Deputy Clerk (Motor Vehicle Technician) - Part Time 20 hours

at  Gilpin County

Primary Responsibility: Performs a wide variety of complex and specialized technical and administrative work for the State of Colorado Motor Vehicle Division. Incumbent analyzes, regulates and enforces statutory requirements for all state and federally mandated title and registration laws.
Supervised by: Clerk and Recorder
Supervises: N/A
FLSA status: Non-Exempt Part-Time 20 hours
Salary Range: NE6 - $19.13 - $25.87
Hiring Range: $19.13 - $22.50
Open until filled or for at least a minimum of one week

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. Some college level coursework in business or public administration is preferred.

• Advanced knowledge of vocabulary, grammar, punctuation and spelling.
• Considerable knowledge of simple accounting, financial recordkeeping and bookkeeping principles and techniques.
• Advanced knowledge of systems related to Motor Vehicle and Recording office operations.
• Advanced knowledge of statutes, rules and regulations as they pertain to the registration and titling of vehicles and property records in the State of Colorado.
• Computer knowledge: Microsoft Office, including Word and Excel with the ability to learn new programs.

MENTAL/PHYSICAL REQUIREMENTS:

• 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.

• 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: Two years of increasingly responsible experience within a County Motor Vehicle Division processing all types of transactions independently OR any equivalent combination of training and experience that provides evidence that the applicant possesses the necessary applicant traits.

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.

PERFORMANCE INDICATORS: (Identifies specific job performance requirements to measure performance criteria for job evaluations.)

• The employee performs duties within the organizational structure of the Department/Division, following appropriate procedures and policies. The employee is evaluated in the following areas

MOTOR VEHICLE ESSENTIAL JOB DUTIES:

• Assists citizens in licensing, titling and filing motor vehicle documents. Collects statutory motor vehicle revenues including but not limited to all sales and use taxes. As an agent for the department of Revenue, verifies all legal documents for compliance of state and federal laws. Insures that the Department of Revenue rules and regulation are adhered to along with Gilpin County departmental policies and procedures.
• Acts as an agent for the Colorado Department of Revenue, Division of Motor Vehicle stays in compliance with C.R.S. 42-12-15.
• Maintain confidentiality of information consistent with applicable federal, state and local rules and regulations.
• Perform complex and specialized technical and administrative work in support of the Motor Vehicle Division.
• Assist the public with all inquiries, research information needed, solve complex issues, submit negotiable documents for final processing, and determine the elements needed to conduct a rightful motor vehicle transaction of any type.
• Verity title documents, utilizing appropriate reference manuals and materials to determine legal qualification and insure accuracy. Authenticate completeness and compliance with state and federal laws. Confirm title and registration revenues due and establishes proper sales and use tax rates to be paid by the citizen. Assess filing and release requirements and fees needed.
• Substantiate legal addresses and conforms to jurisdictional requirements. Perform routine computer processes set by the Department of Revenue for maintenance of the system.
• Collects fines, fees and removal of licenses plates according to laws set by the Department of Revenue.
• Assist with and perform a variety of off-counter work, including, but not limited to, dealer and financial institution submitted documents, title and registration processing, security agreement filing and archival, processing mail requests, and correspondence. Serve as a representative the Department of Revenue and the County of Gilpin.
• Issue license plates, annual validation tabs, requirements for Americans with Disabilities Act for placards and plates, meeting the criteria set for the temporary permits. Colorado Auto Insurance regulations standards set by law. Review computer generated reports and complete file maintenance.
• Processes and completes complex title transactions, bonds, special ID, salvage vehicles, mechanic liens, Gross Vehicle Weight (GVW), Trailer Vehicle Weight (TVW), and Special Mobile Machinery (SMM).
• Verify cash transactions; prepare deposit and distribution of funds. Balance office revenues against reports.
• Prepare concise and accurate correspondence to dealers, financial institutions, taxpayers, and County officials. Explain complicated title registration issues with tact and common sense by phone or in person to the public. Meet the statutory requirements for the collection of all motor vehicle related fees, including sales and use tax.
• Verify title documents by utilizing appropriate reference manuals and materials to determine legal qualifications and insure accuracy. Process title documents, analyze proper methods to correct and examine documents for fraud. Establish and maintain files, manuals, scanned records, and computer historical data.
• May be asked to train new employees of the Motor Vehicle department.

ADDITIONAL JOB DUTIES:

• Serve as a representative and maintain compliance with the Department of Revenue, County of Gilpin and other state and local authorities.
• Meet and confer with customers to explain departmental plans, programs, functions, policies and procedures. Assist departmental staff in preparing and coordinating reports as required. Answers emails, phone calls and talks with customers. Maintain liaison with other departments.
• Attends trainings, conferences and webinars as necessary to learn new procedures.
• Picks up mail and other correspondence. Distributes to appropriate staff member.
• Close out end of day in cash register for all departments. Balance funds daily. Make the daily deposit with the Treasurer.
• Keep work areas clean.
• Performs other duties as assigned by the Clerk and Recorder and/or Chief Deputy Clerk.

