Business License Specialist I/Ii

Description

WILL CLOSE AFTER 150 COMPLETED APPLICATIONS OR JULY 1, 2024

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities that are associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

DEFINITION:

Under general supervision, learns to perform and performs a variety of clerical and technical accounting duties related to the administration of the City's business license tax code, including the processing of business licenses, identification and notification of unlicensed businesses, calculation of fees, and maintenance of records; provides licensing and other duties involving public contact; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS:

Business License Specialist I

The Business License Specialist I is the entry-level classification in the business license series that allows the incumbent to develop journey level knowledge and abilities. Initially, under immediate supervision, incumbents perform the more routine accounting support and customer service duties while learning City policies and procedures.

As experience is gained, there is greater independence of action within established guidelines. This classification is distinguished from the next higher level classification of Business License Specialist II by the performance of work requiring a lesser degree of business license code interpretation and judgment.

Business License Specialist II

The Business License Specialist II is the journey level classification in the business license series in which incumbents are expected to perform the full scope of assigned duties, including the processing of business licenses, identification and notification of unlicensed businesses, calculation of fees, and maintenance of records. Assignments are characterized by the presence of fairly clear guidelines from which to make decisions and the availability of supervision when policy determinations are required.

Incumbents may work independently. This classification is distinguished from the next higher classification of Business License Inspector in that the latter is responsible for the more advanced duties related to the administration of the City's business license tax code.

SUPERVISION RECEIVED/EXERCISED:

Business License Specialist I

Receives immediate supervision from the Finance Manager. Incumbents in this class do not routinely exercise supervision.

Business License Specialist II

Receives general supervision from the Finance Manager. Incumbents may exercise technical and functional supervision over assigned staff.

Examples of Duties

ESSENTIAL FUNCTIONS: (include but are not limited to the following)

Ensures compliance with the City's Business License Ordinance by interpreting code provisions, processing business license applications, issuing fees and related bills, and maintaining all related records and software.

Assists customers with business license applications; provides information on license fees and regulations; assists customers in completing all required forms; calculates and issues fees.

Assists Business License Inspectors in coordination, issuance, receipt, and follow-up on field inspections, delinquent, or renewal business licenses.

Creates and maintains business license files and database records; posts payments received; provides activity reports and details on new, renewal, penalty, and administrative revenue accounts; performs daily reconciliation of all business license related payments received.

Performs field audits of business activity to evaluate compliance with the City's Business License Ordinance; identifies unlicensed businesses; contacts unlicensed businesses via mail; refers unlicensed businesses to Code Enforcement as needed; identifies, writes off and closes license records for inactive businesses.

Responds to inquiries both verbally and in writing regarding city policies and procedures, providing referrals to other agencies performing related services as appropriate, in accordance with established procedure.

Reviews invoices for accuracy, and initiates refunds; receives, sorts, and distributes incoming and outgoing mail.

Establishes positive working relationships with representatives of community organizations, State/local agencies and associations, City management and staff, and the public.

OTHER DUTIES: (include but are not limited to the following)

Orders office supplies; orders and stocks business license forms and informational handouts; provides back-up coverage to other positions within the Department.

May be exposed to confidential and privileged information during the course of duties, which should be maintained as such.

Performs other related duties as required.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:

Position requires prolonged sitting, standing, walking, kneeling, squatting, and stooping in the performance of daily activities. The position also requires repetitive hand movement and fine coordination in preparing reports using a computer keyboard.

Additionally, the position requires both near and far vision in reading written reports and work related documents. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

Typical Qualifications

QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.)

Education and/or Experience:

Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for a Business License Specialist I/II. A typical way of obtaining the required qualifications is to possess the equivalent of:

Business License Specialist I

One year of clerical accounting experience, including public contact and some financial record keeping and report preparation, and a high school diploma or equivalent, supplemented by bookkeeping or accounting course work.

Business License Specialist II

In addition to the above, one year of business licensing experience, including reviewing of application, license processing, computerized record keeping, and the application of code provisions or equivalent to that of a Business License Specialist I in the City of Whittier.

License/Certificate:

Possession of, or ability to obtain, a valid Class C California driver's license.

KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS's necessary to perform essential duties of the position. The level and scope of the knowledge and abilities listed below vary between the I and II levels.)

Knowledge of:

Modern principles and practices of business license issuance; accounting and business administration; research methods and procedures; basic principles of mathematics; applicable Federal, State and local laws, codes and regulations relating to business license; practices and methods for performing cashier duties; methods and techniques of prioritizing work assignments; standard office procedures, practices and equipment; modern office equipment, including a computer and applicable software; methods and techniques of scheduling work assignments; standard office procedures, practices and equipment; modern office equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling and grammar; and occupational hazards and standard safety practices.

Ability to:

Administer and enforce the Business License Ordinance; process business license applications and all related documents; calculate, issue and record fees; research and seek out unlicensed businesses and improper sales tax allocations; perform mathematical calculations quickly and accurately; interpret, explain and apply applicable laws, codes and regulations; read, interpret and record data accurately; organize, prioritize and follow up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue, and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships.

Skill to:

Operate standard office equipment, including a computer and variety of financial and word processing software.

Supplemental Information

Medical:

Applicants will be required as a prerequisite to employment to successfully pass a

physical examination, including a drug screen, the cost of which will be paid by the City.

Selection/Exam Process: The person selected will be expected to perform all the functions of the position.

Based on a review of the applications and the supplemental applications received, the candidates appearing to be the most qualified and meeting the City's particular needs will be invited in writing to the exam process. A candidate must achieve a passing score on each exam to proceed to the next exam.

Exam Information: (Dates to be determined.)

Panel Oral Interview: 100%

The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.

The City of Whittier is an Equal Opportunity Employer