Primary Responsibility: Employee is responsible for the collection of ownership tax, license fees and sales tax; acts as an agent for the State of Colorado and verifies title documents and registrations for compliance with State laws and regulations in the Motor Vehicle Division. Also assists with the functions of the election process. Ensures compliance with statutes and rules in all three divisions.
Supervised by: Clerk and Recorder
Supervises: N/A
FLSA status: Non-Exempt
Main Job Duties:
- Assists the public, via mail or in person, in the process of motor vehicle renewals, titles, registrations and related miscellaneous requests. Makes sure all outgoing mail is complete and has adequate postage.
- Issues titles, license plates, specialty plates and temporary permits according to the laws of the State of Colorado and County policy. Verifies documents for accuracy and legal requirements.
- Provides information for multiple types of license plates, as well as, requirements and fees associated with each plate.
- Accepts or rejects legal documentation based on determination of compliance with current statutes.
- Processes and completes complex title transactions such as out of country, bonds, special ID, salvage vehicles and mechanic liens.
- Completes all types of registration transactions including Gross Vehicle Weight (GVW), Trailer Vehicle Weight (TVW) and Special Mobile Machinery (SMM).
- Processes fleet and dealer forms.
- Processes required documents for filing liens on motor vehicles. Verifies required information on security agreements against title documents. Files Assumption of Liens, Transfers of Equity, Substitution of Collateral, second, third and fourth liens, and lien extensions.
- Calculates and collects sales tax and licensing fees in accordance with established procedures by the State of Colorado.
- Acts as an agent for the State of Colorado in compliance with C.R.S. 42.12.15. Keeps updated with new State statutes and procedures.
- Collects appropriate fees as set by statute and documents them according to office procedures. Utilizes the cash register according to county guidelines. Balances cash register drawer per office policy and may deposit with Treasurer’s Office.
- Conducts searches of federal tax liens and Universal Commercial Code (UCC) filed with the Secretary of State.
- Performs Title Batching which includes proofreading titles for accuracy before they are sent to the Colorado Department of Revenue for processing.
- Provides cross-training and knowledge transfer to staff as needed to support continuity of operations and government services.
- Exercises sound judgment in handling confidential and sensitive information, ensuring appropriate disclosure only to authorized individuals and entities.
- Assists in stabilizing emergent or unforeseen operational situations to ensure continuity of services and effective organizational response.
- Adheres to all County policies, procedures, regulations, and applicable laws.
- Performs other duties and special assignments as assigned.
Elections Essential Job Duties:
- Complies with the National Voter Registration Act. Provides necessary information and forms to the public that is required for voter registration.
- Follows the Secretary of State rules regarding election database security and governance and the approved Security Plan when performing election duties.
- Follows instructions and procedures in and when performing election duties.
- May scan and tally ballots on Election Day.
- Troubleshoots election voting equipment when problems arise.
- Answers voter questions for election deadlines as established by the Secretary of State.
- Assists the public in completing election forms including but not limited to: voter registration, change of address, ballot instruction and all other miscellaneous voter forms.
- May assist with election judge training classes, including voter processing and equipment training.
Recording Job Duties:
- Assists the public in locating documents either on the computer, in microfiche, or in books. Copies documents as requested.
- Assists the public by pulling maps and plats and obtains copies as necessary.
- Collects appropriate fees for recording documents.
Additional Job Duties:
- Attends trainings, conferences and webinars as necessary to learn new procedures.
- Performs other duties as assigned by the Clerk and Recorder and/or Chief Deputy Clerk and any duties needed to stabilize an emergency situation.
- Picks up and delivers mail and other correspondence to staff.
- Restocks and orders supplies as needed.
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.
- Computer knowledge: Microsoft Office, including Word and Excel with the ability to learn new programs.
- Must possess knowledge of or have the ability to learn the DOS system.
Ability to:
- Learn and understand electronic voting systems.
- Organize work, set priorities, meet critical deadlines and follow up on an assignment.
- Accurately and effectively transmit and receive information that is necessary to the accomplishment of goals and objectives, including effective written and oral communications in English; listen; deal with people beyond giving and receiving instructions; and speak to people with confidence.
- Establish and maintain courteous and effective working relationships with employees, the public and other agencies.
- Read a variety of correspondence, forms, reports, statutes, etc.
- Use independent judgment and critical thought to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists and to interpret a variety of instructions furnished in written and oral form.
- Develop and modify work procedures, methods and processes to improve efficiency.
- Screen communications and, based on content, handle independently or route to proper source with the ability to exercise independent judgment.
- Understand and follow moderately complex oral and written instructions.
- Have the ability and knowledge to quote fees for recording of documents according to the fee schedule stated according to the Colorado Revised Statutes, Title 30.
- Must possess knowledge to utilize mathematical formulas to add, subtract, multiply and divide for cash count and to balance the cash register.
- Must possess considerable knowledge of office practices, procedures, equipment and standard clerical techniques with the ability to use common office equipment. Ability to use a variety of photographic equipment including microfilm and microfiche readers and printers, plat machines, scanning equipment, etc.
- Must pass background check, including criminal.
Certifications and Training:
Ability to obtain:
- Training by the Secretary of State’s Office concerning the State of Colorado Revised Statutes, Title 1, election laws and other relevant statutory references to the election process; Secretary of State rules and regulations as directed by statute; Federal election laws as applicable including, but not limited to, The Help America Vote Act of 2002 and the National Voting Rights Act of 1993; thorough understanding of election cycle statutes and rule.
- Training on the HART voting system which includes but is not limited to the scanning of ballots and the tallying of the ballots on Election Day.
- Colorado Election Official certificate.
Mental/Physical Requirements:
Ability to:
- 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, document cameras, microfilm and microfiche readers and printers, etc.
- 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:
- One year of general office experience required.