MISCELLANEOUS JOB DUTIES:

• Operate a personal computer utilizing applicable software as well as other types of internal file maintenance programs to create concise and accurate correspondence to dealers, financial institutions, taxpayers, attorney’s, county officials, co-workers and other County personnel as well as to enter, store and retrieve data when necessary. All data, documents and entries must be verified for total accuracy. Summarize data in preparation of required reports.
• Identify and recommend improvements in divisional and departmental operations to ensure support functions are efficient and cost effective. Take proper safety precautions, anticipate unsafe circumstances and act accordingly to prevent accidents. Use all required safety equipment.
• Serve in a supporting role to other activities in the Clerk & Recorder Department including but not limited to Elections functions.
  INDEPEDENCE OF ACTION: Works under the general direction of the Clerk and Recorder and Chief Deputy. Meets with Clerk and Chief to establish overall goals and objectives. Exercises considerable initiative and judgement in meeting assigned objectives and implementing department/division operations, services and programs. Work is reviewed for compliance with established procedures, conformance with policy and technical accuracy. The Clerk and Chief Deputy are informed of progress and potentially controversial matters and areas of far-reaching implications. Completed work is reviewed from an overall standpoint of meeting department/division goals and in providing acceptable service levels to the County. Inadequate customer service in all areas could result in inconvenience and frustration for citizens, missing or lost documents, non-negotiable Colorado titles and/or registration, inaccurate records, revenue collection, recording errors and distribution errors.
  WORKING RELATIONSHIPS: The worker’s primary contacts are with the public, departmental/divisional co-workers and supervisors, Colorado Department of Revenue staff, Secretary of State, dealerships, financial institutions, title companies, private sector businesses and other governmental agencies in giving and receiving factual information or providing assistance in following procedures to provide service.
  WORKING CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. The noise level in the environment is moderate and can result in some distraction. Work is generally scheduled Monday through Friday with the exception of an Election where you may be asked to work additional hours. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is frequently required to sit, talk, stoop or hear. The employee is required to walk, use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. Physical demands are described as light (exert up to 30 lbs of force occasionally and/or up to 10 lbs of force frequently, and/or a negligible amount of force constantly to move objects). There may be occasions when the employee will need to help with lifting/moving boxes of license plates, election equipment and county seal which can weigh up to 30 lbs. Data entry and other tasks may require sitting at a computer for extended periods of time. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
  PERSONNEL MANAGEMENT RESPONSIBILITY: None

PERFORMANCE INDICATORS: (Identifies specific job performance requirements to measure performance criteria for job evaluations.)

• The employee performs duties within the organizational structure of the Department/Division, following appropriate procedures and policies. The employee is evaluated in the following areas:

A review of the incumbent’s performance on the above performance indicators will be conducted on a periodic basis as determined by the Clerk and Chief Deputy. The Clerk and Chief Deputy evaluate the worker’s administration of policies and procedures through daily observations, spot checks, written reports, feedback from other staff members and the public, and communication with the incumbent.
KNOWLEDGE: Advanced knowledge of computers and modern office practices and procedures. Advanced knowledge of vocabulary, grammar, punctuation and spelling. Considerable knowledge of simple accounting, financial recordkeeping and bookkeeping principles and techniques. Advanced knowledge of systems related to Motor Vehicle and Recording office operations. Advanced knowledge of statutes, rules and regulations as they pertain to the registration and titling of vehicles and property records in the State of Colorado.
SKILLS: Skill in understanding and responding to customer needs. Skill in the operation of a personal computer including applicable software, telephone, 10-key calculator by touch, facsimile machine, printer, copier and electronic devices associated with elections. Skill in performing mathematical computations. Skill in typing at least 25 WPM with accuracy. Skill in using both alphabetical and numerical filing systems and retrieving data.
ABILITIES: Ability to handle confidential information; work from broad direction with limited supervision; make complex and varied arithmetic computations and tabulations rapidly and accurately; maintain a variety of financial records and files; work accurately and productively with frequent interruptions and deadlines; work well with culturally diverse people; establish and maintain effective working relationships with other employees, supervisors, other agencies and the public; work well with varied and demanding people; communicate clearly and concisely in English, verbally and in writing; organize activities in order to complete tasks in accordance with priorities, address multiple demands or meet deadlines; organize task and working environment to maximize efficiency; focus attention on task which may be complete routine or repetitive without losing concentration or becoming distracted by external activities; adapt to interruptions, equipment failures, unusual demand or changing priorities; read, understand, and apply technical manuals, complex analytical methods and research reports; employ and enforce safety procedures and policies; handle stressful situations; and understand and follow written and oral instructions and procedures.

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