Job Details

Administrative Specialist 1

The Oregon Liquor and Cannabis Commission (OLCC) oversees access to alcohol and cannabis products in Oregon through education, regulation, and distilled spirits distribution. Our aim is to protect public health and safety while supporting responsible businesses and providing funding for local and state agencies.

The agency is comprised of three major operational programs: the Distilled Spirits Program, the Recreational Marijuana Program, and the Public Safety Program. All three programs are supported by the Administration, Financial Services, and Support Services divisions. Revenue generated from these programs helps support state and local government programs.

What's in it for you:

• Rewarding work in a productive and creative environment
• Colleagues who are passionate about public service and safety
• Work/life balance, 11 paid holidays a year, personal days, sick time, vacation accruals, and more!
• Pension and retirement programs
• Advancement and learning opportunities that will help grow your career with the State of Oregon
• Possible eligibility for the Public Service Loan Forgiveness Program
• A workplace that fosters fairness, equity, and inclusion to maintain a workplace environment where everyone is treated with respect and dignity.

About this opportunity:

• This position is based at our Medford regional office
• This position is not eligible to be remote.
• This position is represented by the American Federation of State, County & Municipal Employees (AFSCME) union.

Here's what you will do:

• Receive incoming phone calls as a backup for regional investigators, inspectors and manager.
• Make appropriate responses to inquiries from the general public, local government agencies, special interest groups, other field offices and headquarters.
• Respond to inquiries from public, industry and agency personnel, either by telephone, corresponding or in-person contact.
• Review police reports on DUii arrests, assess for applicable criteria for entry in the DUii Program, evaluate for necessary information and follow up with reporting department to obtain missing information, enter accurate computer input, determine appropriate correspondence and send letters to licensees.
• Receive complaints of liquor law or marijuana violations and complete entries into the reporting system, including referrals from other law enforcement agencies.
• Receive and forward new and renewal liquor license applications as determined by management.
• Forward marijuana and liquor licensing questions as determined by management.
• Distribute special event license application forms, verify liquor liability insurance and instruct applicants in the proper completion of forms, including correct fees and timelines.

Regular and reliable attendance is an essential function of this position and is required to meet the demands of this job.

Here's what you need to qualify:

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data;
• OR
• An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data;
• OR
• An equivalent combination of education and experience.

Preferred Skills:

• Experience in understanding complex regulatory requirements and communicating regulations to the public or industry partners.
• Intermediate skill and proficiency in Microsoft applications such as Outlook, Word, Excel, and Teams.
• Detail oriented, with ability to handle inquires for information while protecting confidential information.
• Experience working with databases, auditing reports, and performing quality assurance
• Excellent customer service skills, in person, verbally and in writing

Application instructions and information:

• A resume and cover letter are required for this job posting. Please attach both in the "Resume / Cover Letter" section of the application.
• Please ensure that you clearly demonstrate in your application materials that you meet the qualifications listed and that you follow all instructions carefully. Only complete applications addressed to the OLCC and received by the posted application deadline date will be considered.
• You may be asked to submit a skills assessment, a writing sample, or a video/phone interview as part of the application screening process.
• Internal candidates currently working for any State of Oregon agency must apply using your employee Workday account. In addition to required attachments, ensure that your profile has your current job history and education. In Workday, click on Menu in the upper left corner, Jobs Hub, Find Jobs. Enter the job number in the search bar, click on the job title and select Apply.

Additional information:

• The use of outside resources such as artificial intelligence (AI) software during applicant skills assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency. Unauthorized use of outside resources during the hiring process will result in disqualification.
• The selection process consists of a review of your application and an evaluation of your education, experience, training, and overall professionalism of your application materials. Candidates that follow the application directions, submit what is required and provide us with credentials that showcase their skills and how they meet the minimum qualifications and preferred skills will be invited to an interview. Resumes will not replace the completed job history experience in Workday. We will only review documents that are requested. Because details are very important to us, your application materials will be evaluated for grammar, spelling and punctuation.
• This recruitment may be used to fill current and future Permanent, Limited Duration, Job Rotation and Temporary vacancies as they occur.
• Per the Pay Equity Law passed in 2017, a pay equity analysis will be conducted to determine what pay step the successful candidate will be offered. The analysis will be based on the relevant experience, education, training, and certifications documented in the application materials. On average, candidates new to state service will most likely be offered compensation in the lower to mid-level of the salary range.
• Any offer of employment with OLCC is contingent on acceptable references and background check. This position requires a background and security check with fingerprinting to work in areas that handle confidential documents. An adverse background and failed security clearance will result in disqualification.
• Eligible veterans who meet the qualifications will be given veterans' preference. For further information, please see the following website: Veterans Resources. NOTE: If claiming veterans' preference please be sure to check your Workday account for pending tasks or actions under your "My Applications" section.
• We hire preferred workers! For more information, please visit our website: Preferred Worker Program.
• OLCC does not offer VISA sponsorships. If your employment authorization and documentation is contingent on sponsorship now or in the future, you will not meet our agency employment eligibility standards. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States.

Helpful links and contact information:

Learn more about OLCC

Understanding the State Application Process

Help and Support webpage

For more information you may contact us by e-mail at OLCC.HumanResources@olcc.oregon.gov.