Administrative Clerk

Job Overview

Description

The Administrative Clerk is responsible for the complex and legally mandated tasks of titling and registering motor vehicles, processing property tax payments, and passport processing. This role requires expert-level attention to detail, a thorough understanding of Iowa motor vehicle laws and regulations, and excellent customer service skills to ensure accurate and compliant record management.

Essential Functions and Responsibilities

The following duties are primarily performed and are essential for this position.  Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position.  Other duties may be required and assigned. 

Motor Vehicle - Renewals:

Enters, prints, stuffs envelopes, verifies customer information, takes payment, verifies amounts paid.

Motor Vehicles – Titling & Registrations:

Tasks associated with this category:

• Replacement Titles: Verify liens, input data, collect payment, and issue or mail titles.
• Dealer Titles: Process in-state and out-of-state dealer titles by verifying VIN, ownership details, odometer readings, and required documentation.
• Mobile Home Transfers: Ensure property taxes are paid, verify bills of sale and signatures, and process payments.
• Transfer on Death Titles: Collect and verify documentation to complete transactions.
• In-Transit Titles: Verify documents, create customer records, and finalize transactions.
• Out-of-Country Titles: Process titles for vehicles from outside the U.S.
• Salvage/Rebuilt Titles: Verify documents, process payments, and stamp paperwork for both in-state and out-of-state cases.
• Bonded Titles: Confirm state-approved bonds, process transactions, and issue plates.
• Recreated Titles: Use existing Iowa title information to recreate titles.
• Security Interests: Add or remove lienholders from titles.
• Vehicle Registration Refunds/Plate Replacements: Process plate returns, verify ownership, and handle replacements.
• Specialty/Personalized Plates: Assist customers with applications per IADOT requirements, prepare and mail documents, or forward them for processing.
• Surviving Spouse Transfers: Verify death, manage replacement titles, process testate forms, notarize as needed, and finalize transactions.
• Junking Certificates: Review documents, verify signatures and dates, and complete processing.
• Abandoned/Repossessed Vehicles: Handle documentation, issue necessary paperwork, and complete transactions for trailers and motor homes.
• Handicap Placards/Plates: Assist with applications, verify doctor’s notes, and ensure proper assignment of placards or plates.
• ERTS (Electronic Registration and Titling System): Review dealership documentation, approve or deny transactions, request changes, process payments, and complete deals for mailing to dealerships or customers.

Customer Service:

General Customer/Office Support: Provide notary services, answer office phones, and assist customers with inquiries.

Daily Cashiering and Reconciliation (Specific to Dyersville Office): Perform daily check-out procedures, including printing reports, reconciling cash to reports, scanning and sending reports, preparing mail postage, making bank deposits, and managing mail transmittal.

Passports:

Reviews application and photo, advises customer of any changes needed before moving forward, makes copies of all information, has applicant sign application, processes payment and prepares mailing for transmittal.

Property Tax Collection:

Processes in person and payments mailed in for property taxes, answers direct questions or send to a deputy to answer.

Minimum Education Qualifications

Education and/or Experience Requirements:

• Graduation from high school or G.E.D. equivalent is required.

Licenses, Certifications, and Other Requirements:

• Must be authorized to work in the United States. Dubuque County does not sponsor work visas or provide immigration sponsorship.

Minimum Knowledge, Skills, and Abilities Qualifications

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.

• Thorough knowledge of collection and cashiering procedures, methods and processes.
• General knowledge of real estate, automotive license and mobile home taxation regulations, procedures and techniques.
• General knowledge of bookkeeping terminology, methods, procedures and equipment.
• General knowledge of standard office procedures, practices and equipment.
• Ability to understand and follow oral and written directions.
• Ability to perform mathematical computations with speed and accuracy.
• Skill in the use of a variety of office and data processing equipment and some typing ability.
• Ability to get along well with others.

In evaluating candidates for this position, Dubuque County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position. 

Physical Requirements

• Extended periods sitting at a desk working on a computer.
• Standing at the counter and frequent walking is required.
• Proficiency in using computers is essential, so good hand-eye coordination and dexterity for typing, using a mouse, and navigating software interfaces are important.
• Requires lifting up to 25 pounds.
• Requires ability to walk steps, reaching, squatting, stooping, bending, pushing, and pulling.

Work Environment

• Work is primarily indoors at a desk.
• Occasional travel.
• Frequently work with irritated or agitated individuals.

Equal Opportunity

Dubuque County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Dubuque County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time.  The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.  The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.