MCS IFTA/IRP Administrative & Credential Coordinator- 2 Positions (03716 & 05010)

Commonwealth of VA Careers; Richmond (VA); On-site; USD 43,000 - 50,000; Full time

Job summary

The Virginia Department of Motor Vehicles (DMV) is seeking 2 Administrative & Credential Coordinators to join the Motor Carrier IFTA/IRP team in Richmond. These roles coordinate IFTA, IRP and other motor carrier credentials while maintaining regulatory and financial standards.

You will manage document filing, data entry, payments, and credential issuance, with accurate indexing, Q&A with customers, and cross‑functional support.

Qualifications

• Strong written and verbal communication with error-free typing.
• Advanced organizational skills to manage high-volume tasks efficiently.
• Ability to verify documentation and resolve discrepancies in applications, credentials, or payments.
• Proficiency in Microsoft Office Suite.
• Experience in administrative support or customer service.

Responsibilities

• Prepare electronic and paper documents for filing and/or digital archiving, ensuring accuracy and policy compliance.
• Manage file-room, paper records and document retrieval with PII and FOIA compliance.
• Resolve issues with undeliverable or returned mail and update records.
• Verify and index applications, tax returns, and other documents for processing.
• Respond clearly to customer inquiries about status and requirements.
• Collaborate with DMV teams to address escalated issues and ensure timely resolutions.
• Issue credentials to customers through queue management with accuracy.
• Maintain and reconcile DMV inventory of plates, permits, and decals.
• Assist with departmental projects as assigned.
• Process payments accurately and reconcile daily transactions.
• Receive, log, and distribute incoming mail and documents.

Skills

Strong communication

Organizational skills

Document verification

Microsoft Office

Administrative support

Tools

Microsoft Office Suite

Job description

Title: MCS IFTA/IRP Administrative & Credential Coordinator- 2 Positions (03716 & 05010)

State Role Title: Admin and Office Spec III

Hiring Range: $43,050- $49,507

Pay Band: 3

Agency: Department of Motor Vehicles

Location: INTERNATIONAL REG & ROAD TAX

Agency Website: www.dmv.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Motor Vehicles (DMV) is seeking 2 Administrative & Credential Coordinators to join the Motor Carrier IFTA/IRP team. These positions ensure the seamless coordination of the International Fuel Tax Agreement (IFTA), International Registration Plan (IRP) and other Motor Carrier program applications and credentials while maintaining compliance with regulatory and financial standards. These roles require precise communication, error‑free data entry, and the ability to maintain the smooth assignment of applications or tax returns and issue credentials accurately and efficiently. Employees rotate through assigned responsibilities to gain cross‑functional expertise, ensuring consistent workflow coverage, team flexibility, and operational effectiveness.

Responsibilities

• Prepare electronic and paper documents for filing and/or digital archiving, ensuring accuracy and compliance with agency retention and the library of records policies.
• Manage file‑room, paper records and document retrieval processes in compliance with PII and FOIA policies.
• Resolve issues with undeliverable or returned mail, updating records as necessary.
• Verify and correctly index (apply keywords) applications, tax returns, and other customer documentation to processing teams ensuring to resolve any issues or discrepancies before submission to the applicable processing system.
• Respond clearly to customer inquiries about the status of applications, account discrepancies, and compliance requirements in accordance with DMV policies.
• Work with DMV teams to address escalated issues and ensure prompt resolutions.
• Issue credentials to customers through queue management, verifying accuracy and ensuring compliance with DMV standards.
• Maintain and reconcile DMV inventory, including license plates, overload permits, and decals, ensuring alignment with issued credentials.
• Assist with departmental projects or special initiatives as assigned.
• Apply and process payments accurately, adhering to PCI and DMV protocols.
• Reconcile daily financial transactions accurately and prepare deposit documentation.
• Receive, log, and distribute incoming mail and documents, ensuring timely delivery to appropriate work centers.

The Virginia Department of Motor Vehicles (DMV), headquartered in Richmond, Virginia, serves approximately 6.2 million licensed drivers and ID card holders with over 8.4 million registered vehicles. In addition, DMV serves many businesses, including dealers, fuel tax customers, rental companies, driving schools, other state agencies, local governments, and non‑profit organizations. DMV operates upon five fundamental core values: Trustworthiness, Respect, Accountability, Integrity, and Teamwork (TRAIT). We don’t just talk about our core values. We live them!

Minimum Qualifications

• Strong written and verbal communication skills with a demonstrated ability to type and communicate without error.
• Advanced organizational skills to manage high‑volume tasks accurately and efficiently.
• Demonstrated ability to verify documentation and resolve discrepancies in applications, credentials, or payments.
• Proficiency in Microsoft Office Suite
• Experience in administrative support or customer service roles

Additional Considerations

• Familiarity with Commercial Motor Vehicle, IFTA and IRP program requirements
• Familiarity working with physical inventoried items with the ability to analyze accurate reporting

Minorities, individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TT

Selected candidate(s) will need to complete the I-9 Employment Eligibility Verification Form. DMV participates in E-Verify.

All applicants for employment must consent to a driver history and criminal background check. A fingerprint‑based criminal history check will be required on selected applicant(s).

Submission of an online application is required. DMV does not accept applications, resumes, cover letters, etc. in any other format. When applying for jobs, please ensure your online application or resume is complete with duties and skills associated with your work experience as well as years of experience in order to properly assess your skills in the screening process. Candidates are evaluated based on information provided in the application materials. Missing information cannot be assumed.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disability Act. Contact 804-367-9728 for assistance.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.

Contact Information

Name: DMV Employment

Phone: [phone]

Email: [e-mail]