Lead Title Clerk

Proctoracura; Tallahassee (FL); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

401(k) retirement plan

Paid vacation and sick leave

Job summary

Proctoracura is looking for a qualified individual to handle vehicle purchasing and title processing in Tallahassee, Florida. The role involves managing vehicle acquisitions, processing payments, and ensuring compliance with dealership and state requirements.

Ideal candidates will have five years of related experience and strong skills in Microsoft Excel and Word. The position offers various benefits including health coverage, retirement plans, and professional development opportunities.

Qualifications

• Five years related experience and/or training; or equivalent combination of education and experience.
• Ability to read, analyze, and interpret business documents.
• Ability to accurately calculate figures and amounts.

Responsibilities

• Coordinate vehicle purchasing, title processing, and registration administration.
• Manage vehicle acquisitions and maintain title and escrow records.
• Perform financial postings and account reconciliations.

Skills

Advanced computer skills

Mathematical skills

Language skills

Education

Five years related experience

Tools

Microsoft Excel

Microsoft Word

Job description

What We Offer

• Medical, dental, vision coverage (medical provided through Capital Health Plan)
• Voluntary supplemental insurances including disability, cancer, and hospital coverage via American Fidelity
• 401(k) retirement plan with eligibility after 90 days for full‑time employees
• Paid training and professional development
• Paid vacation and sick leave
• Employee Assistance Program (EAP) for confidential support and resources
• Flexible work schedules to support work‑life balance
• Employee discounts on products and services

SUMMARY

Responsible for coordinating all aspects of vehicle purchasing, title processing, and registration administration. This position manages vehicle acquisitions, processes customer payments and vehicle payoffs, maintains title and escrow records, coordinates auction and wholesaler transactions, performs financial postings and account reconciliations, and ensures compliance with dealership, manufacturer, and state tag agency requirements. The role also supports dealership operations through accurate record‑keeping, dealer and company vehicle tag management, and related administrative functions. Will report to the Office Manager and Corporate Controller.

ESSENTIAL DUTIES

• Processes all out‑of‑state deals utilizing DLR50, self‑service and full service.
• Confirms amount to be issued to out‑of‑state counties and issues checks to them and to customers.
• Obtain missing or corrected documents from Finance and/or customers.
• Post DLR50 transactions.
• Request and track refunds of duplicate DLR50 charges.
• Floor plan payoffs, including curtailments and monthly charges.
• Post payoff entries.
• Request flooring for new and used vehicles.
• Check schedules monthly to ensure proper and timely flooring.
• Purchase vehicles from customers.
• Issue checks to customers and payoff vehicles as needed.
• Approve vehicles for purchase from AHFC.
• Post entries.
• Follow up on late titles on purchases.
• Complete tag office applications for obtaining titles, such as converting MCO’s to paper titles, obtaining paper titles for purchases as needed.
• Maintain tag office escrow account balances.
• Reassign titles for Manhiem/Cox Automotive OVE (excludes Manhiem Tallahassee auction), ACV auctions and local independent wholesalers.
• Send titles out in a timely manner via UPS or call the wholesaler to pick up title and bring payment.
• Receipt auction and independent wholesaler’s checks (excluding Manheim Tallahassee).
• Post various Subaru invoices during the month and at month end.
• Reconcile Subaru parts statement monthly.
• Check scan when available.
• Maintain dealer and company car tag books for Executive Assistant and Controller.
• Renew dealer plates and company car plates annually.
• Replace lost or stolen plates.
• Assist Executive Assistant with fleet insurance issues related to company car tag renewals annually.
• Perform tag audits for First Bay Tag Agency annually.

BACK‑UP LEAD TITLE CLERK DUTIES

• Post entries for DLRdmv.
• Prepare tag office title applications and post entries.
• Cap wholesales.
• Send title work to DSN.
• Reassign titles.
• Send title to Manheim Tallahassee.
• Receipt Manheim Tallahassee auction checks.
• Communicates with callers in a professional, friendly and efficient manner.
• Maintains a professional appearance.
• Keeps work area neat and clean.
• Other duties may be assigned or implied.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Five years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulation. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to accurately calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

COMPUTER SKILLS

Advanced computer skills, including but not limited to Microsoft Word, and Microsoft Excel.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

LICENSES

Must have a valid Driver's License and maintain clean DMV Report.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

EQUAL OPPORTUNITY EMPLOYER

This company is an equal opportunity employer and ADA compliant employer and does not discriminate because of race, color, religion, sex, age, citizenship, marital status, disability, national origin, familial status, gender identity or expression, or sexual orientation.