Lead Title Clerk

The Proctor Dealerships; Tallahassee (FL); Hybrid; USD 32,000 - 50,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

401(k) retirement plan

Paid training

Paid vacation and sick leave

Employee Assistance Program (EAP)

Flexible work schedules

Employee discounts

Job summary

The Proctor Dealerships in Tallahassee is seeking a detail-oriented Title Clerk to coordinate vehicle purchasing, title processing, and registration administration. You will manage acquisitions, process customer payments, maintain title/escrow records, and support dealership operations with accurate recordkeeping and tag management.

Reporting to the Office Manager and Corporate Controller, the role emphasizes compliance with dealership and state requirements and requires strong accuracy and

Qualifications

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

Responsibilities

• Process all out of state deals utilizing DLR50, self-service and full service.
• Confirm amounts to be issued to out-of-state counties and issue checks.
• Obtain missing or corrected documents from Finance and/or customers.
• Post DLR50 transactions and related entries.
• Request and track refunds of duplicate DLR50 charges.
• Floor plan payoffs and monthly charges.
• Post payoff entries and renewals for vehicles.
• Assist with tag office applications and title processing.
• Maintain dealer and company car tag books and renew plates annually.
• Renew dealer plates and company car plates.

Skills

Language skills

Math skills

Computer skills

Reasoning ability

Tools

DLR50 system

DSN

Microsoft Word

Microsoft Excel

Job description

At the Proctor Dealerships, we strive to make every customer a customer for life. Happy employees make happy customers, and we reward individuals who are ready to work hard and stay motivated. Every employee at Proctor Dealerships is absolutely critical to its success. Our promise is to keep delivering the same award winning service and value that our community has come to expect from our dealership through the years.

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 recordkeeping, 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 deal 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.

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.

EQUAL OPPORTUNITY EMPLOYER

APPLICANT’S STATEMENT

I understand that if I am hired, my employment will be for no definite period, regardless of the period of payment of my wages. I further understand that I have the right to terminate my employment at will at any time with or without notice or reason, and the Company has the same right. No one other than the President of the Company has authority to modify this relationship or make any agreement to the contrary. Any such modification or agreement must be in writing. I understand that the Company reserves the right to require me to submit to a drug test at any time and also reserves the right to require me to submit to an alcohol test and/or medical examination to the extent permitted by law. I further understand that the Company may contact my previous employers and I authorize those employers to disclose to the Company all records and other information pertinent to my employment with them. I release my previous employers from any liability as a result of their disclosure of information about me to the Company. I also authorize the Company to provide truthful information concerning my employment with it to my future prospective employers and I agree to hold it harmless for providing such information. I further understand that if employed I will be on a 90‑day introductory period, and that termination for unsatisfactory performance during that period will not result in any Company responsibility for unemployment benefits. I further understand that completion of the introductory period does not confer any expectation of continued employment, and that if employed, my employment will be for no definite period and “at‑will.” By signing this application, I certify that all of the information that I provide on this application and in any interview will be true, complete and accurate. I understand that if I am employed and any such information is later found to be false or misleading in any respect, I will be dismissed. I certify that I have received a written notification that the Company may obtain a consumer report or reports on me. I authorize this Company to obtain such a report or reports for use in connection with my application for employment and for other employment‑related reasons. If hired, this authorization shall remain on file and serve as ongoing authorization for procurement of employment‑related consumer reports at any time during my employment. I understand that the term “consumer report” includes, but is not limited to, credit checks, criminal background checks, Department of Motor Vehicle reports, and investigative consumer reports. I further understand that the term “investigative consumer report” means a report in which information on my character, general reputation, personal characteristics, or mode of living is obtained through personal interviews with my neighbors, friends, or associates, or with others with whom I am acquainted or who may have knowledge concerning any such items of information.