License and Title Clerk

Job Description

Job Description

The License & Title Clerk is responsible for accurately processing vehicle title, registration, license plate, and related documentation for new and used vehicle transactions. This position works closely with the dealership’s sales, finance, and accounting departments, as well as state agencies, financial institutions, and customers, to ensure all title and registration transactions are completed accurately and within required timeframes.

The ideal candidate is highly organized, detail-oriented, able to manage multiple transactions and deadlines, and knowledgeable about dealership title and registration procedures.

Essential Duties & Responsibilities

• Process title and registration paperwork for new, used, retail, wholesale, and dealer-traded vehicles.
• Review deal jackets for accuracy and ensure all required title and registration documents are complete before submission.
• Prepare and submit title, registration, license plate, and lien documentation to the appropriate state agencies.
• Process new plates, plate transfers, registration renewals, duplicate titles, corrected titles, and other applicable transactions.
• Verify vehicle identification numbers (VINs), customer information, lienholder information, sales information, and supporting documentation for accuracy.
• Ensure proper collection and documentation of title, registration, license, and applicable state fees.
• Maintain accurate records of outstanding titles and follow up on missing titles, lien releases, powers of attorney, odometer statements, and other required documentation.
• Track titles for vehicles purchased through auctions, trades, dealer trades, wholesalers, and other sources.
• Process payoff and lien information as necessary to obtain clear vehicle titles.
• Coordinate with financial institutions and lienholders regarding title and lien documentation.
• Communicate with customers when additional signatures, identification, documentation, or corrections are required.
• Work closely with the Sales and Finance departments to resolve title or registration issues.
• Assist the Accounting department with reconciliation of title, registration, and license schedules or accounts.
• Maintain title and registration logs and ensure outstanding items are followed up on promptly.
• Prepare and process out-of-state title and registration transactions when applicable.
• Ensure temporary registrations and permits are properly issued and tracked.
• Maintain organized and complete title files in accordance with dealership procedures and applicable record-retention requirements.
• Respond to inquiries from state agencies, customers, lenders, and internal dealership personnel regarding title and registration status.
• Identify discrepancies or incomplete paperwork and work with the appropriate department to obtain corrections.
• Maintain confidentiality of customer, financial, and dealership information.
• Stay informed of changes to state title, registration, and licensing requirements.
• Follow all dealership policies and applicable federal, state, and local regulations.
• Assist with audits and provide title and registration documentation as requested.
• Perform other administrative and accounting duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous automotive dealership title, registration, billing, or accounting experience preferred.
• Knowledge of dealership title and registration procedures preferred.
• Familiarity with state DMV/SOS title and registration requirements is strongly preferred.
• Experience with dealership management systems such as CDK, Reynolds & Reynolds, Dealertrack, or similar systems is a plus.
• Strong attention to detail and ability to identify documentation errors.
• Strong organizational and time-management skills.
• Ability to manage a high volume of transactions while meeting deadlines.
• Strong written and verbal communication skills.
• Ability to work effectively with customers, dealership personnel, financial institutions, and government agencies.
• Proficiency with Microsoft Office and general computer systems.
• Ability to handle confidential and sensitive information appropriately.

Skills & Competencies

• Exceptional attention to detail
• Organization and recordkeeping
• Deadline management
• Accuracy and data entry
• Problem-solving
• Customer service
• Professional communication
• Ability to prioritize multiple responsibilities
• Ability to work independently and as part of a dealership accounting team

Physical Requirements

This position primarily operates in an office environment. The employee is regularly required to sit, stand, use a computer, communicate by telephone and email, and handle physical and electronic documents. Occasional lifting of files, boxes, or office materials may be required.

Additional Expectations

The License & Title Clerk is expected to maintain accurate and timely records and immediately communicate any title, registration, lien, or documentation issue that could delay vehicle registration, funding, or dealership compliance.

All employees are expected to maintain a professional work environment, protect confidential customer and company information, and perform their responsibilities in accordance with company policies and applicable laws and regulations.