License Clerk - Assistant Deputy Registrar

JOB SUMMARY:

The Assistant Deputy Registrar (License Clerk) collects title and registration revenue for the State of Minnesota, including vehicle titles and registration, driver’s license, identification cards and instruction permit applications, International Registration Plan cab cards and IFTA credentials, Dept. of Natural Resources title and registration.  Position includes preparation and transmission of daily reports and deposit of funds collected.  Includes actively assisting, supporting and educating customers with registration and title, driver’s license, snowmobile, ATV and watercraft questions.

Additionally, the License Clerk will provide general clerical support to the land records offices of Renville County.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING.  OTHER RESPONSIBILITIES AND DUTIES MAY BE ASSIGNED.

• Extend prompt and courteous treatment to all customers regardless of race, color, creed, religion, national origin, sex, marital status, familial status, disability, public assistance status, age, sexual orientation, gender identity or local human rights commission activity.

• Accurately answer customer inquiries and provide timely information and options concerning all phases of motor vehicle and driver’s license transactions and DNR transactions.

• Handle complex and unique questions from customers, in person, on the telephone or via e-mail.   Solve customer problems by interpreting their inquiry in the most efficient manner possible.

• Demonstrate the highest level of professionalism.  Answer all calls using the applicable call components so that quality service is provided and a positive public image is maintained.

• Review documents received for accuracy; determine, verify and collect proper fees and taxes and process and data enter information into appropriate website.

• Employ human relation skills to encourage the customer to comply with statutes, rules, policies, and procedures.

• Deal with the most difficult customers in a tactful and diplomatic manner in order to diffuse the situation and calm the customer, when possible.

• It is essential that the employee is one of the departments’ technical experts.  Has expert knowledge on all phases of motor vehicle and title work transactions, driver license transactions, DNR transactions, departmental processes, departmental records, computer records, work policies, procedures, statutes and deputy rules.

GENERAL DUTIES:

• Ability to keep accurate records and reconcile daily reports for Motor Vehicle, Driver’s License, DNR and Prorate.

• Knowledge of Minnesota Statutes, rules and procedures, and ability to apply that knowledge to specific situations that arise.

• Ability to handle large sums of money, reconcile reports with money collected and make bank deposits into the state depository and county revenue fund.

• Practices and maintains confidentiality.

• Knowledge of all the types of license plates available and what vehicle types they can be used on.

• Ability to follow the procedures for the National Motor Vehicle Title Information System (NMVTIS) that verifies the information on out of state titles presented for transfer.

• Knowledge of the procedure to complete an expedited title transaction.

• Knowledge of the International Prorate Plan to license over the road vehicles, issue cab cards, International Fuel Tax Agreement credentials, and answer questions by account holders and those hoping to obtain an account. 

• Knowledge of the different classes of driver’s license and endorsements and requirements to obtain that class. 

• Knowledge of the triple check procedure and what to do in the case of a sanction in another state or an issue with the social security record not matching the driver’s license record.

• Ability to verify authenticity of required identity documents provided by customers. 

• Attends state training meetings when offered to keep up with changes in laws.

• Order office supplies and state forms, as needed.

• Ability to operate credit card processing machine and do the necessary paperwork associated with a charged transaction.  Ability to process an electronic payment.

• Provide general office support to land records offices; assist with various applications, mailings and clerical work as needed.

• Assist with election activities

JOB RELATIONSHIPS:

Internal interactions with:  Administrators Office, Auditor/Treasurer Office, Sheriff’s Office, Recorder’s Office, Assessors Office and IT staff.

External interactions with:  MN residents, car dealers, lending institutions, attorneys, Department of Public Safety, State Prorate Office, DNR, Driver’s License Examiners and drivers license computer equipment companies.

Ability to deal with customers who are under stress, and who may be angry, hostile, verbally aggressive, and may use language that would be considered inappropriate in normal business interactions.  The ability to diffuse these situations is highly desirable.

Must provide exceptional customer service.

Qualification Requirements: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education and/or experience

Two-year certificate from college or technical school; and one to three years related experience and/or training; or equivalent combination of education and experience.

Must be a Certified Title Clerk within 12 months of hire.

Additional requirements:

Must pass a background check including fingerprinting.

Must pass the required data practices training on an annual basis for all systems.           

Complete all training modules for MNLARS/MNDRIVE, FASTDS, and DNR within three months of hire.

Must have general knowledge of all county operations and be able to retrieve requested information upon demand. 

Must be able to work with a high degree of confidential work and sensitive issues.

Language Skills

Ability to read, analyze and interpret rules and procedure to process documents.  Ability to write routine reports and correspondence.  Ability to respond to common inquires or complaints from customers, state agencies, or members of the community.  Ability to effectively present information to management, and customers.

Mathematical Skills

Ability to perform routine mathematical problems using whole numbers, fractions and decimals. 

Ability to use word processing and spread sheet software proficiently.  Must be able to operate telephone, calculator, computer, printer, copy machine, fax machine, cash register, and credit card machine.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written or oral form.  Ability to deal with problems involving several concrete variables in standardized situations.  Ability to define problems, collect data, establish facts and draw valid conclusions. 

Physical Demands

This work requires the frequent exertion of up to 10 pounds of force and occasional exertion of up to 50 pounds of force; work regularly requires standing, walking, speaking or hearing and using hands to finger, handle or feel, frequently requires repetitive motions and occasionally requires sitting, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Selection Process:

Applications will be accepted until 3/23/25

First round interviews will be held via technology on: 3/31/25

For those selected, second round interviews will be held in person on: 4/8/2025

Renville County Benefits Information:

https://www.renvillecountymn.gov/employment/benefits/