License & Permit Specialist IV

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Functional Title: License & Permit Specialist IV 
Job Title: License & Permit Specialist IV 
Agency: Health & Human Services Comm 
Department: HCR Facility Licensing PA 
Posting Number: 7188 
Closing Date: 08/15/2025 
Posting Audience: Internal and External 
Occupational Category: Business and Financial Operations 
Salary Group: TEXAS-B-18 
Salary Range: $3,793.41 - $5,921.25 
Pay Frequency: Monthly
Shift: Day 
Additional Shift: Days (First) 
Telework: Eligible for Telework 
Travel: Up to 5% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location:  
Job Location City: AUSTIN 
Job Location Address: 701 W 51ST ST 
Other Locations: Austin 
MOS Codes: 0100,0111,0170,3F5X1,PERS,SN,YN,YNS 
 
 
 

Brief Job Description:

License and Permit Specialist IV works under the general supervision of the Health Care Regulation Health Facility Licensing Unit Manager with moderate latitude for the use of initiative and independent judgment. Performs highly complex (senior-level) technical licensing and permitting work related to the health care facilities. Reviews records associated with license and permit applications, fee payments, and violations, and completes necessary forms to approve or deny license and permit applications. Prioritizes workload, complies with deadlines and works on multiple tasks with rapidly changing deadlines. Work includes: receiving, reviewing, evaluating, and processing license and permit applications; preparing and updating licensing correspondence, forms, and publications; interpreting laws, rules and policies in response to inquiries; processing fees and refunds; data entry, data retrieval, and database file management; building and printing renewal notices, drafting and issuing deficiency notices; issuing licenses and permits; developing, coordinating, and maintaining manual filing systems; and providing customer assistance by researching and answering complex emails and phone calls in accordance with regulatory requirements. Performs general support functions for all licensing programs. 

Essential Job Functions (EJFs):

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. (40%) Receives, reviews, evaluates, and approves complex license applications in accordance with administrative codes and statutes, and agency policy. Researches application history and processes licensure updates. Enters, updates, and retrieves information in licensing database (VERSA). Consults with Team Lead or Manager concerning resolution of problematic applications. Consults with Architectural Review, Health Facility Compliance, Enforcement, and/or other regulatory agency staff in determining licensure eligibility. Evaluates and tracks applications and responses to notices of deficiency. Responds to complex inquiries related to licensure criteria and application processing using licensing database (VERSA), Microsoft Word, Microsoft Excel, and Adobe Acrobat, and Microsoft Outlook. (20%) Receives and responds to telephone calls and written inquiries regarding the regulated population and agency procedures in a positive and professional manner.  Answers complex emails and phone calls and responds appropriately. Disseminates information on rules, laws, and policies in response to complex correspondence and inquiries. Exercises tact, discretion, and judgment. Provides accurate information directly from applicable statutes and rules. Maintains confidentiality of program information. Forwards or directs other inquiries to appropriate staff or agency. (15%) Processes license fees and refunds. Consults with accounts receivable to resolve problems. Composes, types, and edits correspondence using Microsoft Word. Provides oral and written verification of license status using licensing database (VERSA), Microsoft Word, Microsoft Outlook, and multi-line phone. Creates and prints data files that build licenses, renewal notices, deficiency notices, and other materials related to the licensing process using Microsoft Word, Microsoft Excel, licensing database (VERSA), and Adobe Acrobat. Develops, coordinates, and maintains manual and electronic filing systems. (10%) Identifies and assists with resolution of workflow and process issues and makes suggestions to Team Lead or Manager when warranted. Participates in the planning, organizing, and prioritizing of licensing activities. May develop technical and administrative procedures for the review of license and permit applications. and implementing new policies, procedures, and training to improve group efficiency. Participates in cross-training. (10%) Maintains effective working relationships with other departmental programs, state/federal agencies, and public and private groups requesting information. Utilizes standard correspondence to accompany information released. Provides assistance to Team Lead and Manager by researching, composing, designing, or editing agency publications such as forms, manuals, reports, and charts using Microsoft Word, Microsoft Excel, Microsoft PowerPoint, or Adobe Acrobat. (5%) Performs other duties related to the efficient operations of the licensing group as assigned. Prepares paper files for storage or destruction. Responds to emergencies as necessary and as directed by the Executive Commissioner.

Knowledge, Skills and Abilities (KSAs):

Knowledge of: Knowledge of office practices, administrative and technical procedures. Knowledge of English grammar, spelling, punctuation, proofreading and editing. Knowledge of customer service skills and phone etiquette.

Skill in: Skill in using and maintaining databases to enter and retrieve data and produce reports. Skill in use of Microsoft Office including Outlook, Excel, and Word. Skill in Adobe Acrobat. Skill in composing and editing written correspondence, memorandums, reports, and forms.

Ability to: Ability to communicate and express ideas clearly and accurately, both verbally and in writing. Ability to meet strict deadlines and work on multiple projects with rapidly changing priorities. Ability to interpret laws, rules, regulations and policies. Ability to maintain confidentiality of documents, materials, and information. Ability to work collaboratively with co-workers, maintaining an effective working relationship. Ability to review, evaluate and determine eligibility of applications or documentation for licensure. Ability to work independently within the context of role expectations and responsibilities.

Registrations, Licensure Requirements or Certifications:

None.

Initial Screening Criteria:

Experience in Microsoft Office products. Experience providing customer service. Experience using and maintaining a database system for data entry and retrieval. Experience interpreting and applying statutes, rules, regulations, or policies and procedures.

Experience processing license applications preferred.

Associates or Bachelor’s degree preferred. 

Additional Information:

An in-basket exercise may be given following the interview.

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Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework.  Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.