Position Description___Important: Please Read Attached Instructions

POSITION DESCRIPTION

OSER-DMRS-11 (Rev. 03-06) 1. Position No. 2. Cert / Reclass Request No. 3. Agency No. State of Wisconsin 437 Office of State Employment Relations 328518 15-0014

4. NAME OF EMPLOYEE 5. DEPARTMENT, UNIT, WORK ADDRESS WI Department of Children and Families Department of Children and Families 6. CLASSIFICATION TITLE OF POSITION Division of Early Care and Education/BECR 2135 Rimrock Road License/Permit Program Associate (75%) Madison, WI 53708 7. CLASS TITLE OPTION (to be filled out by Personnel Office) 8. NAME AND CLASS OF FORMER INCUMBENT License/Permit Program Associate Jessica Rodin – License/Permit Program Associate

9. AGENCY WORKING TITLE OF POSITION 10. NAME & CLASS OF EMPLOYEES PERFORMING SIMILAR DUTIES License/Permit Program Associate Lisa Kudingo – License/Permit Program Associate

11. NAME AND CLASS OF FIRST-LINE SUPERVISOR 12. FROM APPROXIMATELY WHAT DATE HAS THE EMPLOYEE Brandilin Ruff – Program Assistant Supervisor – Adv. PERFORMED THE WORK DESCRIBED BELOW?

13. DOES THIS POSITION SUPERVISE SUBORDINATE EMPLOYEES IN PERMANENT POSITIONS? YES NO IF YES, COMPLETE AND ATTACH A SUPERVISOR EXCLUSION ANALYSIS FORM (OSER-DMRS-84). 14. POSITION SUMMARY - PLEASE DESCRIBE BELOW THE MAJOR GOALS OF THIS POSITION:

SEE ATTACHED

15. DESCRIBE THE GOALS AND WORKER ACTIVITIES OF THIS POSITION

- - GOALS: Describe the major achievements, outputs, or results. List them in descending order of importance. - - WORKER ACTIVITIES: Under each goal, list the worker activities performed to meet that goal. - - TIME %: Include for goals and major worker activities.

TIME % GOALS AND WORKER ACTIVITIES (Continue on attached sheets)

SEE ATTACHED

16. SUPERVISORY SECTION – TO BE COMPLETED BY THE FIRST LINE SUPERVISOR OF THIS POSITION a. The supervision, direction, and review given to the work of this position is close limited X general. b. The statements and time estimates above and on attachments accurately describe the work assigned to the position. (Please initial and date attachments.)

Signature of first-line supervisor ______Date ______

17. EMPLOYEE SECTION - TO BE COMPLETED BY THE INCUMBENT OF THIS POSITION I have read and understand that the statements and time estimates above and on attachments are a description of the functions assigned my position. (Please initial and date attachments.)

Signature of employee ______Date ______

18. Signature of Personnel Manager ______Date ______

DISTRIBUTE COPIES OF SIGNED FORM TO:

P-FILE OFFICE OF STATE EMPLOYMENT RELATIONS EMPLOYEE DEPARTMENT CERT REQUEST COPY

Revised July 2014 (6/98) CLASSIFICATION TITLE- SUB-TITLE Licensing/Permit Program Associate

POSITION SUMMARY Under general supervision of the regional office manager, this position provides complex and advanced paraprofessional, administrative, and program support for the regional licensing program, the regional licensing chief, and the regional licensing/certification specialists. Duties include the provision and coordination of paraprofessional, administrative and program support services for license review activities for all child care programs. This position coordinates and tracks licensing applications and fees and monitors and tracks all data generated by the licensing process. This position monitors and maintains region wide processes and procedures for background checks. Contact with the public is extensive in providing general information to current and potential licensees and other agencies, and in responding to general inquiries. This position interviews complainants; researches rule violations; investigates unlicensed complaints, issuing to a licensing specialist for follow up as needed; and assigns all complaints to licensing specialists, unless not applicable. The position researches BECR policies as they apply to licensing requirements and procedures. This position generates both routine and ad hoc reports on all aspects of licensing such as status of complaints and enforcements, licensing specialist caseloads, and demographics of licensees. Incumbents in this position implement program and system changes to the licensing database as well as recommend improvements and write system reference updates. Incumbents provide technical assistance by identifying potential problem areas to the regional licensing chief and office manager. This position assists in the training of new licensing staff in BECR policies and procedures and regional internal practices. An increasing amount of independent judgment, decision making authority, computerized record keeping, tracking, and report processing has been included in this position. Knowledge of state regulations, rules, and licensing procedures is required.

