Administrative Assistant

Ultimate Staffing; Wexford (Allegheny County); On-site; USD 29,000 - 34,000; Full time

Job summary

Ultimate Staffing is partnering with a well-established organization to place an experienced Administrative Assistant for a temp-to-hire role. The position focuses on processing title transactions, handling DMV paperwork, and providing strong administrative support in a fast-paced office.

Ideal candidates are detail-oriented, capable of managing documentation, and proficient in navigating regulated processes.

Qualifications

• High school diploma or GED required; relevant experience considered.
• Experience in high-volume administrative environments with strong attention to detail is preferred.
• Background in home title, banking, credit unions, insurance, medical billing, or other regulated admin roles encouraged.

Responsibilities

• Process title-related documents and DMV paperwork with accuracy.
• Handle routine administrative tasks: filing, scanning, data entry, and phones.
• Maintain organized records and support document retention per policies.
• Communicate with clients, dealerships, and DMV offices on title matters.
• Ensure confidentiality of sensitive customer and vehicle information.

Skills

Attention to detail

Organizational skills

Multitasking

Computer proficiency

Communication skills

Customer-service oriented

Time management

Team-oriented

Education

High School Diploma or GED

Equivalent combination of education & experience

Tools

CVR

Reynolds & Reynolds

TitleTec

Job description

Administrative Assistant (Temp-to-Hire)

Ultimate Staffing is partnering with a well-established organization to identify an experienced Administrative Assistant for a temp-to-hire opportunity. This role is ideal for a detail-oriented administrative professional who excels in managing documentation, maintaining accurate records, supporting daily office operations, and ensuring tasks are completed accurately and on time. While direct industry experience is a plus, we are open to candidates with relatable experience from home title companies, banking, credit unions, insurance, medical billing, or other highly regulated administrative environments. We are seeking a polished and dependable professional who can navigate complex processes, maintain exceptional attention to detail, and contribute immediately in a fast-paced office setting.

Position Summary

This is an experienced-level title processing role responsible for supporting vehicle registration, tag, and title transactions while ensuring compliance with state and dealership requirements. The ideal candidate will have experience handling high-volume administrative processes, maintaining accurate records, and providing excellent customer service. In addition to title processing responsibilities, this position includes general office support such as answering phones, scanning, filing, and data entry.

Key Responsibilities

• Process retail, wholesale, and dealer trade title transactions.
• Handle out-of-state title processing and export documentation.
• Process tag transfers and related DMV paperwork.
• Review title documentation for completeness, accuracy, and compliance.
• Communicate with clients, dealerships, DMV offices, and other stakeholders regarding title-related matters.
• Maintain organized records and support document retention processes.
• Perform administrative duties including filing, scanning, data entry, and answering inbound calls.
• Support internal teams by ensuring timely completion of title and registration activities.
• Maintain confidentiality and accuracy when handling sensitive customer and vehicle information.

Qualifications

Required Experience

• Previous Automotive Dealership Title Clerk experience strongly preferred.
• Experience working in a high-volume administrative environment requiring exceptional attention to detail.
• Candidates with backgrounds in home title, banking, credit unions, insurance, medical billing, finance, or other documentation-heavy administrative roles are encouraged to apply.
• Knowledge of automotive accounting concepts such as refunds, funding, write-offs, and F&I documentation is a plus.
• Experience with DMV software such as CVR, DLRdmv, Reynolds & Reynolds, TitleTec, or similar systems is a plus.

Skills & Competencies

• Strong attention to detail and commitment to accuracy.
• Excellent organizational and multitasking abilities.
• Strong computer proficiency and ability to learn new systems quickly.
• Professional written and verbal communication skills.
• Customer-service-oriented mindset.
• Ability to prioritize competing deadlines in a fast-paced environment.
• Dependable, punctual, and team-oriented approach to work.

Education

• High School Diploma or GED required.
• Equivalent combination of education and relevant experience may be considered.

Work Environment

• Professional office environment with moderate noise levels.
• Fast-paced setting requiring strong organizational and time-management skills.
• Collaborative team environment with regular interaction across departments.

Compensation

• $21.00 - $25.00 per hour

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.