Deputy Clerk (Motor Vehicle Technician)

Primary Responsibility: Employee is responsible for the collection of ownership tax, license fees and sales tax; acts as an agent for the State of Colorado and verifies title documents and registrations for compliance with State laws and regulations in the Motor Vehicle Division. Also assists with the functions of the election process. Ensures compliance with statutes and rules in all three divisions.

Supervised by: Clerk and Recorder

Supervises: N/A

FLSA status: Non-Exempt

Pay Grade: NE6 - $19.13 - $25.87

Hiring Range: $19.13 - $22.50 per hour depending on qualifications

Main Job Duties:

• Assists the public, via mail or in person, in the process of motor vehicle renewals, titles, registrations and related miscellaneous requests. Makes sure all outgoing mail is complete and has adequate postage.

• Issues titles, license plates, specialty plates and temporary permits according to the laws of the State of Colorado and County policy. Verifies documents for accuracy and legal requirements.

• Provides information for multiple types of license plates, as well as, requirements and fees associated with each plate.

• Accepts or rejects legal documentation based on determination of compliance with current statutes.

• Processes and completes complex title transactions such as out of country, bonds, special ID, salvage vehicles and mechanic liens.

• Completes all types of registration transactions including Gross Vehicle Weight (GVW), Trailer Vehicle Weight (TVW) and Special Mobile Machinery (SMM).

• Processes fleet and dealer forms.

• Processes required documents for filing liens on motor vehicles. Verifies required information on security agreements against title documents. Files Assumption of Liens, Transfers of Equity, Substitution of Collateral, second, third and fourth liens, and lien extensions.

• Calculates and collects sales tax and licensing fees in accordance with established procedures by the State of Colorado.

• Acts as an agent for the State of Colorado in compliance with C.R.S. 42.12.15. Keeps updated with new State statutes and procedures.

• Collects appropriate fees as set by statute and documents them according to office procedures. Utilizes the cash register according to county guidelines. Balances cash register drawer per office policy and may deposit with Treasurer’s Office.

• Conducts searches of federal tax liens and Universal Commercial Code (UCC) filed with the Secretary of State.

• Performs Title Batching which includes proofreading titles for accuracy before they are sent to the Colorado Department of Revenue for processing.

• Assists in training new employees.

Elections Essential Job Duties:

• Complies with the National Voter Registration Act. Provides necessary information and forms to the public that is required for voter registration.

• Follows the Secretary of State rules regarding election database security and governance and the approved Security Plan when performing election duties.

• Follows instructions and procedures in and when performing election duties.

• May scan and tally ballots on Election Day. Troubleshoots election voting equipment when problems arise.

• Answers voter questions for election deadlines as established by the Secretary of State.

• Assists the public in completing election forms including but not limited to: voter registration, change of address, ballot instruction and all other miscellaneous voter forms.

• May assist with election judge training classes, including voter processing and equipment training.

Recording Job Duties:

• Assists the public in locating documents either on the computer, in microfiche, or in books. Copies documents as requested.

• Assists the public by pulling maps and plats and obtains copies as necessary.

• Collects appropriate fees for recording documents.

Additional Job Duties:

• Attends trainings, conferences and webinars as necessary to learn new procedures.

• Performs other duties as assigned by the Clerk and Recorder and/or Chief Deputy Clerk and any duties needed to stabilize an emergency situation.

• Picks up and delivers mail and other correspondence to staff.

• Restocks and orders supplies as needed.

Qualifications:

• Education: High School graduate or equivalent; or any equivalent combination of education and training that would provide the required knowledge and skills to perform the job.

• Computer knowledge: Microsoft Office, including Word and Excel with the ability to learn new programs.

• Must possess knowledge of or have the ability to learn the DOS system.

Ability to:

• Learn and understand electronic voting systems.

• Organize work, set priorities, meet critical deadlines and follow up on an assignment.

