MCS IFTA/IRP Administrative & Credential Coordinator
About The Position
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.
Requirements
- Strong written and effective communication skills with the ability to type, document, and communicate without error
- Advanced organizational skills to manage high‑volume tasks, documents, and workflows accurately and efficiently
- Demonstrated ability to multitask, prioritize responsibilities, and meet strict turnaround deadlines in a fast‑paced environment
- Demonstrated ability to verify documentation and resolve discrepancies in applications, credentials, or payments
- Experience in administrative support or customer service roles
- Proficiency in Microsoft Office Suite and comfort using document‑management and workflow systems
- Ability to process, log, and distribute mail and records in compliance with PII, FOIA, and agency retention policies
- Strong attention to detail in financial accountability tasks, including payment processing, PCI compliance, and daily reconciliation
- Ability to manage customer queues, issue credentials accurately, and support timely service delivery
Nice To Haves
- Familiarity with Commercial Motor Vehicle, IFTA and IRP program requirements
- Familiarity working with physical inventoried items with ability to analyze accurate reporting
- Proficiency with DMV-specific systems, such as OnBase or ServiceDesk Plus or other document‑management platforms
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.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
