Licensing Aide

Talent Groups; Providence (RI); On-site; USD 39,000 - 48,000; Full time

Job summary

Talent Groups in Providence, RI seeks an organized administrative assistant to support licensing and records management. Duties include data entry, handling inquiries, and preparing correspondence.

You will use Outlook, Excel, Word, and other software, manage files, process invoices and registrations, and assist in responding to public and agency inquiries.

Qualifications

• High School diploma required.
• Experience in a high-volume office preferred.
• Familiar with Outlook, Excel and Word.
• Independent judgment in document review and processing.
• Ability to handle confidential information with discretion.
• Bi-lingual capability preferred.

Responsibilities

• Entry of current and historic Lead Certificate data and other notifications.
• Entry of random data reports.
• Handle day-to-day phone calls, emails, walk-ins, and mail regarding rental registry.
• Process rental registry registrations and invoices.
• Assist in processing complaints and preparing correspondence involving health services licenses and agencies.
• Maintain licensure records in manual and computerized files.
• Prepare and edit general correspondence and documents using software.
• Relieve supervisor of administrative details and routine matters.
• Interact with the public on an ongoing basis.
• Assist in preparing licenses and documents requiring auditing control.
• Receive and process fees and documents pertaining to transactions.
• Respond to inquiries from consumers and agencies with courteous service via phone, email, and in person.
• Explain regulatory laws and agency regulations to applicants and licensees.
• Assist in scheduling licensure exams and proctoring.
• Provide public information on qualifications for licensure and compliant procedures.
• Process purchase orders and maintain records.
• Assist in orientation and training of employees.
• Perform related work as required.

Skills

Oral & written communication

Recordkeeping

Office software

Problem solving

Independent work

Interpersonal skills

Bilingual preferred

Education

High School diploma

Tools

Outlook

Excel

Word

Job description

• Entry of current and historic Lead Certificate data, and other notifications
• Entry of random data reports
• Handling day to day phone calls, e-mails, walk-ins, and mail regarding rental registry
• Processing rental registry registrations and invoices
• To assist a superior in processing complaints and preparing correspondence involving health services licenses, complainants, attorneys, and other state and federal agencies.
• To assist in the maintenance of licensure and other related records in both manual and computerized file systems.
• To prepare and edit general correspondence, forms, spreadsheets, and related documents by utilizing various software applications and equipment.
• To relieve a supervisor of administrative details and other routine matters.
• To interact with the public on an ongoing basis.
• To assist in the preparation of licenses and other sensitive documents requiring auditing control.
• To receive and process applicable fees and documents pertaining to transactions.
• To effectively and efficiently respond to mail, telephone and personal inquiries from consumers, governmental agencies and interested parties requesting information concerning entities regulated by the department, and to provide courteous and efficient customer service over the phone, by email and in person.
• To explain applicable regulatory laws and agency regulations to applicants, licensees, consumers and other interested parties.
• To assist in the scheduling and administration of professional licensure qualifying examinations to include proctoring candidates undergoing written or practical examinations.
• To provide the public with accurate and detailed information on the qualifications and requirements for licensure in regulated professions, compliant procedures, etc.
• To process purchase orders, requisitions and related documents and to maintain appropriate records.
• As directed, to assist in the orientation and training of employees.
• To do related work as required.

Duration: 9 months to start

Responsibilities

• Entry of current and historic Lead Certificate data, and other notifications
• Entry of random data reports
• Handling day to day phone calls, e-mails, walk-ins, and mail regarding rental registry
• Processing rental registry registrations and invoices
• To assist a superior in processing complaints and preparing correspondence involving health services licenses, complainants, attorneys, and other state and federal agencies.
• To assist in the maintenance of licensure and other related records in both manual and computerized file systems.
• To prepare and edit general correspondence, forms, spreadsheets, and related documents by utilizing various software applications and equipment.
• To relieve a supervisor of administrative details and other routine matters.
• To interact with the public on an ongoing basis.
• To assist in the preparation of licenses and other sensitive documents requiring auditing control.
• To receive and process applicable fees and documents pertaining to transactions.
• To effectively and efficiently respond to mail, telephone and personal inquiries from consumers, governmental agencies and interested parties requesting information concerning entities regulated by the department, and to provide courteous and efficient customer service over the phone, by email and in person.
• To explain applicable regulatory laws and agency regulations to applicants, licensees, consumers and other interested parties.
• To assist in the scheduling and administration of professional licensure qualifying examinations to include proctoring candidates undergoing written or practical examinations.
• To provide the public with accurate and detailed information on the qualifications and requirements for licensure in regulated professions, compliant procedures, etc.
• To process purchase orders, requisitions and related documents and to maintain appropriate records.
• As directed, to assist in the orientation and training of employees.
• To do related work as required.

Knowledge, Skills, And Abilities

• Strong oral and written communication skills
• Ability to maintain confidently of records and information.
• Ability to properly manage and maintain physical and electronic record.
• Ability to operate office equipment, computer software and hardware.
• Ability to take initiative in identifying problems and working creatively to solve them.
• A thorough working knowledge of office administrative practices and computer database systems.
• Ability to work independently on difficult or relatively complex tasks.
• Ability to interact professionally and courteously with the public and licensees; the ability to effectively communicate and maintain effective relationships with associates or with the public.
• Related capacities and abilities.
• Bi-lingual speaker preferred

Education And Experience

• Minimum education required: High School diploma.
• Past experience in a high-volume office preferred
• Experience using computer software such as Outlook, Excel, Word, etc.
• Experience using non-standard software systems preferred
• Employment in a clerical or paraprofessional position involving the exercise of independent judgement in the review and preparation of documents and the processing of various transactions.