Administrative Clerk

Job Overview

Description

The Administrative Clerk is responsible for the titling and registering of motor vehicles, processing property tax payments and passport processing.   This role requires strong attention to detail, thorough knowledge of motor vehicle laws and regulations, and excellent customer service skills.

 

Job Duties

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 – verifies lien, enters info, takes payment & mails/gives to customer.
• In-state Dealer Titles – Verifies VIN, owners, signatures, dates, odometer, damage disclosure.  Verifies all proper documents & information are included to perform the transaction.
• Out of State dealer titles – Enters out of state title info/MCO Info, plus verifies if notarization is required, verifies vehicle not registered in IA.
• Mobile Home Title Transfers – Verifies property taxes are paid, if not process tax payment, if new verify bill of sale, signatures, processes payment.
• Transfer on death titles – Verifies required information, collects proper documentation and processes transaction as required.
• In-transit titles – Verifies proper documents, creates customer record, completes transaction.
• Out of Country Titles –
• Salvage/Rebuilt Titles (In-state & Out of State) – verifies and confirms proper info and documents are presented, completes transaction including stamping paperwork and processes payment.
• Bonded Titles – Verifies and confirms proper info and documents including the bond has been approved by the state, processes transaction, issues plates and processes transaction.
• Recreate Titles – utilizes info from old IA title, processes transaction.
• Security Interest – adds/removes lien holders from titles.
• Vehicle Registration refund/replace plates – takes in plates, verifies owner and processes transaction.
• Specialty/Personalized Plates – helps customer prepare application based off IADOT requirements, scans documents, mails to IADOT or hands off to deputies for processing and completes transaction.
• Surviving Spouse transfer – verifies death, utilizes replacement title if necessary, testate form if not on title, notarizes, and then completes transaction and processes payment if needed.
• Junking Certificates – reviews proper documents are received and completes with dates and signatures, enters and processes.
• Abandoned Vehicle/Repossessed Vehicle/Travel Trailers/Motor Homes – reviews proper documentation received, issues proper paperwork if needed, and processes transaction as necessary.
• Handicap Placards/Plates – helps customer complete application, verifies doctor note, must give to clerk 4/deputy to assign placard/plate, finishes transaction.
• ERTS – (Dealership portal through ARTS that launched 2023)  clerks are assigned to this que as needed, reviews proper documentation is received from dealership, approves or denies deal based on proper info received, requests changes to dealership if needed, processes payment and completes transaction by mailing info to dealership/customer.

Customer Service:

Notary Services to Customer.  Answers office phones. Check out – prints reports, reconciles cash to reports, scans and sends reports, prints postage for mail going out, deposits to bank and mail to post office (this is specific to Dyersville office).

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 mailed in payments for property taxes, answers direct questions or sends to a deputy to answer.

On a rotation basis, you will be required to work in our Dyersville location.

 

Minimum Qualifications

Education and/or Experience Requirements:

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

Licenses, Certifications, and Other Requirements:

• None

 

Supplemental Information

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 to 50 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.
• Frequently work with communicable diseases.

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.

 

Equal Opportunity

Dubuque County is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, age, religion, sex, sexual orientation, gender identity, genetic information, ancestry, national origin, marital status, disability, or protected veteran status and will not be discriminated against. Inquiries can be directed to the Human Resources Department at (563) 589-4441.