• Accurately and effectively transmit and receive information that is necessary to the accomplishment of goals and objectives, including effective written and oral communications in English; listen; deal with people beyond giving and receiving instructions; and speak to people with confidence.

• Establish and maintain courteous and effective working relationships with employees, the public and other agencies.

• Read a variety of correspondence, forms, reports, statutes, etc.

• Use independent judgment and critical thought to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists and to interpret a variety of instructions furnished in written and oral form.

• Develop and modify work procedures, methods and processes to improve efficiency.

• Screen communications and, based on content, handle independently or route to proper source with the ability to exercise independent judgment.

• Understand and follow moderately complex oral and written instructions.

• Have the ability and knowledge to quote fees for recording of documents according to the fee schedule stated according to the Colorado Revised Statutes, Title 30.

• Must possess knowledge to utilize mathematical formulas to add, subtract, multiply and divide for cash count and to balance the cash register.

• Must possess considerable knowledge of office practices, procedures, equipment and standard clerical techniques with the ability to use common office equipment. Ability to use a variety of photographic equipment including microfilm and microfiche readers and printers, plat machines, scanning equipment, etc.

• Must pass background check, including criminal.

Certifications and Training:

Ability to obtain:

• Training by the Secretary of State’s Office concerning the State of Colorado Revised Statutes, Title 1, election laws and other relevant statutory references to the election process; Secretary of State rules and regulations as directed by statute; Federal election laws as applicable including, but not limited to, The Help America Vote Act of 2002 and the National Voting Rights Act of 1993; thorough understanding of election cycle statutes and rule.

• Training on the HART voting system which includes but is not limited to the scanning of ballots and the tallying of the ballots on Election Day.

• Colorado Election Official certificate.

Mental/Physical Requirements:

Ability to:

• Reach, grasp, handle, stoop, kneel, and bend in order to place and retrieve stored information such as files, forms, reports and equipment.

• Physically operate a variety of equipment such as computers, typewriters, copiers, facsimile machines, document cameras, microfilm and microfiche readers and printers, etc.

• Exert up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to move objects.

• Concentrate and pay close attention to detail with frequent breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.

• Perform without additional assistance, all physical movements necessary for office administration.

Experience:

• One year of general office experience required.

The above statements are intended to describe the general nature and level of work. They are not intended to be an exhaustive list of requirements, duties and responsibilities. Gilpin County provides reasonable job-related accommodations for disabled persons. Must pass drug screen and pre-employment screening.

• Part-time and Temporary staff are ineligible for the following benefits; medical, dental, vision, 401A, Life Insurance, Short-term & Long-term Disability plans in additional to Long-term care. See the benefit details at the end of the job posting for part-time options.

Benefits for Full Time Employees:

Paid Holidays: Gilpin County provides 13 paid holidays per calendar year. An employee will be paid eight (8) hours per holiday.

Vacation: The first year of employment, (based on the anniversary of the hire date) full-time employees shall earn 3 hours of paid vacation leave bi-weekly. After that time, leave shall accrue as follows:

• Two through five years – four (4) hours each bi-weekly pay period.
• Six through ten years – six (6) hours each bi-weekly pay period.
• Eleven years and more – eight (8) hours each bi-weekly pay period.

Full-Time employees are encouraged to take their earned vacation leave each year. At the end of the last pay period in December, each regular full-time employee’s accrued vacation leave hours will be reduced to 208 hours and will be carried overed into the next calendar year.

Sick Leave: Full-Time employees shall accrue four (4) hours of sick leave each bi-weekly pay period. The maximum sick leave that may be accumulated by such an employee is 600 hours.

Personal Leave: Full time employees will receive 30 hours of personal leave per year. Personal time cannot be rolled over to the following year and will not be paid out. Personal time will be added to employees balance the first pay period of the new year. Employees hired throughout the year will receive personal time on a pro-rated basis, based on the quarter year that they are hired. Q1 30 hours, Q2 22.5 hours, Q3 15 hours, Q4 7.5 hours.

