DMV Title Clerk

Job Description

Job Description

Who We Are
Bar None Auction is a leading auction company specializing in construction equipment, commercial trucks, transportation assets and industrial equipment. With multiple locations across the West Coast, our team supports large-scale live and online auctions while providing exceptional service to buyers and sellers. Our title and registration team plays a critical role in supporting these operations by ensuring accurate processing of vehicle titles and compliance with state regulations. This role supports daily operations by managing title documentation, coordinating with buyers, sellers and agencies and helping ensure timely and accurate completion of all DMV-related transactions.

Position Summary
The Title Clerk is responsible for processing and managing all vehicle title and registration documentation related to auction inventory and sales transactions. This role ensures accuracy, compliance and timely completion of DMV paperwork for buyers, sellers and regulatory agencies. The Title Clerk works closely with operations, sales, accounting and customers to support efficient auction processing while maintaining compliance with company policies and applicable state and federal laws.

Job Responsibilities
• Receive, review and process vehicle titles and ownership documents for auction inventory
• Verify accuracy and completeness of DMV paperwork prior to auction sale
• Identify title discrepancies, missing documentation or errors and coordinate resolution with management, sellers or customers
• Process Reports of Sale and ownership transfers for retail and wholesale transactions
• Submit and e-file DMV transactions using applicable state systems and software
• Maintain accurate title tracking records and monitor status of pending transactions
• Ensure timely submission of post-sale DMV paperwork to buyers and appropriate agencies
• Research title histories and verify records using DMV databases and reporting systems
• Communicate with customers, lienholders and internal departments regarding title status and requirements
• Maintain organized filing systems for physical and electronic title documents
• Process registration estimates and enter information into auction and cashiering systems as required
• Collect and verify required documentation and payments related to title processing when applicable
• Respond to title-related inquiries from buyers, sellers and internal staff in a professional manner
• Maintain confidentiality of sensitive customer and vehicle information
• Follow all company policies, recordkeeping requirements and regulatory procedures
• Accurately record all hours worked in the company’s timekeeping system in accordance with company policy and state law
• Perform other duties as assigned to support auction operations

Qualifications

• High school diploma or equivalent required; some college coursework preferred
• Prior experience in title processing, DMV transactions or automotive/auction industry preferred
• Knowledge of vehicle title laws, registration processes and lien documentation preferred
• Strong attention to detail with the ability to review and verify legal and ownership documents accurately
• Ability to identify discrepancies and resolve issues efficiently
• Strong organizational skills with the ability to manage multiple files and deadlines
• Basic computer proficiency, including Microsoft Office and ability to learn DMV and auction systems
• Experience with data entry and recordkeeping in a fast-paced environment
• Strong communication skills, both verbal and written, with the ability to interact professionally with customers, lienholders and internal teams
• Ability to maintain confidentiality of sensitive customer and vehicle information
• Ability to work independently and collaboratively across departments
• Reliable attendance and punctuality
• Ability to prioritize tasks and meet strict deadlines related to title processing
• Commitment to following company policies and regulatory compliance requirements

Physical Requirements
• Ability to sit and work at a computer for extended periods of time
• Ability to use standard office equipment including computers, scanners and copiers
• Ability to occasionally lift files or office materials up to 25 pounds
• Ability to bend, reach and move between workstations or filing areas as needed

Work Environment
This position primarily works in an office environment within an auction facility. The role may involve frequent interaction with customers, drivers and operations staff. Exposure to moderate office noise and occasional yard activity may occur.

Compliance and Work Expectations
• This is a non-exempt hourly position eligible for overtime pay in accordance with applicable state and federal wage and hour laws
• Employees are required to accurately record all time worked and are prohibited from working off the clock
• Meal and rest periods will be provided in accordance with applicable California or Oregon state law based on the employee’s work location
• The company complies with all applicable workplace safety regulations and employees are expected to follow all safety rules and immediately report hazards or injuries
• The company provides equal employment opportunities and prohibits discrimination, harassment and retaliation in accordance with federal, California and Oregon employment laws
• Duties, responsibilities and work assignments may be modified at the company’s discretion to meet business needs and regulatory requirements