What are the responsibilities and job description for the Certification Specialist/Coordinator position at Delon Hampton & Associates?
Delon Hampton & Associates, Chartered a minority-owned, professional consulting engineering services firm headquartered in Washington, DC, currently has an excellent opportunity for a talented and energetic, Certification Specialist/Coordinator.
Summary: The certification specialist/coordinator position is an integral part of the company’s business operations. Proper certifications enable the Company to secure business opportunities with federal, state and local government entities, non-government entities and private developers; through the use of various certifications, registrations and licenses, for both the company as a whole and individual staff.
Duties and Responsibilities: The primary function of this position will be certifications, license renewals and registration tasks, along with coordinating communication efforts with other staff needed to complete the process. This position will perform data management tasks in support of company policies and procedures for which the role is responsible.
The certification specialist/coordinator is responsible for managing the process to obtain and renew business licenses, certifications and registrations required to provide engineering services to various agencies and firms, with whom we partner. To successfully execute this position, the certification specialist/coordinator must be able to research, obtain and convey the requirements for obtaining and maintaining all relevant certifications, licenses and registrations within the jurisdictions where the Company currently and seeks to provide its services. Additionally, the certification specialist/coordinator is responsible for coordinating the submission of all required documents and information ensuring that all submissions are properly received by the agencies well in advance of the expiration of said license, certification and registration.
Essential Duties – Licenses, Certifications and Registrations
- Maintain the database of licenses for the Company, professional engineers and program/ construction management professions; as well as certifications and vendor registrations.
- Maintain a calendar of submission dates and deadlines for all renewals of business licenses, certifications and registrations.
- Coordinate with appropriate staff or departments to complete the business licenses and vendor registrations and renewals; ensuring timely submissions to the appropriate agency for processing before the stated expiration date.
- Submit monthly reports summarizing submissions, inclusive of what was successful and ways to improve the internal submission process.
- Maintain electronic and hard copy files for all business licenses, certifications, and registration by agency. Files must contain: the current license; certification and/or registration document received from the approving agency; a copy of all documents submitted for renewal or approval; the certifying agency’s source documents detailing the requirements for each renewal or approval; agency point of contact information; login information, to access agency/vendor portal in case of absence.
- Maintain and update all state business licenses where DHA performs services,
- Research and monitor changes in minimum qualifications for certification or licensure with identified agencies or private entities.
- Assist in the application for obtaining business licenses, certifications or prequalification's in new jurisdictions where DHA may want to expands services.
Other Duties (as assigned)
- Perform administrative duties for other departments when workload levels permit.
Qualification Requirements
The successful candidate will demonstrate a professional and personal commitment to the mission, vision, and values of Delon Hampton & Associates. To perform successfully, an individual must be able to perform each essential duty with minimal supervision. The ideal candidate will have experience working in a records office or other office environment where data integrity, technology applications, and customer service are top priorities.
Qualifications and expectations will include, but are not limited to the following:
- A willingness to be part of a team working in a goal-oriented environment.
- Maintain an organized flow of data and communication between all departments, other administrative personnel, remote personnel and external entities; in both electronic and physical form.
- Critical thinking and problem-solving skills with great attention to detail.
- Excellent customer service and communication skills.
- Proficient in the use of Microsoft Office programs (spreadsheet and database management).
- Knowledge of computerized office databases and information systems preferred.
Education and or Experience
- Bachelors or Associates degree or a Technical Certificate, including knowledge in or experience with information systems, preferred.
- In lieu of a degree or certificate, a minimum of a high school diploma or GED, and three to four years of administrative experience performing duties as outlined in the position description.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee may be required to sit for 90% of the workday; use hands and fingers to handle or feel objects, tools, or controls; and reach with hands and arms. The employee is consistently required to talk and hear through the telephone. The work is sedentary and requires sitting, walking, bending, and carrying light items such as books, papers, files and folders.
The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job includes close vision, color vision, depth perception, and the ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee would encounter working in a professional business office, located in a commercial office building which may have elevators. The noise level in the office work environment is usually moderate.
Schedule: The official office hours are 8:30 a.m. to 5:30p.m.; with one hour for lunch. With proper approval, overtime may be required from time to time.
Special Instructions
When applying, please reference position title in email subject line. Send all resumes to: hr@delonhampton.com
