Licensing Specialist - Marijuana Enforcement Division

Nigel Wright Consultancy Ltd (UK); Lakewood (CO); On-site; USD 42,000 - 56,000; Full time

Job summary

Colorado Department of Revenue's Marijuana Enforcement Division seeks a Licensing Specialist (Administrative Assistant III) to support licensing operations, review applications, and answer stakeholder inquiries. The role handles payments, maintains records, and coordinates with division staff to ensure compliance and timely processing.

The position requires three years of clerical experience or equivalent education, and proficiency with standard office software.

Qualifications

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

Responsibilities

• Performs front counter function including checking in license applicants and receiving funds.
• Disseminates information and responds to licensing inquiries from the public and stakeholders.
• Handles incoming mail, voicemail, and routes to appropriate sections.
• Assists with backlog of licensing activities as assigned by Appointing Authority.
• Reconciles payments and prepares daily deposits in line with policies.

Skills

Written communication

Verbal communication

Attention to detail

Data entry

Phone handling

Time management

Cash handling

Microsoft Office

Google Suite

Mylo licensing program

Education

Business-related education

Tools

Mylo licensing program

Microsoft Office

Google Suite

National background check databases

Job description

Location

This position is designated as on-site and is primarily responsible for performing job duties at a State workplace located at 1707 Cole Blvd, Suite 300, Lakewood, CO 80401, USA.

The mission of the Colorado Department of Revenue (CDOR) is to become a trusted partner to every Coloradan, helping them navigate the complexities of government so they can thrive. Our core values of service, teamwork, accountability, integrity, and respect drive us.

The Department’s vision 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!

Benefits

• PERA retirement benefits including PERA Defined Benefit Plan, PERA Defined Contribution Plan, plus 401K and 457 plans
• Medical, Dental, and Vision insurance coverage
• Automatic Short-Term and Optional Long-Term Disability Coverage
• Life and AD&D Insurance
• Flexible Spending Accounts (FSAs)
• Family Medical Leave Act (FMLA) job protection and State of Colorado Paid Family Medical Leave (PFML)
• 11 Paid Holidays Annually and Accrued Annual and Sick Leave
• Variety of discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program

Helpful Tips for Applying

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What Happens After You Apply.

Division Overview

The Marijuana Enforcement Division (MED) is a dynamic and innovative regulatory agency tasked with licensing and regulating the commercial Medical and Retail Marijuana industries in Colorado. First formed in 2010 as the Medical Marijuana Enforcement Division, the MED has developed a leading-edge approach to commercial marijuana regulation and is considered a global regulatory and industry leader. The Division implements legislation, develops regulations, conducts regulatory and criminal investigations, issues business licenses, engages in outreach and education initiatives and enforces compliance mandates using a range of intervention strategies necessary to maintain a progressive and robust regulatory framework. The MED promotes transparency and innovation by utilizing a collaborative approach to engaging with stakeholders and by proactively and positively pursuing solutions to issues in a fast-paced professional environment.

Culture & Environment

The Marijuana Enforcement Division’s culture emphasizes Emotional Intelligence and Problem Solving. Members of our team are solution-oriented strategic thinkers who demonstrate professionalism, collaboration and integrity in all interactions. The MED operates in a dynamic and complex environment that requires members of our team to support one another in navigating new issues, demonstrate agility, embrace challenges as opportunities and communicate with empathy, respect, and in the interest of progress.

Vision

Regulatory excellence through progressive and proactive compliance and enforcement practices.

Mission

Our mission is to promote public safety and reduce public harm by regulating the Colorado commercial marijuana industry through consistent administration of laws and regulations and strategic integration of process management, functional expertise, and innovative problem-solving.

What You’ll Do

This Licensing Specialist (Administrative Assistant III) position is critical to supporting and accomplishing the overall mission and vision of the Division. This position offers a variety of support services pertaining to the operation and administration of the licensing sections. This position performs application reviews, manages work load, answers stakeholder questions related to licensing, and processes deposits by completing data input and payment allocation. As a Licensing Specialist (Administrative Assistant III), this position will be responsible for the following:

• Performs front counter function which includes, but is not limited to: checks in MED license applicants; receives funds received for applications; answers a multi-line phone system; answers questions from the public, local authorities 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 submitted.
• Conducts background checks on applicants/licensees, interviews and consults with applicants on problems that may prevent licensure in order to be in compliance with suitability requirements.
• Follows up on occupational and business application deficiencies via written requests to applicants.
• Processes applications after the investigations have been completed.
• 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 Division Leadership, manages incoming mail.
• Assist with addressing any backlog of licensing activities as assigned by Appointing Authority.
• Receives payment from applicants concerning applications.
• Reconciles, checks 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.

Residency Requirement

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

Class Code & Classification Description

G3A4XX Administrative Assistant III

Minimum Qualifications

Experience Only:

Three (3) years of relevant experience in 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 unit’s allotted funds by authorizing (signing) operating expenditures.

Or

Education and Experience: A combination of related education in Business (or a similar discipline/field of study) 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.

Document this experience in your application IN DETAIL, as your experience will not be inferred or assumed.

Preferred Qualifications

• Experience in initiating application processing utilizing My License Office (Mylo) licensing program
• Familiar with the Marijuana Enforcement Division’s rules and regulations
• Previous experience conducting background checks utilizing national databases
• Experience managing a high volume of physical and digital records and confidential information
• Strong demonstrated written and verbal communication
• Strong attention to detail
• Proficient with Microsoft Office and Google Suite
• Change management oriented
• Effective time management
• Proven ability to accurately prioritize and meet deadlines
• Previous experience using a multi-line phone system
• Data entry skills
• Cash handling
• Those candidates with previous experience in a licensing or regulatory environment are strongly encouraged to apply.

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.

Applicants must be legally eligible to work in the United States to be appointed to this position. DOR uses E-Verify to confirm the eligibility of all newly hired employees. DOR does not provide sponsorship for employment-based visas.

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.
• Recommended attachments: Resume, Cover letter
• 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 "[e-mail]" 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

As an applicant who has been removed from consideration during the selection or comparative analysis process, you may file an appeal with the State Personnel Board and/or request a review by the State Personnel Director. A standard appeal form is available on the State Personnel Board website, https://spb.colorado.gov/forms-and-filing. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within ten (10) days of your receipt of this notice: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: [phone]. Phone: [phone]. Email address: [e-mail]. The ten‑day deadline and these appeal procedures also apply to all charges of discrimination. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at spb.colorado.gov.

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, [e-mail].

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.

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.