TIME % GOALS AND WORKER ACTIVITIES 60% A. Provide administrative support to the Regional Office Licensing Program and the Regional Licensing Chief. A1. Review new and continuation application packets for appropriate information, enclosures, and signatures. (i.e., application forms, required checklists, Background Information Disclosure forms, building inspections, etc.). Follow up on any missing information via telephone contact or independently generate a letter requesting the missing information. Determine the appropriate licensing specialist based on location, and/or type of facility and assign to specialist. Research internal and external data sources for applicant history. Enter appropriate data into statewide licensing database. Scan and upload pertinent documents into statewide licensing database as current procedures require. A2. Determine appropriate license fee based on regulations for the type of facility (including any late fees). For new applicants, determine appropriate background check fees based on background check regulations and information supplied in the application. If appropriate fees are not received, follow up with licensee via telephone contact or independently prepare a letter requesting the fee. A3. Receive license fees and background check fees. Enter license fee data and background check fee data into statewide licensing database. Enter fees into regional deposit spreadsheet, separating licensee fee amount from background check fee amount. A4. Independently initiate background check process for new applicants, household members, board presidents, and minor employees, using the information supplied on the Background Information Disclosure form. Communicate with the Caregiver Background Unit (CBU) receipt and process status for all background checks received with the continuation materials. Monitor and maintain the shared drive for required background check documentation. Forward copies of all findings to the appropriate licensing specialist. A5. Based on information supplied by the applicant on the Background Information Disclosure form, determine whether an out-of-state background check will be required. Notify Caregiver Background Unit (CBU) if check is needed so they can complete the requirement. Follow up with CBU to determine status of completed check.

Revised July 2014 (6/98) A6. Coordinate with the CBU regarding the receipt of Background Information Disclosure forms, required annually for regulated child care providers. Determine facility closure notification dates to assist the CBU with appropriate background check billing. A7. Notify facilities whose license is due for review, or due to expire, at least two months prior to the expiration/continuation date. Produce and send continuation letters; enclose application, questionnaire, checklist, and instructions for completing the continuation process. When the application packet is returned, see A1. A8. Independently generate and send reminder letters and non-compliance statements to those facilities whose fee and/or application have not been received within the required time frame. Produce and send past due letters to those facilities whose fee and/or application have not been received within the required time frame. Close facilities and/or collect and process late fees on past due facilities as needed. A9. Intake unlicensed and licensed child care complaints. Using guidelines specified in the Procedure Manual, determine investigation steps. Record complaint intake data in the licensing database. Immediately report all complaints with serious indicators (danger to the health, safety and welfare of children) to the Regional Licensing Chief, or next available supervisor. Research internal and external database systems for history and/or current certification. Determine assignment responsibility. Finalize investigation results into the licensing database. Produce monthly licensed/unlicensed child care reports and distribute accordingly. A10. Receive and review enforcement action letters and forms. Draft enforcement letters as requested by the Regional Licensing Chief. Follow up with licensing specialist for missing and/or incomplete information. Notify the Bureau of any forfeiture enforcement actions. Maintain a log of all enforcement action report forms and letters. Enter all appropriate information into the licensing database. Produce monthly/quarterly enforcement reports for the Licensing Chief and licensing specialists, and discuss with the Licensing Chief. A11. Receive returned compliance and non-compliance statements. Review documents for confidential, inaccurate or inappropriate information and forward to assigned licensing specialist for follow up if necessary. Date, scan, upload, and complete data entry on all returned compliance and non-compliance statements. Produce monthly monitoring activity reports and discuss with the Regional Licensing Chief. A12. Inform the Regional Licensing Chief regarding urgent licensing issues and problems identified as part of the routine information flow. A13. Provide information and guidance to licensing specialists on the policies and procedures necessary for the operation of the Regional Office Licensing Program. This includes meeting with staff to establish procedures for a workflow system to ensure the efficient operation of the program. A14. Assist licensing specialists in producing and maintaining forms for licensing continuation letters, licensing certificates, letter writing, non-compliances, complaint intake, complaint findings, and enforcement actions. This may require developing and testing templates to be installed on individual computers and providing technical assistance when necessary. A15. When requested, assist in the identification, development, design, revision, and implementation of licensing forms or procedures. 30% B. Provide program support to the Regional Office Licensing Program and the Regional Licensing Chief. B1. Independently respond to public inquiries, giving information about programs, facilities, and regulations. Make referrals to licensing staff as appropriate.

