What are the responsibilities and job description for the Intake Specialist (Office Specialist I) position at State of Utah?
Job Description
Do you want to be part of a team that’s transforming Utah’s economy and workforce? Do you thrive in customer-facing roles and have a knack for data management? Ready to help make professional licensure more accessible to immigrant communities? If yes, apply today! The State of Utah Department of Commerce, Division of Professional Licensing (DOPL), is filling their Intake Specialist position.
The successful candidate will assist in reviewing, processing, recording, and responding to inquiries from applicants with international credentials seeking professional licensure in Utah. The Intake Specialist will serve as a main point of contact for immigrants and refugees seeking to learn more about recent changes to licensing laws designed to reduce barriers to professional licensing and employment. This position supports a critical function in DOPL and a high-priority effort of the Division to reduce barriers to licensure for qualified, internationally-trained professionals.Roles and responsibilities include, but are not limited to the following:
You’ll be a part of a team that is changing the lives of immigrants in our community and strengthening Utah's economy. This project is a gubernatorial priority that is leading the nation in innovative regulation policy. Additionally, this position is eligible for a rich benefits package, generous paid time off, and a great work-life balance. You can learn more about the offered benefits here . For more information about our division, please visit our website.
AGENCY
The Department of Commerce is the licensing and registration agency for Utah's professional and business community. We provide oversight of business registrations, trademarks, Uniform Commercial Code filings, professional licensing, consumer protection, public utilities, securities, real estate and residential mortgage lending.
You can learn more about our agency by visiting our website .
Benefits
Do you want to be part of a team that’s transforming Utah’s economy and workforce? Do you thrive in customer-facing roles and have a knack for data management? Ready to help make professional licensure more accessible to immigrant communities? If yes, apply today! The State of Utah Department of Commerce, Division of Professional Licensing (DOPL), is filling their Intake Specialist position.
- This position will train in the office, then may be able to telework up to 4 days per week (if eligibility requirements are met). This position needs to be available 8 am to 5 pm, Monday to Friday.
The successful candidate will assist in reviewing, processing, recording, and responding to inquiries from applicants with international credentials seeking professional licensure in Utah. The Intake Specialist will serve as a main point of contact for immigrants and refugees seeking to learn more about recent changes to licensing laws designed to reduce barriers to professional licensing and employment. This position supports a critical function in DOPL and a high-priority effort of the Division to reduce barriers to licensure for qualified, internationally-trained professionals.Roles and responsibilities include, but are not limited to the following:
- Provide customer service support by responding to calls and emails from internationally-trained customers.
- Input and clean data on internationally-trained applicants across various databases.
- Prepare communications in English and Spanish, such as memos, emails, reports, and other correspondence.
- Create and maintain filing systems, both electronic and physical.
- Arrange and or set up meetings with key stakeholders.
- Help coordinate community outreach activities.
- Monitor licensure progress for all foreign-educated applicants on various databases (division-wide database, foreign credentialing team database).
- Assist the international credentialing team in any other task as assigned.
- Customer Service: At least 1 year of experience in a customer service or public-facing role, especially in handling inquiries via phone, email, or in-person communication.
- Communication Skills: At least 1 year of experience that demonstrates strong verbal and written communication skills, including the ability to prepare professional documents (emails, reports, memos) and respond to inquiries clearly and professionally.
- Data Entry Skills: Previous experience working with databases and inputting or managing data, ensuring accuracy and confidentiality.
- Basic Computer Skills: Proficiency in using standard office software (e.g., Microsoft Office, Google Suite, and Adobe Acrobat.)
- Cultural Sensitivity: Familiarity with immigrant and refugee communities and an understanding of the barriers these populations may face in accessing employment and licensure.
- Community Outreach: Experience in coordinating or supporting community outreach or public awareness initiatives, especially for immigrant or refugee communities.
- Bilingual Communication: Strong knowledge of Spanish, especially in a professional or business context. Ability to understand and communicate in both English and Spanish effectively.
- Regulatory/Policy Knowledge: Demonstrated ability to understand laws and regulations. Experience with immigration and/or licensing regulations is highly desirable.
You’ll be a part of a team that is changing the lives of immigrants in our community and strengthening Utah's economy. This project is a gubernatorial priority that is leading the nation in innovative regulation policy. Additionally, this position is eligible for a rich benefits package, generous paid time off, and a great work-life balance. You can learn more about the offered benefits here . For more information about our division, please visit our website.
AGENCY
The Department of Commerce is the licensing and registration agency for Utah's professional and business community. We provide oversight of business registrations, trademarks, Uniform Commercial Code filings, professional licensing, consumer protection, public utilities, securities, real estate and residential mortgage lending.
You can learn more about our agency by visiting our website .
Benefits
- Health Insurance - Public Employee Health Program (PEHP):
- 3 medical plan options. Choose a Traditional or High Deductible Health Plan. There is an Opt-Out Cash Benefit option for those that have other medical insurance coverage.
- 5 dental plan options, with an Opt-Out Cash Benefit option for those that have other dental insurance coverage.
- 4 vision plan options under EyeMed or OptiCare
- Retirement - Utah Retirement Systems (URS):
- Employees who have any service credit with an employer covered by the Utah Retirement Systems prior to 7/1/2011 are in the Tier I Public Employees System.
- Employees hired on or after 7/1/2011 and who have never been in the URS retirement system have two options for retirement in the Tier II System.
- Tier 2 Hybrid Retirement System. Employer contributes an amount equal to 10% of your salary between both plans (pension and 401(k))
- Tier 2 Defined Contribution Plan. Employer contributes an amount equal to 10% of your salary to a 401(k) plan only.
- Employer contributions to your 401(k) are vested after four years.
- Paid Time Off:
- Annual leave and sick leave are accrued at 4 hours per pay period each (4 hours annual, 4 hours sick).
- Annual leave amounts increase with years of service.
- We have 12 paid holidays.
- Job classification: Office Specialist I (#11020).
- Please note, a position's eligibility for remote work is established by agency management and is subject to change at their discretion at any time and for any reason.
- Effective July 1, 2021, in-state work rules require all work to be performed while physically within the state’s borders.
- As a condition of employment with the Department of Commerce, employees shall receive compensatory time off in lieu of payment in cash for all overtime worked under the Fair Labor Standards Act (FLSA).
- DHRM rules apply for promotions/transfers.
- Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
- Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.
