TITLE CLERK

Report to: Office Manager/General Manager

Job Summary

The Title Clerk is responsible for processing vehicle titles and registrations, ensuring compliance with state and federal regulations, and accurately maintaining title records. This role involves handling title-related documentation, interacting with customers and financial institutions, and providing administrative support to the dealerships sales and finance departments. The Title Clerk plays a critical role in ensuring that all title and registration paperwork is completed efficiently and accurately, contributing to a smooth customer experience.

Key Responsibilities

• Title and Registration Processing
  • Prepare, review, and submit title and registration documents to state agencies, ensuring all forms are completed accurately.
  • Process all title transfers and lien placements for vehicles sold by the dealership.
  • Monitor the status of title applications and follow up on outstanding issues to avoid delays.
• Compliance and Record-Keeping
  • Maintain up-to-date knowledge of state and federal title regulations and requirements.
  • Ensure all title paperwork is in compliance with state DMV regulations and dealership policies.
  • Organize and file completed title documents and maintain accurate electronic records.
• Customer and Financial Institution Interaction
  • Respond to customer inquiries regarding titles, registrations, and other related documents.
  • Coordinate with banks, lienholders, and other financial institutions to ensure timely processing of titles.
  • Assist the finance department in addressing title-related issues that may affect customer satisfaction.
• Reporting and Documentation
  • Generate reports on title processing status, outstanding issues, and other relevant metrics.
  • Assist management with monthly and quarterly reporting related to titles and registrations.
  • Record all transactions accurately in the dealerships record-keeping system for audit purposes.
• Administrative Support
  • Provide administrative assistance to the sales and finance departments, including scanning, filing, and retrieving documents as needed.
  • Assist in the processing of vehicle trade-ins, ensuring accurate and timely documentation.
  • Support other dealership staff with any title-related needs or questions.

Required Skills and Qualifications

• Prior experience as a Title Clerk or in a similar administrative role, ideally within the automotive industry.
• Strong knowledge of state and federal title and registration requirements.
• High attention to detail and excellent organizational skills.
• Proficiency in title processing software and basic computer skills (Microsoft Office).
• Excellent communication and customer service skills.
• Ability to handle sensitive information with confidentiality.

Key Competencies

• Attention to Detail: Ensures accuracy in all title and registration paperwork.
• Organizational Skills: Keeps title documentation organized and easily accessible.
• Customer Service: Responds to customer and financial institution inquiries professionally.
• Problem Solving: Capable of resolving title issues in a timely and efficient manner.

Working Conditions

• Full-time position, primarily in an office environment.
• Occasionally need to retrieve or handle physical documents for storage and filing.
• Minimal physical requirements but must be able to sit for extended periods.

Compensation

• Competitive hourly wage with opportunities for advancement.
• Benefits package, including health insurance, retirement plan, and employee discounts.