Title Clerk

Job Description

Job Description

Title Clerk

The Title Clerk is responsible for managing all vehicle title and registration activities for the dealership, ensuring accurate and timely processing of title documentation, lien releases, registrations, and vehicle payoff transactions. This role serves as a critical link between customers, lenders, DMV agencies, sales staff, and accounting to ensure compliance with all state and federal regulations.

In addition to title administration, the Title Clerk may assist with select accounts receivable and accounting functions as business needs require. The ideal candidate is highly organized, detail-oriented, experienced in dealership title work, and comfortable working in a fast-paced environment while managing multiple deadlines.

• High school diploma or equivalent.
• Minimum 2 years of Title Clerk experience in an automotive dealership environment required.
• Working knowledge of vehicle title processing, registration procedures, lien releases, and title transfers.
• Experience processing title documents for new and used vehicle transactions.
• Strong understanding of state DMV requirements and compliance standards.
• Proficiency in Microsoft Office Suite, particularly Excel and Outlook.
• Strong organizational skills, attention to detail, and data entry accuracy.
• Ability to manage multiple priorities and meet deadlines.

• Experience using dealership management systems (DMS).
• Familiarity with electronic title processing systems.
• Knowledge of dealership accounting procedures.
• Experience processing vehicle payoffs and trade-in transactions.
• Experience with accounts receivable, customer billing, and collections.
• Strong communication and customer service skills.

• Prepare, review, and process vehicle title and registration paperwork for all new and used vehicle sales.
• Verify ownership documents, liens, lien releases, and supporting documentation for accuracy and completeness.
• Submit title applications and registration documents to state agencies in a timely manner.
• Monitor title status and resolve title discrepancies with customers, lenders, and governmental agencies.
• Obtain duplicate titles and supporting documentation when required.
• Maintain organized and accurate title files for audit and compliance purposes.
• Ensure compliance with all dealership, state, and federal regulations.
• Process out-of-state title transactions and registrations as needed.
• Maintain title schedules and aging reports.
• Support dealership audits and reporting requirements related to vehicle titles.

• Process vehicle loan and lease payoffs accurately and promptly.
• Obtain and verify payoff quotes from lenders and financial institutions.
• Submit payoff payments and supporting documentation to lienholders.
• Monitor outstanding payoffs to ensure timely completion.
• Follow up with lenders to obtain lien releases, title releases, and required documentation.
• Reconcile payoff transactions and maintain complete records.
• Coordinate with sales, finance, customers, and lenders to resolve payoff-related issues.
• Process trade-in payoff transactions and maintain related documentation.
• Ensure all payoff transactions comply with dealership policies and lender requirements.

• Assist with customer account reconciliation and payment posting.
• Research and resolve account discrepancies.
• Support collection activities on outstanding customer balances.
• Maintain accurate customer account records and documentation.
• Assist with month-end accounting processes and reporting.
• Provide administrative support to the accounting department as assigned.

• Thorough knowledge of automotive title processing, registration requirements, and DMV procedures.
• Understanding of payoff processes, lienholder requirements, and title release procedures.
• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to handle confidential information professionally.
• Proficiency with dealership management systems and Microsoft Office applications.
• Effective verbal and written communication skills.
• Ability to work independently while collaborating with multiple departments.

Job Type: Full-Time
Department: Accounting / Administration
Reports To: Office Manager or Controller
Pay Range: Based on experience and qualifications

Automotive dealership Title Clerk experience is required. Candidates without prior dealership title processing experience will not be considered.

This version will attract experienced title clerks while still giving you flexibility to assign accounts receivable duties when needed, without making accounting the primary focus of the role.