Revised July 2014 (6/98) B2. Independently respond to licensee and applicant inquiries regarding application details, application requirements, and licensee responsibilities. Information may vary depending on whether the facility is a family child care, group child care, or day camp, and whether the facility has a probationary or regular license. B3. Communicate with other agencies involved in the approval of facility licenses, referrals of interested applicants, or for referrals for technical assistance of a licensed facility. B4. Screen incoming complaint calls with discretion and diplomacy. Gather pertinent information. Fill out and process the licensing complaint intake form, if appropriate. Refer and/or assign to appropriate licensing specialist. B5. Receive requests for purchase of rule books. Determine and receive appropriate fee based on type of information requested. If requested, prepare a receipt. Produce/assemble and send the requested materials. Enter payment information into the regional deposit spreadsheet. Refer requests for inquiry packets to the Northern Regional Office. B6. Process refund requests. Determine if refund request is accurate. Complete the refund request form, including the justification for the refund, deposit voucher number, and correct funding codes. Forward the refund request to Central Office. Maintain a record/log of all refund requests for tracking the refund payment. Enter appropriate refund information into the licensing database. B7. Assist in the organization of meetings, training, and conferences. May include making the facility arrangements, preparing the meeting/training announcement/brochure, distributing the announcement/brochure and handling the registration. B8. Using WebI program, independently design, develop and program specialized reports for statistical and facility information to aid the Regional Licensing Chief and licensing specialists in caseload management. B9. Research special issues for the Regional Licensing Chief. B10. When requested, accompany assigned licensing specialists on facility visits and assist in required record checks; including, but not limited to attendance records, child records, and staff records. B11. Assist the licensing specialists in locating forms and completing standardized format letters and forms. B12. Set up new applicant facility files and assist with maintenance of facility files. Maintain various files for complaints, exceptions, enforcements, monthly and quarterly reports. Purge the files pursuant to regional, state, and federal guidelines. B13. Maintain a working knowledge of the programs/projects administered and the current policies and procedures which apply. B14. Attend staff meetings with Regional Licensing Chief, office manager and licensing specialists. Provide input on workload, problem areas, and procedural issues. Recommend procedures to improve the operating efficiency of the licensing unit. Take minutes as requested and follow up on items that need clarification or research. B15. Establish and maintain effective working relationships using positive, cooperative and professional interactions with providers, co-workers, the general public, other governmental agencies and any other individuals. B16. Assist with gathering information for the Office of Legal Counsel (OLC) regarding appeals and/or open records requests. 10% C. Miscellaneous Support Duties C1. Maintain an adequate supply of printed materials (e.g., program guidelines, resource documents, and forms). Mail to the public upon request.

Revised July 2014 (6/98) C2. Assist in training staff on the use of equipment, including computer hardware/software, copier, postage meter and telephone equipment. C3. Perform various daily, weekly and monthly office tasks, such as responding to office visitors, refilling equipment supplies and distributing mail to office staff, etc. C4. Provide occasional backup for priority tasks in other units in the absence or unavailability of assigned program associate. C5. Provide occasional backup to the office manager in his/her absence. C6. Other duties or special projects as assigned by the supervisor.

Revised July 2014 (6/98) KNOWLEDGE AND SKILLS Knowledge of State Administrative Codes and rules regulating child care and child welfare facilities. Knowledge of Licensing and Regulation program policies and procedures. Skill in using personal computer applications such as electronic mail, word processing, web-based programs and mainframe systems in a LAN/WAN environment. Excellent written, oral and interpersonal communication skills. Ability to work in a team environment. Ability to establish and maintain effective working relationships with fellow employees, administrative staff and the general public. Knowledge of interview and investigative techniques. Skill and knowledge in statistics and data collection and interpreting results. Skill in planning, coordinating, implementing and managing major projects. Excellent organizational skills for managing multiple priorities. Ability to establish and modify priorities as needed. Problem solving skills. Knowledge of research and analysis techniques. Ability to make independent judgments. *Special Note: This position may require periodic travel to other regions/district offices to assist as needed.