License Specialist I

Key Responsibilities

• Research, prepare, submit, and renew licenses and permits across assigned city, county, state, and federal jurisdictions.
• Manage assigned licensing activities from application through issuance and renewal, ensuring requirements and deadlines are met.
• Review, process, and reconcile invoices and payments associated with assigned licenses, permits, fees, and violations.
• Maintain accurate and current licensing records, documentation, and supporting information in License Pro, including applications, license images, store information, ownership changes, individual licensing information, and training records.
• Coordinate with company officers, Legal, field personnel, and internal departments to obtain required documentation and ensure licensing and permitting requirements are satisfied.
• Communicate with internal and external stakeholders regarding application requirements, status, outstanding items, deadlines, and approvals.
• Perform audits of license records and documentation to ensure accuracy, completeness, and consistent formatting.
• Research legislative and regulatory changes within assigned jurisdictions and communicate potential licensing or compliance impacts to appropriate stakeholders.
• Prepare reports, summaries, and other licensing information for management and business partners as assigned.
• Present project results, findings, and recommendations to management as needed.
• Develop and maintain comprehensive desk procedures, including standard processes, instructions, and reference materials for assigned responsibilities.
• Provide training and support to team members on License Pro, Projectmates, JD Edwards, and related licensing processes.
• Maintain records of inspections and violations for assigned license categories; coordinate with management and Legal regarding corrective actions to help mitigate the risk of fines, penalties, or license suspensions.
• Participate in special projects and perform other related duties as assigned.

Work Activities and Competencies

• Reporting and Analysis: Create, review, and distribute reports; analyze licensing, legal, financial, and compliance-related information.
• Risk Assessment: Identify potential licensing and compliance risks and escalate issues requiring management or Legal review.
• Communication: Communicate clearly and professionally with internal and external stakeholders through email, telephone, written correspondence, and in-person discussions.
• Organization and Tracking: Maintain accurate records and effectively track multiple licenses, applications, renewals, deadlines, inspections, and related activities.
• Data Management: Accurately enter, maintain, analyze, and present data for operational and management purposes.
• Problem Solving: Research and resolve complex licensing, permitting, payment, and system-related issues.
• Prioritization: Independently prioritize competing responsibilities to ensure regulatory requirements and deadlines are met.
• Attention to Detail: Maintain a high level of accuracy when reviewing applications, licenses, payments, reports, and regulatory requirements.
• Collaboration: Work effectively across departments and with external agencies to resolve issues and complete licensing requirements.

Preferred Qualifications

• Working knowledge of License Pro or similar project management software.
• Working knowledge of Projectmates or similar business systems.
• Proficiency with Microsoft Excel, Word, and PowerPoint.
• Strong alphanumeric data-entry and 10-key skills.
• Strong organizational, analytical, research, and problem-solving skills.
• Strong written and verbal communication skills.

Education & Experience

• High school diploma, GED, or equivalent required.
• Associate’s degree, bachelor’s degree, or coursework in business administration, legal studies, public administration, accounting, finance, or a related field is preferred.
• An equivalent combination of education, training, certifications, and relevant professional experience may be considered in lieu of a degree.
• Experience in licensing, permitting, legal support, regulatory compliance, administrative support, records management, accounts payable, project coordination, or a related business function is preferred.