IFTA/IRP Administrative & Credential Coordinator

State of Virginia•Richmond, VA

35d

About The Position

The Virginia Department of Motor Vehicles (DMV) is seeking an Administrative & Credential Coordinator to join the Motor Carrier IFTA/IRP team. This position ensures the seamless coordination of the International Fuel Tax Agreement (IFTA), International Registration Plan (IRP) and other Motor Carrier program applications and credentials while maintaining compliance with regulatory and financial standards. This role requires precise communication, error-free data entry, and the ability to maintain the smooth assignment of applications or tax returns and issue credentials accurately and efficiently. Employees rotate through assigned responsibilities to gain cross-functional expertise, ensuring consistent workflow coverage, team flexibility, and operational effectiveness. The Virginia Department of Motor Vehicles (DMV), headquartered in Richmond, Virginia, serves approximately 6.2 million licensed drivers and ID card holders with over 8.4 million registered vehicles. In addition,â¯DMVâ¯serves many businesses, including dealers, fuel tax customers, rental companies, driving schools, other state agencies, local governments, and non-profit organizations.â¯DMVâ¯operates upon five fundamental core values: Trustworthiness, Respect, Accountability, Integrity, and Teamwork (TRAIT). We don't just talk about our core values. We live them!

Requirements

Strong written and effective communication skills with a demonstrated ability to type and communicate without error
Advanced organizational skills to manage high-volume tasks accurately and efficiently
Demonstrated ability to verify documentation and resolve discrepancies in applications, credentials, or payments
Proficiency in Microsoft Office Suite

Nice To Haves

Familiarity with Commercial Motor Vehicle, IFTA and IRP program requirements.
Familiarity working with physical inventoried items with the ability to analyze accurate reporting
Proficiency with DMV-specific systems, such as OnBase or ServiceDesk Plus

Responsibilities

Prepare electronic and paper documents for filing and/or digital archiving, ensuring accuracy and compliance with agency retention and the library of records policies.
Manage file-room, paper records and document retrieval processes in compliance with PII and FOIA policies.
Resolve issues with undeliverable or returned mail, updating records as necessary.
Verify and correctly index (apply keywords) applications, tax returns, and other customer documentation to processing teams ensuring to resolve any issues or discrepancies before submission to the applicable processing system.
Respond clearly to customer inquiries about the status of applications, account discrepancies, and compliance requirements in accordance with DMV policies.
Work with DMV teams to address escalated issues and ensure prompt resolutions.
Issue credentials to customers through queue management, verifying accuracy and ensuring compliance with DMV standards.
Maintain and reconcile DMV inventory, including license plates, overload permits, and decals, ensuring alignment with issued credentials.
Assist with departmental projects or special initiatives as assigned.
Apply and process payments accurately, adhering to PCI and DMV protocols.
Reconcile daily financial transactions accurately and prepare deposit documentation.
Receive, log, and distribute incoming mail and documents, ensuring timely delivery to appropriate work centers.