ADMINISTRATIVE ASSISTANT III (LICENSING SPECIALIST) - AUTO INDUSTRY DIVISION

Full Job Description

This position is open only to Colorado state residents

The mission of the Colorado Department of Revenue (CDOR) is to become a trusted partner to every Coloradan to help them navigate the complexities of government so they can thrive. We are driven by our values of service, teamwork, accountability, integrity, and respect.

The vision of the department is to empower businesses and individuals through quality customer service, innovation, and collaboration.

We celebrate diversity and support an equitable and inclusive culture. We embrace our differences because we believe this brings innovation to our work.

For more exciting information about the Department of Revenue, please enjoy this brief video!

Requirements

The Auto Industry Division is responsible for regulating the Motor Vehicle and Powersports Industry with balanced emphasis on Education, Compliance, and Enforcement of applicable laws and regulations. The Division regulates with fundamental fairness by ensuring that three key components are the primary focus:

• The educate and protect consumers;
• To treat applicants and licensees fairly, professionally, courteously, and efficiently.
• To foster an honest and healthy industry within the State of Colorado and to ensure consumer confidence for the manufacture, distribution and sale of all vehicles within the Division's jurisdiction.

The unit is charged with ensuring that all licensees comply with Title 44, Article 20, parts 1 & 4 of the Colorado Revised Statutes and the related promulgated rules of the Colorado Motor Vehicle Dealer Board in addition to various federal laws and regulations. This is accomplished by the formulation of effective and efficient licensing procedures, quality background investigations of licensees and/or licensee applicants, and complete and thorough enforcement investigations. This unit can issue licenses, refer licensing decisions to the Motor Vehicle Dealer Board, close investigations or refer investigative results to the Board for administrative decisions and/or the local District Attorney for criminal filings.

JOB DUTIES:

This position is located Lakewood in the Specialized Business Group – Auto Industry Division. This position is critical to supporting and accomplishing the overall mission and vision of the Division.

Functions include accepting, reviewing and processing Automobile and Powersports license applications for Manufacturers, Distributors, Manufacturers Reps, Business Disposers, Dealers, Wholesalers, Auctions, Salespeople, and Buyers Agents; accepting, reviewing and processing permit applications for Off-Premise Events and Plate Authorizations, accepting and processing application/licensing fees and funds; ensuring accurate data entry; assisting in the preparation of the daily deposits; fingerprinting applicants and reviewing criminal records; mail duties: and tracking and ordering office supplies; customer service.

Application Processing

• Follows up on application deficiencies via written requests to applicants and makes licensing decisions in accordance with rules, regulations and procedures.
• Provides recommendations of suitability for license applicants.
• Position provides training and guidance to new division license staff in processing applications to comply with statute and accepted procedures.
• Processes applications such as changes of ownership applications, modifications of premises, changes of trade name and changes of location after the investigations have been completed.
• This position will also mail copies of newly issued Division licenses to the licensee, produce licenses approved for changes of trade name and create and mail new licenses for licensees.
• As necessary, creates licenses, mails licenses to licensees, creates duplicate licenses.

Administrative Support

• Disseminates information and responds to licensing inquiries and requests from the public, licensees, license applicants, Division staff, and others, through interpersonal contact, telephone contact, written correspondence and email.
• Checks voicemail of main line, returns calls and/or refers complaints to the appropriate section(s) or the Division Director.
• May serve as the first point of contact to the Division for local clerks, licensees, and the general public.
• Performs front counter function which include, but is not limited to: checks in license applicants; receipts funds received for applications; answers a multi-line phone system; answers questions from the public and other stakeholders; Tracks and follows-up on all correspondence with licensees; refers licensees and the public to the Division’s website and advises where questions can be emailed.

Investigations Support – Fingerprinting

• Electronically fingerprint applicants for licensure as well as applicants whose suitability is established by the Division.
• Electronically fingerprint prospective and current Division employees as required.
• Ensure that fingerprints meet CBI/Federal Bureau of Investigation (FBI) standards for classification.

Payment Processing

• Receives payment from applicants concerning applications
• Reconciles cash, check, credit cards and money order receipts from cash drawers with computerized cash processing system and prepares daily deposit of receipts in accordance with the Accounting and Financial Services (AFS) and the Division’s policies, procedures and/or directives.

Qualifications

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Minimum Qualifications:

Experience Only:

Experience Only: Three (3) years of general clerical experience in an administrative or office support role demonstrating high level decision making and multitasking.

