duties as required to meet the needs of the city.
• Maintains flexibility with and acceptance of changing aspects of job duties and task responsibilities, actively cross trains to develop skills for personal growth and to enhance value to the city organization and participates in professional trainings and development.
• Continuously seeks opportunities for division teamwork and customer service improvements that will positively impact economic activity in the city.
• Takes proper safety precautions to prevent accidents. Responsible for the safety of self, others, materials, and equipment. Uses all required safety equipment and follows all safety regulations, policies and procedures. Reports all accidents and damage to city property.
• Responsible for knowing and complying with all city and department policies and adhering to attendance and workplace attire policies.

• Ability and willingness to work evenings as required.
• Ability to be courteous, patient, and personable when working with the public and diverse individuals.
• Ability to demonstrate excellent proofreading, writing, spelling and editing skills.
• Ability to demonstrate good organizational and math skills.
• Ability to develop and maintain accurate filing systems.
• Ability to maintain division website and update linked documents and website.
• Ability to portray a positive attitude, be self-aware, and ensure that their behaviors and actions impact co-workers and customers in a positive fashion; must be flexible and proactive with job tasks, be self-assured with changing responsibilities and learning new job skills; must be open and team orientated in their approach with peers and management; must be self-motivated to go above and beyond position requirements to achieve departmental and organizational success.
• Ability to work independently with minimal supervision; to prioritize and resolve problems; to work effectively with a diverse and varied community and staff; and to complete tasks with a high degree of accuracy and meet deadlines while working under pressure in a fast-paced environment.
• Ability to work well within a team environment.
• Ability to work with confidential information.
• Knowledge of and ability, interest and desire to communicate courteously and effectively with the public and city staff and to provide excellent customer service both in person and over the telephone.
• Knowledge of and experience with word processing software, digital recording equipment, and database and spreadsheet software.
• Knowledge of office procedures.
• Skill in and ability to accurately type at 45-50 wpm.
• Valid Driver’s License and ability to maintain an acceptable motor vehicle record.
• Have and maintain acceptable background information, including criminal conviction history.

• Ability to communicate fluently in English, Spanish, Asian languages.
• Ability to communicate with individuals from diverse populations.
• Ability to demonstrate strong technical skills (spreadsheets, document merging, database applications, and web applications).
• Knowledge of and experience interpreting and applying highly technical legal requirements, and some ability to explain such legal requirements to others.
• Knowledge of and experience performing complex technical, legal, licensing, and/or administrative functions, preferably in a government setting.
• Knowledge of and experience with EnerGov and Microsoft Office software.
• Knowledge of and experience with sales tax, business licensing, and general clerical accounting projects.
• Skill in and experience taking and transcribing minutes.
• Bachelor’s degree in a related field.

• Associate’s degree in business, accounting or a related field, or Paralegal certificate; or equivalent of four (4) years of experience may substitute for the education requirement only.
• Executive assistant/administrative support experience.
• Three (3) years of progressively responsible administrative office experience, including customer service experience.

• Physical & Mental Effort: Sufficient clarity of speech and hearing or other communication capabilities that permits the employee to communicate effectively on the telephone and in person. Sufficient vision or other powers of observation that permits the employee to review, evaluate and prepare a variety of written documents and materials. Sufficient manual dexterity that permits the employee to operate computer equipment and other office equipment. Sufficient personal mobility and physical reflexes, which permits the employee to work in an office setting. Work may include extended periods of time viewing a computer video monitor and operating a keyboard. Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions.
• Work Environment: Works primarily in clean, comfortable environment. Requires occasional work outside. Works in a setting subject to continuous interruptions and background noises. Evening hours as needed to attend city meetings.
• Machines and Equipment Used: Personal computers, telephones, calculators, and copy/fax machines.

Additional Job Description:

The City of Boulder is committed to a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected statute. For individuals with disabilities who would like to request an accommodation, please send a request to riskmanagement@bouldercolorado.gov.