License And Permit Spec I

License and Permit Spec I

The License and Permit Specialist I in the Drug & Food Licensing Branch performs entry-level to journey-level administrative support and licensing processing work related to the licensing, permitting, registration of regulated firms in the Foods, Public Sanitation Retail Food Safety, Inspection Fee, Certificate of Free Sale and Sanitation, Aquatic Life and Safety, Drug and Device, Milk and Dairy, and Consumable Hemp Products Programs. Performs entry-level to moderately-complex data entry using the Regulatory Automation System and word processing functions using letter templates in MS Word.

Works under moderate to close supervision. Works with minimal latitude for the use of initiative and independent judgment. Attends work on a regular and predictable schedule under agency leave policy.

Performs other duties not listed as assigned. Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

INFORMATION RELEVANT TO ALL ESSENTIAL JOB FUNCTIONS: Work involved will be for the following programs, statutes, and rules: Foods, Public Sanitation Retail Food Safety, Inspection Fee, Seafood and Aquatic Life, and Consumable Hemp Products; Texas Health and Safety Code Chapters 431, 437, 443; and Title 25 of the Texas Administrative Code Chapters 228, 229, and 300.

EJF 1. (25%) Initial Applications. Receive, review, and process initial paper applications for retail food establishment permits and consumable hemp products retail registrations for completeness ensuring compliance with Texas Health and Safety Code Chapters 437 and 443 and Texas Administrative Code Chapters 228, 229, and 300.

This includes verifying DSHS jurisdiction and rejecting the application if outside of DSHS jurisdiction. Requests supporting documentation such as requests for waiver of delinquent fees due, audit statements, and 501(c) exemptions to determine fee amounts due. After determining DSHS jurisdiction collects, inputs, and validates correct fee(s) for specified applications.

Allocate funds from erroneous applications to the suitable application for approval. Approves the permit or registration.

Must be able to communicate verbally and in written format with applicants, licensees, other government agencies, other divisions and sections within DSHS and the public.

Will handle customer service/help desk functions by providing information to applicants, licensees, other government agencies, other divisions and sections within DSHS, and the public.

Must interpret and explain license requirements, such as education and facility requirements according to current DSHS standards in law, rule and department policy. Develop and send correspondence to applicants by letter, email and telephone about requirements.

Correspondence must describe deficiencies such as application requirements and underpayment of fees to receive a permit or registration.

Must make determination if applicant response is adequate to proceed with approval of the permit or registration.

Must document communication activity in department's database. Ensure confidentiality of information based on department's policies and procedures.

EJF 2. (45%) Renewal and Amendment Applications. Receive, review, and process renewal and amendment applications for retail food establishments, foods licenses, inspection fees, and consumable hemp products registrations for completeness ensuring compliance with Texas Health and Safety Code Chapters 431, 437, and 443 and Texas Administrative Code Chapters 228, 229, and 300.

This includes checking for changes in DSHS jurisdiction and researching to determine if a different DSHS permit, inspection fee, or license type is required. After verifying DSHS jurisdiction collects, inputs, and validates correct fee(s) for specified applications.

Allocate funds from erroneous applications to the suitable application.

Approves the inspection fee, license, permit, or registration.

Must be able to communicate verbally and in written format with applicants, licensees, other government agencies, other divisions and sections within DSHS, and the public.

Will handle customer service/help desk functions by providing information to applicants, licensees and the public.

Must interpret and explain license requirements, such as education and facility requirements according to current DSHS standards in law, rule and department policy. Develop and send correspondence to applicants by letter, email and telephone about requirements.

Correspondence must describe deficiencies such as application and requirements to receive a permit or registration.

Must make determination if applicant response is adequate to proceed with approval of the permit or registration.

Must document communication activity in department's database. Ensure confidentiality of information based on department's policies and procedures.

EJF 3. (10%) Fiscal remittance and Certificate Generation: Process the daily remittance.

Fiscal remittance may be in paper or electronic formats. Must utilize the department's computer and database to enter and create fee payments for applicants or licensees. Reconcile fee payments as needed.

Reconciliation involves researching payments, mail logs and working with other divisions within the department to account for payments and assigned to correct budgets. Determine when applicants or licensees have made over-payments and generate and approve refunds. Must utilize the department's computers, database and printers to compile and create certificates and licenses.

Ensure licenses are properly formatted and maintain the security of any license templates or documents. Match paper applications to printed licenses and forward to other staff for proofing.

EJF 4. (10%) Utilize the department's database to generate reports about number of licenses issued. Assist in the development or revision of policy and procedures.

Maintains paper and electronic records in accordance to state library standards and agency records retention policies. Assists other personnel on an as needed basis for mass mail-outs of renewal notices and delinquency notices, processing responses to deficiency letters, and file maintenance.

EJF 5. (5%) Performs other duties as assigned including but not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

EJF 6. (5%) Backup for the Administrative Assistant I. Acts as receptionist for the main phone line and document scanning on a scheduled and as needed basis.

Assures that the supply of office stock is available for licensing, permitting, and registration functions by notifying unit manager or designee. Other duties include: Receiving, sorting, date stamping, and distributing mailed in license, permit, certificate, and registration applications. Processing and sorting returned mail, (applications, license, permit, certificate, and registration certificates), including: searching the database for other addresses, contacting license, permit, registration, and certificate holders to verify mailing information, and searching the internet for new addresses on return mail.

Knowledge Skills Abilities:

Knowledge Skills Abilities:

Knowledge of fee processing/reconciliation

Knowledge of automated remittance systems

Knowledge of application processing

Knowledge of multi-line phone systems

Knowledge of MS Word and Excel

Knowledge of document scanning

Knowledge of mail processing

Skill in database applications

Skill in word processing

Skill in proofreading (i.e. grammar, punctuation, spelling, sentence structure and numeric data).

Ability to provide excellent customer service

Ability to deal with customers, the public and governmental agencies in person and by telephone.

Ability to communicate effectively, both verbally and in writing.

Ability to establish and maintain effective work relations and display tact in difficult or stressful situations.

Ability to handle multi-task assignments, including organizing and prioritizing workload.

Ability to work as a team and also independently with minimal supervision.

Ability to schedule leave appropriately taking projects/workloads into consideration.

Ability to follow policies and procedures, including those pertaining to

Ability to establish and maintain effective work relations and display tact in difficult or stressful situations.

Ability to handle multi-task assignments, including organizing and prioritizing workload.

Ability to work as a team and independently with minimal supervision.

Ability to schedule leave appropriately taking projects/workloads into consideration.

Ability to follow policies and procedures, including those pertaining to

Registration or Licensure Requirements:

N/A Initial Selection Criteria:

Experience with application processing

Experience with multi-line phone systems

Experience with MS Word and Excel

Experience with document scanning

Experience with mail processing

Experience with database applications

Additional Information:

Requisition # 608862

Additional Information: Telework two to three days a week may be available for this position.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form

• Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

PLEASE NOTE: The posted salary range is the full range for this position.

Agency salary policy, budget and candidate's qualifications will dictate final salary offer. Typically, salary offers are at or near the midpoint of the range, depending on qualifications or other factors.

MOS Code:

SN, YN, YNS, YN PERS, 0100, 0111, 0170, 3FX1

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form

• Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

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