1740 West Adams Street, Suite 4600
Phoenix, Arizona 85007
This position is responsible for the critical public/animal-health protection duties of accurately coordinating the licensing/certification process for veterinarian and veterinary technician applicants and implementing the biennial license/certificate renewal process.
Serves as the subject matter expert for veterinary licensing and veterinary technician certification legal requirements and agency processes. Performs all related tasks for processing applications including processing new applications, evaluating credential documentation against requirements, follow-up with applicants regarding application deficiencies, creating files, and extensive communication (written and phone) with applicant/licensee questions. Manages the State exam process.
Manages licensee database information and completes licensing data reports and performance measures on a monthly and annual basis. Responsible for coordinating Continuing Education (CE) approval requests and conducting CE audits. Acts as liaison to national veterinary associations as related to licensing functions. Adapts agency licensing processes to changes in laws and requirements.
Will play a major role in the development of an E-licensing system for the agency by outlining workflows and planning for an effective system.
• Managing agency licensing function for veterinarians and veterinary technicians: Performs all related tasks for processing applications including processing new applications, evaluating credential documentation against requirements, follow-up with applicants regarding application deficiencies, creating files, and extensive communication (written and phone) with applicant/licensee questions. Serves as the subject matter expert for veterinary licensing and veterinary technician certification legal requirements and agency processes. Adapts agency licensing processes to changes in laws and requirements. Provides polite, professional customer service via heavy call/email load especially during peak months. Responsible for the license renewal process for all types of licenses (preparing/mailing notices, assisting customers with the online renewal process, solving problems, processing paper renewals as needed, mailing renewal licenses, creating/mailing lapsed license notices). Creates/edits/maintains all license/certificate application packets and adapts to process and legal changes. Coordinates with calligrapher to order "wall licenses" and have Board members sign them prior to distribution. Ensures that all types of paper licenses are available by coordinating with Office Manager for purchasing. Acts as a liaison to AZ veterinary colleges to explain the application process to new graduates; may give presentations at colleges and/or record video presentations. Acts as liaison to national veterinary associations as related to licensing functions. Stays knowledgeable about national exam testing processes and other developments in regulatory licensing
• Licensee Info Updates/Reports: Responsible for accurate and swift processing of address/employment/name change requests from licensees (acknowledging/data entry/file management). On periodic basis, provide licensee info updates to state and national veterinary associations. Ensure that website licensee directory and database accurately reflect licensee information. Creates monthly license performance measure data reports and annual report for licensing
• Managing/implementing the State exam process for veterinarians and veterinary technicians: Assists in developing defensible exams. Responsible for setting exam schedules/locations and ensuring exam security. Coordinates with office manager who will grade exams and provide scores to Licensing. Responsible for researching exam process options to maximize efficiency and cost-effectiveness. Management of exam score reporting records per record retention requirements
• Coordinates with office manager who will grade exams and provide scores to Licensing: Responsible for researching exam process options to maximize efficiency and cost-effectiveness. Management of exam score reporting records per record retention requirements
• Document management: Responsible for organizing and maintaining applicant and licensee hard files and updating with information as appropriate. Identifies and tracks lapsed license files and expired application files, removes them, and transfers them to lapsed file/destroy location and monitors date of destruction per record retention requirements. Coordinates with Office Manager who has primary responsibility for agency's compliance with public record laws and requirements
• Assisting other agency functions: (1) Premises licensing functions. Create new application files, input application information into database, prepare inspection documents, prepare premises licenses for Director's signature and mailing; (2) Assist with opening/processing mail; (3) Assist Office Manager with receipt and storage of goods received; (3) Assist with Board meeting and Investigative Committee meeting set-up/prep as needed; (4) May attend Board meetings to provide licensing information or assist
• Responsible for the biennial Continuing Education (CE) audit process: Coordinates with Executive Director to implement random audit process, contact licensees for information, review responses, and communicate any deficiencies to the Board via written communication through the Executive Director. Coordinates with CE providers seeking Board approval for courses and prepares staff memos for Board review regarding such requests. Maintains approved/denied CE courses records and updates website information with approved CE course information
Knowledge:
• Basic knowledge of the work of veterinary medical professionals
• Records administration techniques and procedures
• Accurate business correspondence
Skills:
• Excellent customer service skills to professionally and politely interact with the public
• Identifies issues and solves problems that may impact the licensing process
• Multi-tasking/prioritizing/completing work accurately within timeframes
• Common office software (Excel, Word, Google)
Abilities:
• Identify, organize, and prioritize work while meeting multiple deadlines and legal time-frames
• Handle confidential information with discretion
• Experience in a professional office which included interactions with executives/professionals such as veterinarians, Board members, and other health care professionals
The State of Arizona offers a comprehensive benefits package to include:
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Life insurance and long-term disability insurance
• Vacation plus 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Sick leave
• Positions in this classification participate in the Arizona State Retirement System (ASRS)
• Note that enrollment eligibility will become effective after 27 weeks of employment
• If you have any questions please feel free to contact Victoria Whitmore at victoria.whitmore@vetboard.az.gov for assistance