DMV SPECIALIST

General Statement of Duties

Performs a variety of clerical, administrative and customer service duties to process titles of ownership and the acquisition of license plates as required by law to engage in certain transportation activities; performs related work as required. Will be required to work at our satellite office in Glenns Ferry everyone will rotate, and on occasion travel for further training with ITD.

Classification Summary

The principal function of an employee in this class is to provide customer service at the Motor Vehicle Department by processing a variety of vehicle related transactions including, titles of ownership, new registrations, and issuing license plates according to State law and Idaho Transportation Department directives, policies, and operating procedures. Each Motor Vehicle Specialist may be assigned a specialty function in the office such as mail clerk, title inspector, processor of dealer and financial institute titles, follow up on conditional titles, or other offices duties carried over from previous day’s work, in addition to assisting customer transactions. The work is performed under the general supervision of the Motor Vehicle Supervisor. The nature of the work requires the employee to multi-task, read, understand, and apply changing directives, policies, and operating procedures. The principal duties of this class are performed in a general office environment.

Examples of Work (Illustrative Only)

Essential Duties and Responsibilities

• Receives payment from the public and issues receipts for licensing of cars, pickup trucks, trailers, motorcycles, snowmobiles, boats, off road ATV, UTV, motorbikes, weighted commercial and non-commercial vehicles, semi-truck and trailers and issuance of handicap placards.
• Renews and processes the renewal of motor vehicle registrations; sells license plate stickers and issues receipts for the same;
• Assist customers in processing a variety of vehicle title transactions such as new titles, transfers, repossession titles, out-of-state titles, dealer and financial titles, sheriff sales, lien sales, salvage and rebuilt salvage titles, conditional titles, abandoned vehicle titles, manufactured/mobile home titles, conversion motorbike, imported from out of country and others alike by completing, witnessing, and understanding appropriate forms, documents and review purchase orders to collect sales tax appropriately and when needed.
• Reviews title applications to ensure specific criteria is met and all forms are completed properly;
• Processes over the counter, mail in, and drop box renewals for registrations.
• Corresponds with out-of-state banks, loan companies, vehicle dealerships, and 3rd party vendors to enable the department to complete the processing of titles and registrations on behalf of the customers.
• Provides customers with proper application forms and are deputized to notarize state documents pertaining to the transportation department.
• Assists customers with applications for duplicate titles, affidavit of lost title, duplicate titles with transfer of ownership, records requests, special plate registration applications, and other documents needed.
• Answer incoming calls from all counties within the state and other states where the home of record is still in Idaho to renew registrations, give guidance on documentations to complete titling with our state by power of attorney, and answer various questions all within a courteous and timely manner.
• Operates computer terminal to update license and title records;
• Files titles alphabetically and numerically;
• Conducts file searches on registrations and titles for banks, loan companies, Assessor’s Office, and law enforcement agencies when requested;
• Maintains and updates files on a regular basis; maintains daily file of transactions;
• Runs daily reports of activities;
• Accurately performs mathematical computations and to collect fees for services rendered, balance, and reconcile cash drawer daily.
• As Mail Clerk: Processes incoming and outgoing mail, certified mailing from out of state dealers, financial institutions, and 3rd party vendors.
• As title Liaison to local financial institutions and dealers: reviews numerous documents prior to processing title work from dealers and financial institutions.
• As Title Inspector: Reviews daily entries and associated paperwork for accuracy and potential fraud with regard to vehicle titles;
• Understand, interpret, explain and apply complex information such as the motor vehicle code, laws, rules, regulation policies, and procedures and adapt to frequent statute, policy and procedural changes.
• Assist customers with information regarding registration cancellations due to insurance discrepancies.
• Responsible for verifying identification documents to create customer credentials within the Idaho state database and issue personal credentials for customers if none have been created by Idaho driver’s license offices.
• Verify and scan each title transaction processed daily including confidential documents. Verify all the documents have been saved with the proper document number and upload all title transactions to the ITD records center. Also verify all comments are made on the system necessary for future assistance for customers or ITD representatives as needed.
• Compose letters, address envelopes, and contact customers regarding title status on conditional processes.
• Provides vendor services for the Idaho parks and recreation department on OHV, boats, camp trailers, off highway motorbikes, snowmobiles, and park passport stickers within a separate database system outside of ITD’s program.
• Update addresses on record information for customer and businesses.
• Performs VIN and HIN inspections by physical inspections and verification of all types of vehicles/vessels in all weather conditions. Documents and reports discrepancies in vehicle identification numbers, mileage, or other areas.
• Provides customer service on all Motor Vehicle Department policies, procedures and practices; explains processes and procedures to the public in person or on the telephone; quotes fee requirements for various types of transactions;
• Performs a wide variety of moderately difficult work duties which require the ability to choose from alternatives to solving routine problems while adhering to current statutes, codes, and administrative rules outlined by government, and state agencies. all work duties and activities must be met in accordance with County policies, procedures, and safety practices.

Other Duties and Responsibilities

• Serves as back-up to co-workers, some supervisors duties, and the motor vehicle specialist at the satellite office which may require travel.
• Regularly reviews publications, memos and directives or attends classes to become and remain current on the principles, practices and new developments in assigned work areas;
• Be willing to accept and perform projects accurately and efficiently when assigned while meeting sensitive deadlines.
• Keep stocked with necessary stickers and documents needed to process transactions for customers.
• Performs other related duties as required.

Required Knowledge, Skills and Abilities

Knowledge of:

• General office practices and procedures; related to the sale of processing of motor vehicle licenses, off road vehicles, and transferring of titles.
• Customer service methods and techniques.

Ability to:

• Read, interpret and apply laws, resolutions, ordinances, codes, and contracts;
• Operate a variety of standard office equipment; such as operations related computer applications and business equipment; adding machine, copy machine, fax machine, scanner, multi line telephone, computer, and job related software.
• Critical thinking, strong attention to detail and effective time management skills
• Operate functions of a pay port system to collect over the counter credit card payments.
• Maintain detailed and accurate computerized motor vehicle data;
• Communicate effectively, both orally and in writing;
• Maintain effective working relationships with other County employees, supervisory personnel, state and local elected officials and the public;
• Prepare accurate and reliable reports containing motor vehicle and financial information;
• Respond to citizen requests in a courteous and timely manner;
• Identify specific requirements for various situations related to motor vehicle licensing, registrations, etc.;
• Understand and follow oral and written policies, procedures and instructions;
• Operate a computer using standard or customized software applications appropriate to assigned tasks;
• Make sound and reasonable decisions in accordance with laws, ordinances, regulations and established procedures;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of waiting customers and time-sensitive deadlines; in a fast-paced office setting.
• Integrity, ingenuity and inventiveness in the performance of assigned tasks.

Acceptable Experience and Training

• High school diploma or equivalent general educational development (GED) certification;
• Previous office or customer service experience; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Special Qualifications

• Valid Idaho Driver’s License

Essential Physical Abilities

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient vision with or without reasonable accommodation, which permits the employee to accurately process motor vehicle transactions, including counting daily funds and preparing reports;
• Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate computer equipment, ten key calculator and other office equipment;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to work in an office setting, that requires the ability to sit long periods of time with occasional lifting or moving of boxes weighing up to 40 pounds. Must be able to enter, exit and crawl under motor vehicles as well recreational vehicles to perform necessary vehicle identification number inspections. This includes climbing into truck beds, boats and campers in all types of weather conditions.