Office Technician (typing)

Under the general direction of the Office Services Supervisor III (OSSIII), the Office Technician (OT), Typing (T), independently provides advanced journey-level clerical assistance within the Bureau of Automotive Repair (BAR) Licensing Unit. The incumbent prepares licensing application files and provides the initial review, organization and tracking of various licensing applications. The OT (T) is also responsible for providing consumers with general licensing information at the front counter related to the Bureau of Automotive Repair (BAR). Specific duties include, but are not limited to, the following:

Telephone/Mail/Correspondence

Receive all incoming mail, sort, date stamp and distribute to staff. Track incoming applications in an Excel spreadsheet. Input data into cashiering logs for routing to DCA cashiering unit. Prepare checks logs in Excel with pertinent station information and deliver to Enforcement Planning Office (EPO). Maintain statistical numbers for incoming mail categories. Prepare no fee correspondence letters in Word for applications received with no monies attached. Type a detailed description of the transfer of fees and refund of monies that were transferred to stations incorrectly and send to DCA. Use Word and Excel to prepare licensing statistics for Automotive Repair Dealers (ARD) and stations. Type and prepare fax cover sheets for field offices statewide. Date stamp and deliver matching deficient letters from applicants to processors baskets. Key updates into application logs and route applications to appropriate staff for processing. Assist with processing ARD and station applications when needed.

Answer incoming calls and respond to general questions, and/or refer calls to appropriate staff. Respond in writing, by telephone and in person to a variety of inquiries from applicants, licensees and/or business and trade organizations seeking licensing information about state's licensing processes. Provide applicants with licensing information about state statutory and regulatory provisions, departmental policies and procedures, associated with licensing agencies such as the Board of Equalization (BOE) and Secretary of State (SOS) and the status of licensure. Use the Applicant Tracking System (ATS) by entering the license types to transfer ARD, Smog Check stations, Lamp/Brake stations, Smog Check Technicians and Adjusters to ensure the records transfer to CAS in order to license. Key license information into ATS in order to run the exception report and determine which records did not license. Prepare and type transfer reports using the ATS exception report to identify and track problem records. Type correspondence to staff regarding licensing information inquires.

Review applications for licensing requirements. Organize and create application files containing the licensing application (Automotive Repair Dealerships, Smog Check, Brake Lamp, etc.), the coinciding application's inspection reports and incoming correspondence (such as deficiency letters, requests for cancellation, request for changes to corporate structure, general licensing requirements, etc). Verify accuracy and completion of each application file prior to submitting the file to processor(s) for processing.

WHO MAY APPLY: Eligible candidates who are current state employees with status in the above classification or lateral transfers in an equivalent class, former State employees who can reinstate into this classification or persons who are reachable on a current employment list for this classification. All methods of appointments, including Training and Development (T&D) Assignments and all tenures and time bases will be considered. SROA and Surplus candidates are encouraged to apply. Appointment is subject to SROA and State Surplus policies. Surplus candidates must submit a copy of their surplus status letter.