Motor Vehicle Clerk

Madison, County of•Virginia City, MT

3d•Onsite

About The Position

The Motor Vehicle Department provides licensing, registration, and title services to County residents. The Department registers and titles cars, trucks, snowmobiles, boats, motorcycles, trailers, and motorhomes. The Motor Vehicle Clerk is responsible for providing licensing, registration, and title services to County residents according to departmental policies and applicable laws. Duties include assisting the public, in person and over the phone, with the motor vehicle registration and licensing process and providing information on various topics related to licensing and registration, such as title application procedures and registration requirements to assist the public in complying with motor vehicle regulations and laws.

Requirements

High school diploma or GED
One (1) year experience including cashiering, general office work and customer service.
Equivalencies include post-secondary courses work and one (1) year of experience in data entry and computer operations or related work.
Knowledge of state and county motor vehicle licensing and registration laws
Knowledge of principles and practices of customer service
Knowledge of how fees are calculated, the application of fees, definition of fees, taxable value, weight, and how to explain this to customers with differing knowledge bases
Knowledge of additional documentation that may be required such as insurance requirements and handicap authorizations etc.
Knowledge of applicable taxes, percentages due, when they are due and exceptions
Knowledge of reference materials such as Polk and Peck Books, Blue Books, Registration, and Title Manuals.
Skill in the use of various databases, software and computer systems
Skill in customer service
Skill in records maintenance
Ability to communicate effectively verbally and in writing
Ability to accurately cashier transactions
Ability to calculate and collect taxes and fees due
Ability to use reference materials such as Polk and Peck Books, Blue Books, Registration, and Title manuals
Ability to problem solve with customers.

Responsibilities

Assist customers with the motor vehicle title and registration process by assessing their needs and explaining applicable requirements ordained by laws and rules.
Direct customers to filling out the necessary paperwork and check for completeness and accuracy.
Investigate customer backgrounds by searching appropriate databases to ensure there are no circumstances prohibiting them from attaining a particular license or registration.
Respond to customer complaints and explain statutes and policies and procedures that apply to each situation.
Verify accuracy and completeness of customer paperwork such as title, supporting documents, loan contracts, proof of insurance, and ensure all specific requirements are satisfied by reviewing paperwork.
Identify missing information and documents and explaining any deficiencies to the customer.
Identify problems in required documentation (e.g., signature not notarized, wrong odometer readings, etc.) based on application of established policies and contacts appropriate party to correct problem, returns paperwork, or refers complex problems to supervisor (e.g., out-of-state titles, etc.).
Assign plate numbers and registration information for tax exempt vehicles (such as county, churches and city) handle customer form 2290-Federal Highway Use tax, complete paperwork for the Military, handicapped, ham radio, fire fighter professional exempt plates and non-profit organizational plates and process incoming mail daily.
Enter all registration and title information into computer, ensuring that entries are accurate and logged/filed according to established procedures.
Process completed applications and issue motor vehicle titles and licenses at the service counter according to department policies and applicable laws.
This includes calculating and collecting appropriate fees, verifying collected amount with receipt amount and reconciling the cashdrawer.
Communicate with the public, dealerships, finance companies, and banks regarding title application procedures, license plate renewals, and other motor vehicle issues.
This includes writing and sending correspondence to customers explaining fees, reasons for rejection of documentation, and policies and procedures.
Maintain records for inventory of license plates, verification stickers, forms used and any related office filing/inventory procedures.
Provide guidance to new administrative clerks by demonstrating and providing assistance with licensing and registration processes, answering questions, and resolving routine problems.