Motor Vehicle Clerk

Motor Vehicle Clerk

The Motor Vehicle Clerk is responsible for providing a high volume of excellent, efficient, and professional assistance and customer service to the public in person, written and via the phone in a fast-paced environment. Performs a variety of clerical work assisting customers with motor vehicle titles, registrations, and driver's license renewals. Assignments vary and require knowledge of specific departmental procedures and practices of varying complexity and interpretation. Works under varied levels of supervision.

Duties and Responsibilities

Assist customers over the phone and in person.

Process motor vehicle registration renewals by mail, online and in person.

Prepare and issue motor vehicle titles, registrations, license plates, 60-day tag, inspection permits and disabled placards.

Examine documents submitted by customers for titles and registration to determine authenticity, accuracy and completeness of documents provided for each transaction.

Maintain detailed records accurately, securely and confidentially. Clerks must stay organized and focused on the details, even in the fast-paced work environment all while serving the public in person and via telephone.

Process imaging of title records by scanning documents daily during the title and registration process, renewals and various other MOVRS transactions.

Explain motor vehicle information to the public.

Compose correspondence pertaining to motor vehicle transactions in a professional manner.

Review and approve other co-workers title transactions for accuracy and completeness of documents received.

Troubleshooting issues with State software.

Processing driver's license using the knowledge of rules/statutes regarding the issue of a license.

Verify authenticity of documents – MV Clerks ensure documents are authentic, correct and haven't been tampered with.

Process lien releases.

Complete applications for personalized plates.

Check tax software for delinquent taxes before processing motor vehicle transactions.

Provide quotes for customers, multiple per day via email and phone.

On-the-job training is provided by other motor vehicle clerks for new hires.

Create and maintain a set of reference materials/notes. The motor vehicle clerk is responsible for keeping up to date on all motor vehicle information/regulations.

Must keep record of all emails, State memos, multiple websites, Sharepoint, etc., to be able to locate information regarding transactions.

Check inventory and order supplies if needed.

Fees and Payments

Correctly determine fees, collects, and make record of fees.

Collect payment over the counter, online and via mail. Post payments to the appropriate records.

Balance and verify money that is sent to the State of Kansas for motor vehicle, driver's license, and sales tax.

Balance the previous day's transactions at the beginning of the day and provide deposits for driver's licenses and motor vehicle to the tax department.

Process motor vehicle refunds

Bill and collect payments for antique vehicles and maintain the records for those vehicles.

Run sales tax reports and provide information to tax department for remittance to the State.

Typical Qualifications

Position Requirements:

High School Diploma or equivalent required; a minimum of two years of clerical experience required preferred.

Valid driver's license required.

Experience handling stressful situations/customer interactions and must be able to multitask; helpful.

Knowledge:

Computer software programs and applications such as MS Office.

County and/or city government administration.

Knowledge of Kansas statutes regarding motor vehicle. State regulations may change periodically, so a MV Clerk must constantly be updated of changing regulatory information to ensure that their practices are accurate.

Knowledge of all other State's titling processes and the ability to research those, in order to make decisions regarding their Kansas title.

Mathematic, accounting and/or statistical principles.

Skills:

Excellent customer service skills with the ability to interact in a positive and professional manner to develop and maintain strong working relationships with co-workers, management, and general public.

Excellent written and verbal communication skills with the ability to clearly communicate goals, interests, and positions during discussions.

Strong attention to detail, organizational skills, and ability to prioritize.

Abilities:

Ability learn and apply procedures governing motor vehicle registrations and title transfers.

Ability to independently resolve and correct discrepancies by making changes and/or corrections to transaction/paperwork.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Ability to research and analyze data; interpret directions, procedures and regulations; and develop appropriate responses to the public.

Ability to manage multiple concurrent projects and meet deadlines.

Ability to maintain accurate motor vehicle records and process transactions with strong attention to detail.

Ability to establish and maintain an effective working relationship with co-workers; communicate effectively under stress and project a positive attitude.

Ability to learn, interpret and apply State and local laws and regulations pertaining to motor vehicle.

Ability to multitask in a fast-paced environment and effectively and accurately meet multiple deadlines.

Ability to operate computer programs/software/platforms used by the County in the performance of job duties.

Ability to use basic office equipment.

Ability to read and comprehend notes needed on a daily basis.

Ability to handle difficult situations with professionalism and tact.

Ability to maintain confidentiality.

Work Environment and Physical Requirements

The work environment characteristics and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work location(s) of the job:

Indoors – Frequently. Usually well lit, heated and/or air-conditioned indoor office setting with adequate ventilation.

Outdoors - Never

Objectionable condition(s) found on the job:

Computer Use – Constantly

Driving/Travel – Occasional travel, which may involve exposure to extreme weather conditions.

Stressful situations may occur when dealing with the public.

Undesirable health and safety condition(s) under which employee must perform:

None

Machines, Tools and/or Equipment Used:

Basic office equipment to include computer, copy machine, fax machine, printer, telephone system.

Physical characteristics/requirements of the job:

Sit/Stand/Walk - Regularly

Kneeling – Occasionally

Crouching – Occasionally

Using Fingers/hands – Constantly; required to use hands to finger, handle, or feel; reach with hands and arms.

Talking - Frequently

Hearing – Frequently; noise level is usually moderate.

Seeing – Constantly

Vision Abilities – close and distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Lifting/Moving – Occasionally; lifting/moving a maximum weight of 50 pounds with assistance.