Job Description

Position Description The Title Clerk processes car deals of all types, both in state and out of state and is responsible for new and used automotive titling and plating. The Title Clerk verifies costs for the accounting department, including the costs of reconditioning and equipment add-ons and handles the legal transfer of documents for the Department of Motor Vehicles. As such, the Title Clerk works closely with others within the Accounting/Administration Department, both Sales Managers and Sales Consultants, and the Finance and Insurance Managers to ensure the proper handling, processing, filing, and recording actions are completed. The Title Clerk reports to the Office Manager and Controller. This position provides full-time and part-time opportunities. This is not a managerial position. Specific Duties:

• Process all new and used vehicles for registration in the state in which they will be titled.
• Prepare tax and title documents.
• Submit all legal transfer work to the Department of Motor Vehicles.
• Verify that funds have been collected and the correct lienholder paid off before processing title applications.
• Check for accuracy in the application and ensures that all information is complete.
• Prepare payoff checks for new vehicles and trade-ins.
• Bill out all dealer trades and prepares Certificates of Origin.
• Maintain a system to verify out-of-state titles.
• Compile and maintain a complete list of all outstanding title work. Report to management on the status of any missing or problem titles and provide a current list of outstanding titles to the comptroller at the end of month.
• Sign over titles for all wholesalers who have paid in full.
• Prepare a monthly report capturing any funds not collected from wholesalers due to missing or incomplete title work.
• Maintain expertise of Florida title requirements in order to facilitate the timely processing of deals.
• Process titles for wholesale transactions and works closely with the title clerk on status of titles.
• Process dealer trades.
• Review and verify all documentation pertaining to a customer's vehicle purchase and to a wholesale.
• Prepare stock cards for new and used vehicles.
• Processes yearly renewal of dealer tags in conjunction with comptroller.
• Stays abreast of title regulations. Attends seminars held by local licensing bureaus and any available training on title regulations.
• Cross-trains others to handle title clerk daily responsibilities.
• Conducts periodic training sessions for F&I managers and sales personnel regarding title regulations and procedures and issues a written memo to managers and all sales personnel whenever regulations change.
• Coordinate with coworkers in the Administration (accounting and billing), Sales and F&I, Departments as needed to effectuate the completion of the purchase process.
• Answer customer questions pertaining to title and registrations.
• Perform administrative support tasks, such as proofreading documents, records, or other files; transcribing information; or inputting data into computer software applications.
• Perform clerical tasks in support of administrative or operational needs.
• Prepare business correspondence as needed.
• transaction is accurate and in line with regulations.
• Examine contracts to assure conformity with specified requirements.
• Review and verify all documents are signed and completed accurately.
• Maintains professional appearance and neat work area.
• Assist in maintaining the overall cleanliness and orderliness of the administrative office.
• Clean and polish furniture and fixtures, vacuum, and empty all trash receptacles in your work area.
• Complete additional/other tasks as assigned by the Office Manager and/or Controller.

Knowledge, Skills, and Abilities inherent in the position:

• Organizing, Planning, and Prioritizing Work – Developing specific goals and plans to prioritize, organize, and accomplish your work.
• Documenting/Recording Information – Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Communicating with People Outside the Organization – Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
• Work with Computers – using computers and computer systems (including hardware and software) to enter data or process information.
• Getting Information – Observing, receiving, and otherwise obtaining information from all relevant sources.
• Processing Information – Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
• Evaluating Information to Determine Compliance with Standards – Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
• Communicating with Supervisors, Peers, or Subordinates – Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Performing Administrative Activities – Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Active Listening – Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and do not interrupt at inappropriate times.
• Self- Control – maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
• Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Oral Comprehension and Expression – listen to understand and convey information effectively.
• Cooperation – being pleasant with others on the job and displaying a good-natured, cooperative attitude.
• Problem Sensitivity – the ability to tell when something is wrong or likely to go wrong.

Requirements:

• Maintain a current status for required Mazda Certification(s) and ensure the courses listed are no more than one year old:
• Dealer Operations Professionals Certification (D899 – Other Admin); and
• Ultimate Mazda Experience (UMX) – UMX Sales or Service Standards.
• Demonstrate complete understanding of Florida title requirements that facilitates the processing of car deals.
• Maintain an awareness of the dealership’s accounting and billing software/systems.
• Attain Notary Public certification.
• Complete all company training associated with the titling and plating processes such as JM&A, Dealer Tag Agency – Title & Tags, Florida Department of Motor Vehicles Compliance, Reynolds & Reynolds – in-person and virtual training (ERA-Ignite and reyrey.com), and Mazda of Clearwater – F&I insights.
• Attend all first aid, CPR, and basic lifesaving training offered by or through the dealership for employees.
• Wear assigned clothing/uniform each day and ensure all clothing and accessories are mainlined in optimal condition; and
• Participate in all company surveys, performance assessments, and peer reviews.

Objectives:

• Help enable the efficient, high-quality production of business outcomes that positively impact profitability, minimizes errors, and conserve workforce effort through the proper execution of accounting/billing processes and transactions.
• Attain Certified Bookkeeper status.

Successive Positions and Opportunities The Titling Clerk position is both developmental as an independent track and as a launching point for other positions. It is a mid- to senior-level position and long-term track with myriad opportunities for specialized training and continued growth within our organization.

Job Tags

Full time, Part time, Local area, Remote job,

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