Licensing Specialist

The Town of Brookline is looking for a detail-oriented and customer-focused Licensing Specialist to manage the town's diverse licensing and permitting processes. In this key role, you'll oversee a wide range of licenses-from liquor permits to food trucks, short-term rentals, and special events. You'll be the go-to expert, ensuring compliance, maintaining records, and delivering top-notch service to the public.

What You'll Do:

• Manage and review licensing applications and renewals across 20+ categories.
• Review applications for accuracy and collaborate with other departments for inspections.
• Conduct audits and maintain accurate, up-to-date licensing records.
• Serve as the point of contact for public inquiries and other Town departments, providing helpful guidance.
• Supervise the Licensing Administrative Assistant.
• Coordinate online permitting systems and help improve town processes.
• Oversee and perform clerical work for Town Boards, Commissions, and Committees, such as the Select Board Licensing Hearings; perform general office duties.

What We're Looking For:

• 3+ years of customer service and office experience.
• Knowledge of municipal licensing, permitting procedures, and basic bookkeeping.
• Strong communication and organizational skills.
• Ability to work independently and handle multiple tasks accurately.
• A high school diploma (Associate's degree preferred) or equivalent combination of education and experience.

Join Our Team: If you're ready to play a key role in local government and help ensure that businesses and events comply with important regulations, we encourage you to apply. This position offers a unique opportunity to serve the community, assist individuals and organizations with the licensing process, and contribute to the efficient operation of the town. With a supportive work environment, great benefits, and opportunities for growth, this is a great opportunity for someone looking to make an impact!

Salary range for this position is $33.45 - 34.88 hourly with excellent benefits. Please apply with resume and cover letter. Application deadline: February 28, 2025.

Licensing Specialist Job Description

PRIMARY PURPOSE

Highly skilled administrative, supervisory, and customer service duties reviewing licensing and permitting applications, including e-permitting, preparing and issuing licenses and permits, preparing reports, conducting licensing audits, and maintaining related records; requisitions office supplies and oversees accounts payable/receivables; other related work as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions or duties listed below are illustrations of the type of work that is performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Oversees applications and renewals for twenty categories of licenses under the jurisdiction of the Select Board, including but not limited to, liquor, package store, clubs, common victualer, outdoor dining, inns, short term rentals, food vendors, parking lots, antiques, estate sales, auctions, yard sales, entertainment, theaters, inflammables, coin-operated amusement devices, zip car, food trucks and special events.
• Supervises and coordinates the daily work of the Licensing Administrative Assistant; provides assistance and direction; delegates and reviews assignments.
• Reviews all licensing applications for accuracy, including oversight of multi-departmental inspections; notifies the applicant of any discrepancies or additional material necessary to complete the application; prepares deposits of fees received for licenses.
• Conducts licensing audits license types, as needed, to ensure the Town has up to date records for both public and internal use.
• Oversees record-keeping and prepares data and reports on the various license types.
• Responds to inquiries from the public and provides information pertaining to licensing applications and services; answers telephones and directs calls and complaints to appropriate personnel.
• Coordinates and maintains the licensing network and telecommunications services for the Select Board's Office, e.g. the online permitting and licensing system, acting as liaison to the Information Services Department.
• Oversees the preparation of mailings, announcements, meeting agendas, and minutes to town boards, commissions, and committees, such as the Select Board Licensing Hearings.
• Responds to general complaints and inquiries from the public, town departments, elected and appointed town officials; makes necessary referrals.
• Performs general office duties; performs the duties of other office staff, when necessary.
• Performs similar or related work as directed, required, or as situation dictates.

SUPERVISION

Supervision Scope: Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative to interpret guidelines, policies, procedures, and practices. Duties require consideration attention to detail and accuracy.

Supervision Received: Works under the general supervision of the Assistant Town Administrator for Operations in accordance with established policies and procedures; works independently to complete detailed assignments according to prescribed time schedules; unusual situations are referred to supervisor.

Supervision Given: Supervises one (1) licensing administrative assistant. Assigns tasks, coordinates and reviews work and has input into hiring/disciplinary process.

WORK ENVIRONMENT

Performs work in office conditions; the volume of work fluctuates due to license renewal schedules throughout the year; attends meetings or hearings; additional hours may be required to meet deadlines.

The employee operates standard office equipment. The employee has frequent contact with other divisions and town departments to coordinate services and resolve administrative and licensing issues. The employee is required to use discretion regarding confidential administrative records and matters. Errors could result in delay of services, monetary loss, damage to equipment or legal repercussions.

RECOMMENDED MINIMUM QUALIFICATIONS

EDUCATION AND EXPERIENCE

High school diploma; Associate's degree preferred; three years of customer service and office experience; experience in municipal licensing and permitting preferred; basic bookkeeping and/or accounting experience preferred, or an equivalent combination of education and experience.

KNOWLEDGE, ABILITY AND SKILL

Knowledge of town government and the regulator process. Knowledge of licensing and permitting procedures. Knowledge of office practices and procedures; knowledge of basic bookkeeping and/or accounting procedures; general knowledge of various Departmental operations and services.

Ability to work independently, organize time and accomplish tasks with accuracy and attention to detail; ability to communicate effectively with the public verbally and in writing; ability to understand technical requirements of licensure requirements; ability to maintain confidential information. Ability to take and transcribe accurate minutes of hearings.

Skills: Interpersonal skills; computer skills, including word processing, spreadsheets, and graphic

applications; typing and office skills; organizational skills.

PHYSICAL REQUIREMENTS

Minimal physical effort is required to perform duties; ability to sit, speak and hear and operate office equipment; vision requirements include the ability to read documents and use a computer.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.