Administrative Specialist 1

Initial Posting Date: 10/11/2022 Application Deadline: 10/24/2022 Agency: Oregon Liquor & Cannabis Commission Salary Range: $3,020 - $4,462 Position Type: Employee Position Title: Administrative Specialist 1 Job Description: The Oregon Liquor & Cannabis Commission (OLCC) is looking to fill multiple Administrative Specialist 1 positions in our Licensing Division located at 9079 SE McLoughlin Blvd., Portland, OR. We are posting this as an internal and external recruitment opportunity. Individuals who currently work for the OLCC will be given preference during the application process. Who are we? The OLCC is the agency responsible for regulating the sale and service of alcoholic beverages, the production and sale of recreational marijuana, the tracking of Oregon Health Authority medical marijuana, and the tracking of industrial hemp products sold in OLCC retail stores. The agency is comprised of three major operational programs; the Distilled Spirits Program, the Marijuana Program, and the Public Safety Program. All three programs are supported by the Administration, Financial Services, and Support Services divisions. Revenue generated from these programs helps support state and local government programs. The OLCC’s Public Safety Program licenses and regulates businesses in the alcohol and marijuana industry such as manufacturers, bars, restaurants, retail outlets, grocery and convenience stores. What will you do? Reviews and assigns electronic license applications for marijuana licenses statewide. Monitors all applications under investigation. Reviews completed investigations and prepare license certificates. Reviews and record contracts between medical and recreation marijuana producers. Confirms validity of contracts. Here are some of the essential duties you will perform: Reviews all new marijuana applications received for preliminary completeness and assigns submitted applications to investigators across the state based on location, workload or other criteria as determined by Licensing Director or Manager. Prepares ‘Applications Received’ list for publication on the OLCC website. Following completion of all statewide investigations for licenses, determines whether all conditions for licensing have been met: reviews all information and documentation for correctness and completeness, including local government documentation and proper levels of review and signatures. Uploads review documentation and sets system notification to applicant that the license is ready to issue pending payment of license fee. When correct payment is received, generates license certificate in the system and notifies applicant that license is ready for printing. Approves, as delegated, requests for minor license actions. Approves and denies refund requests for overpayment of license fees. Manages the status of licenses including inactivating licenses when surrendered prior to expiration and suspending licenses in response to violations. Creates the Commission's permanent license file by reviewing records (new licenses, renewal packets, compliance reports and violations), sorting to established criteria, organizing, scanning, naming, indexing, and saving files to the appropriate location. Processes records requests (file reviews) as delegated by obtaining, redacting and transmitting records as well as receiving and processing payment and documenting request and fulfillment of request. Monitors group voice-mail and multiple e-mail accounts, responding or sorting communications as determined by task assignments. As directed, logs voice-mails and periodically reviews both voice-mails and e-mails for completion of request/response. Manages renewal queue to ensure all renewals are properly processed. Sends notification by email prior to license expiration with the renewal application attached. Reviews all marijuana license renewal applications for completeness. Reviews renewals as delegated or determines level of investigation required based on changes reported by the licensee or other file information. Explains laws and makes requests for documents missing from submitted renewal and reviews renewal for mandatory criteria. Assigns renewal applications as directed and facilitates review process once investigation is completed. Ensures fees and late fees are correctly paid and issues new license certificate when renewal is complete, approved and paid. Reviews contracts between medical marijuana licensees and recreational marijuana licensees who co-locating their businesses. Confirms validity, records and tracks contracts. Provides status reports and other information about co-located licenses to manager, Marijuana Program and executive staff as needed. What do you need to qualify? Three years of clerical/secretarial experience that included: Two years at a full performance level performing typing, word processing, or other generation of documents AND Lead work responsibility or coordination of office procedures. Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience. No substitution will be made for the two years at the full performance level. Desired Attributes Experience using policy and procedure manuals, handbooks, or reference material for answering questions. Experience handling sensitive information with strict confidentiality and maintaining a high degree of professionalism. Intermediate skill and proficiency in Microsoft applications such as Outlook, Word, and Excel. Excellent equity-driven internal and external customer service and interpersonal skills, good verbal and written communication, and the ability to compose important documents paying attention to accuracy, grammar and punctuation. Detail oriented, ability to switch priorities seamlessly, and ability to handle inquires for information while protecting confidential information simultaneously. Ability to work with multiple deadlines, continual change and at times heavy workloads and effectively navigate state-agency policies and procedures. How to Apply: Internal Applicants (Current State of Oregon Employee) –Apply through your employee Workday account. In the Worklet, Click on the Career application link, View Internal-Find Jobs, Find the position and select Apply. External Applicants: Please visit the State of Oregon job opportunities web-page to submit your application for the position All Applicants: Attach a resume All Applicants: Attach college transcripts when needed to show qualifications Note: If you don’t attach the required documents or complete the work experience portion of in your Workday profile, your application will be automatically disqualified from further consideration. How are candidates selected? The selection process consists of a review of your application and an evaluation of your education, experience, training, and overall professionalism of your application materials. Candidates that follow the application directions, submit what is required and provide us with credentials that showcase their skills and how they meet the minimum qualifications and desired attributes will be invited to an interview. Resumes will not replace the completed job history experience in Workday. We will only review documents that are requested. Because details are really important to us, your application materials will be evaluated for grammar, spelling and punctuation. Want to Know More? Here’s some additional information: Telework: After an initial training period, this position is eligible for a flexible hybrid remote work schedule. The position is based at our HQ Portland office and you will be required to come into the office on an as-needed basis. Telework is evaluated periodically to ensure business needs are being met and can be adjusted at any time. Please visit the state’s Work Reimaged website for more information. The salary listed is the Public Employee Retirement Systems (PERS) qualifying base salary range of a (job title) (AL-C0107-AA). If the successful candidate is PERS qualifying, the salary range will reflect the 6.95% increase. This position will be represented by the American Federation of State, County & Municipal Employees Union, Local 2505 This position serves a six month trial service period Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time. Driving: The person in this position may drive a State of Oregon vehicle. We require drivers to hold a current, valid driver’s license and maintain a good driving record in order to drive. Background: OLCC will conduct a personal background investigation prior to hiring. This includes a computerized criminal history check, fingerprinting and CJIS Clearance approval by the Oregon State Police. Adverse background and security check results may be grounds for disqualification. What we offer: A competitive benefits package Paid sick and vacation leave, personal leave and eleven paid holidays per year. Part of a small-medium state agency where you can get to know your co-workers A workplace that fosters fairness, equity and inclusion to maintain a workplace environment where everyone is treated with respect and dignity. Helpful Tips: Be sure to attach a resume Allow yourself plenty of time to complete and submit the application & resume. Please be sure you complete your online Workday application Workday will timeout after 20 minutes of inactivity This posting closes at 11:59 PM on the close date listed Workday performs best in Google Chrome Log in to your Workday account before the job announcement closes to see if you have any pending tasks or actions, and make sure to complete these tasks or actions before the job announcement closes. These can be found under the “My Applications” section. Be sure to check both your email and Workday account for updates regarding this recruitment. You will only have one opportunity to upload the required resume. Drag and drop the resume into Workday when prompted to upload your resume. If you are concerned that the required document(s) didn't attach to your application, please email a copy to the recruiter. Unfortunately we will not be able to upload resumes after the recruitment period closes. Veteran's Preference: OLCC provides veterans preference points to all eligible veterans. For more information, please go here: https://www.oregon.gov/jobs/Pages/Veterans.aspx. For privacy reasons, please do not attach veterans’ preference documents when initially applying. You will be asked to submit those once you’ve submitted your application via a pop-up with a veterans’ preference questionnaire. Please check your workday account email regularly for notices to send documents. Questions/Need Help? If you have questions about the recruitment or need assistance, please contact OLCC HR Recruiter, Corie Shelley by email at Corie.Shelley@oregon.gov. THE OREGON LIQUOR & CANNABIS COMMISSION IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORK FORCE DIVERSITY