Motor Vehicle Administrative Clerk

Motor Vehicle Department Position

This position is located in the Motor Vehicle Department of the Treasurer's Office and is responsible for providing vehicle licensing, registration, and title services to County residents in accordance with the Montana Department of Justice Motor Vehicle Division regulations. This role ensures the proper credentialing of vehicles in the State of Montana, which directly impacts law enforcement, public safety, and the integrity of vehicle records. The position reports to the Treasurer or Motor Vehicle Manager and does not supervise staff.

Vehicle Licensing and Title Processing

• Verify accuracy and completeness of customer documents, including vehicle titles from all states and countries.
• Review and interpret supporting legal documents required for transfer of ownership, such as powers of attorney, divorce decrees, wills, trusts, business registrations, and court orders.
• Verify customer residency, notarizations, and authenticity of documents, including international transfers, customs paperwork, and confidential military documentation.
• Identify and correct document deficiencies with customers; provide guidance on obtaining required materials.
• Conduct background research and investigations using internal and state databases.
• Enter all registration and title information into the Montana Department of Justice system accurately and efficiently.

Customer Service and Transactions

• Collect fees, verify amounts, issue receipts, and balance individual transactions daily.
• Respond to public inquiries by phone, email, and in person, providing information regarding title, registration, and licensing procedures.
• File and organize documents according to record retention and confidentiality standards.

Administrative and Operational Support

• Perform special assignments such as license plate inventory, ordering, and reconciliation.
• Attend required training sessions to maintain compliance and knowledge of motor vehicle laws and processes.
• Represent the Gallatin County Motor Vehicle Office professionally at trainings and conferences.
• Provide guidance and assistance to coworkers by sharing expertise, answering questions, and resolving routine registration and licensing issues.

Other Duties as Assigned

• Perform other functions as directed by supervisor, including special projects, cross-training, and filling in for other staff.
• Provide services during declared emergencies (e.g., earthquake, fire, flood, or similar) as required by the County.

Qualifications

• Knowledge of Montana motor vehicle licensing, registration, and titling laws and procedures.
• Interpretation of legal documents related to vehicle ownership and transfers.
• General office operations, recordkeeping, and customer service practices.
• Cash handling, reconciliation, and transaction balancing.
• Microsoft Office Suite (Word, Excel) and ability to learn specialized state systems.

Skill in:

• Communicating effectively with customers, coworkers, and outside agencies, both orally and in writing.
• Handling sensitive transactions with professionalism, accuracy, and confidentiality.
• Managing multiple priorities and maintaining composure in high-volume or stressful environments.
• Interpreting and applying laws, rules, and procedures to a variety of complex situations.

Ability to:

• Establish and maintain cooperative relationships with the public, coworkers, and supervisors.
• Resolve routine registration and licensing issues independently.
• Work accurately and efficiently under deadlines.

Education & Experience

• High school diploma or equivalent; and
• At least three (3) years of related clerical or administrative experience; or
• Completion of a work-related vocational or post-secondary program and at least one (1) to two (2) years of related job experience.

Supplemental Information

• Work is performed primarily in a professional office setting.
• Regularly required to sit or stand and use hands to operate computers, calculators, and office equipment.
• Frequently required to reach with hands and arms.
• Occasionally lift or move boxes containing license plates, binders, or documents (up to 30 pounds).
• Vision requirements include close and distance vision and the ability to adjust focus for computer and document review.

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.

To apply go to the Job Openings tab on our Gallatin County Website, be prepared to add the following documents listed below.

• Cover Letter
• Resume

Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.