*General clerical duties may include: the accurate and timely completion and processing of documents and information electronically; scheduling; accepting reservations or accepting registrations; reception and intake; record keeping and maintenance; meeting arrangements; document creation, word processing; revising office procedures; compiling and formatting the content for program materials such as annual reports and newsletters; screening documents and supporting information to determine eligibility, authenticity, or identity; accounting for the allotted funds by authorizing (signing) operating expenditures.

Education and Experience: A combination of related education Business or a similar discipline and/or relevant experience in general clerical experience in an administrative or office support role demonstrating high level decision making and multitasking equal to three (3) years.

NOTE: If submitting a transcript, certification or other relevant materials, candidates may redact information that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Special Qualifications:

• Applicants must be able to successfully pass a background investigation.

• Must be willing and able to occasionally lift up to 20 lbs.

Preferred Qualifications:

The ideal candidate will possess the following skills:

• Knowledge and experience processing license applications and renewals in a regulatory environment.
• Experience with the Mylo Licensing system and GenTax system.
• Possess a strong understanding of the Colorado Motor Vehicle and Powersports Codes and Rules.
• Exceptional interpersonal/customer service skills.
• Excellent written and communication skills.
• Strong ability to multi-task.
• Proven ability to work independently and accept supervision.
• Proven success organizing and tracking workload.
• Ability to multi-task with strong attention to detail.
• Established proficiency in position-related office technologies, especially Microsoft Office programs to include Word and Excel.

Conditions of Employment with the CDOR:

Employees are in a position of public trust in the performance of their job duties and must operate in a manner that maintains the highest standards of honesty, integrity, and public confidence.

As a condition of employment with the CDOR, all personnel must file all necessary Colorado Individual Income Tax (CIIT) returns and pay tax obligations, therefore all employees must undergo a pre-employment evaluation of their tax records/accounts to ensure compliance with this policy.

Final candidates must also complete a successful background investigation and reference check prior to appointment. Certain positions based on duties may require scheduled background investigations.

Pursuant to the Universal Driving Standards Policy, any worker who will be expected to drive a State-owned vehicle is responsible for maintaining a safe driving record and a valid driver license prior to driving any State-owned vehicle.

To be compliant with the new fleet vehicle policy, Motor Vehicle Records (MVRs) will be pulled for review for workers who:

• Have an assigned State fleet vehicle

• Are required to operate a vehicle as part of the position

• Utilize a State fleet vehicle as a pool vehicle

Minimum Qualification Screening

A Human Resources Analyst will only review the work experience/job duties sections of the online job application, to determine whether you meet the minimum qualifications for the position for which you are applying.

Only complete applications submitted before the closing date of this announcement will be reviewed.

• Applicants must meet the minimum qualifications to continue in the selection process for this position. Do not use "see resume" or "see attached" statements on your application.

• Cover letters and resumes will not be accepted in lieu of the official State of Colorado online application. Part-time work experience will be prorated.

• List your employment history starting with the most recent job, including part-time, temporary, and volunteer jobs. If more than one job was held with a given organization, list each job held as a separate period of employment.

• Information must be accurate, including dates of employment. If it is found that information provided is falsified, you will not be considered for a job with the State of Colorado and/or may be removed from a job after hire.

• The eligible list established from this posting may be used to fill additional vacancies.

Email Address:

All correspondence regarding your status in the selection/examination process will be conducted via email.

Please set up your e-mail to accept messages from "state.co.us" and "info@governmentjobs.com" addresses.

It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

Appeal Rights:

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative.

This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s action.

For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules.

Additional Information

Equity, Diversity, and Inclusion Compliance

The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness.

The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply.

The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them.

Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

The Colorado Department of Revenue is committed to the full inclusion of all qualified individuals.

As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship.

If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA inbox, dor_ohr@state.co.us.

We are committed to building work environments that are inclusive and reflect our communities and the diverse talents of all people. We strongly encourage candidates from all backgrounds and abilities to apply.

If not applying online, submit application to:

If you are not able to submit an online application, a paper application is available at this link: PDF State Paper Application(Download PDF reader).

Paper applications must be received via email to dor_ohr@state.co.us by the closing date and time of the application period listed on this announcement.

Methods of Appointment:

Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.

Step Pay Program:

Per the requirements of the Step Pay Program, any former or current State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification's pay range based on completed years in their current class series.