Medical Plans: Gilpin County offers two medical plans with Kaiser and United Health Care. Gilpin County offers a Health Reimbursement Account (HRA) for all employees to cover co-pays, deductibles, and other medical expenses. Employees are eligible for benefits the first of the month following 30 days of service. This HRA card will have $3,000.00 on it for an individual or $6,000.00 for a family. Both plans have a max out of pocket for $1,000 individual or $2,000 per family after the use of the HRA card.

United Health Care cost monthly:

Employee Only Employee and Spouse Employee and Child(ren) Employee and Family

$44.90 $94.30 $83.00 $130.15

Kaiser Permanente cost monthly:

Employee Only Employee and Spouse Employee and Child(ren) Employee and Family

$40.35 $84.80 $74.70 $117.15

Dental Plan: Gilpin County offers dental coverage through Delta Dental. Individual deductible at $50 and family deductible at $150. In network and at a PPO provider coverage for preventative and diagnostic services are covered 100%, basic services covered at 80%, major services at 50%, and ortho covered at 50% with a $2,000 max. The plan offers a “Right Start 4 Kids” plan that covers children up to their 13th birthday at 100% with no deductible. Annual max out of pocket for this plan is $2,000.

Delta Dental costs monthly:

Employee Only Employee and Spouse Employee and Child(ren) Employee and Family

$0.00 $19.00 $47.00 $63.00

Vision Plan: Gilpin County offers vision coverage through VSP. In network coverage includes copays at $10, $175 per pair of either one prescription eyeglasses or contacts yearly and discounts on Lasik.

VSP Vision costs monthly:

Employee Only Employee and Spouse Employee and Child(ren) Employee and Family

$0.00 $3.60 $3.80 $6.20

Retirement: Gilpin County offers a mandatory 401(A) plan as well as optional 457b or 457 Roth plans. You are immediately 100% vested day 1 into your retirement accounts. The mandatory 401a plan requires that you contribute 5% and Gilpin County will match 5% into your retirement account. The optional 457b plans may be started, stopped, and changed anytime during your employment

Life Insurance: Gilpin County provides at no cost to you a $50,000 life insurance policy for yourself. Supplemental employee coverage in increments of $10,000 with a max of $500,000. Supplemental spouse coverage in increments of $5,000 with a max of $150,000. Supplement child(ren) policy with a benefit amount of $20,000 per child. Guarantee issue amounts of $150,000 for employee, $30,000 for spouse without having to complete evidence of insurability valid during new hire enrollment.

Short-Term Disability: Short-term disability pays 60% of your earnings with a max of $1,000 per week for up to 11 weeks. Benefits begin on day 15 and your first two weeks you will have to cover with sick or vacation time.

Long-Term Disability: Long-term disability kicks in after 90 consecutive calendar days of a qualified disability. The plan will pay 60% of your earnings with a max of $5,000 monthly.

Long Term Care: In the event that you are injured and need to be treated at a care facility, Gilpin County provides coverage at no cost to you. The plan provides up to $2,000 per month, and up to 3 years in a facility. If you would like to add supplements coverage for a greater amount per month or a longer term, supplemental coverage is available for you to purchase.

Employee Assistance Program (EAP): EAP is provided through Triad for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!

Gilpin County Parks & Recreation Discount: You will receive 20% most services such as childcare, leagues, rentals, gym memberships, in house classes but does not include contract classes.

Benefits for Part Time and Temporary Employees:

Sick Leave: Leave accrues at the rate of 1 hours of sick leave per 30 hours worked to a maximum of 45 hours per year.

Retirement: As a part time or temporary employee you may participate in the optional 457b or 457 Roth plan. These plans may be started, stopped, and changed anytime during your employment.

Employee Assistance Program (EAP): EAP is provided through Triad for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!

Gilpin County Parks & Recreation Discount: You will receive 20% most services such as childcare, leagues, rentals, gym memberships, in house classes but does not include contract classes.