Title Clerk

Bob Ruth Ford, Inc.; Dillsburg (York County); On-site; USD 32,000 - 42,000; Full time

Job summary

Bob Ruth Ford, Inc. in South Central Pennsylvania is seeking a thorough Title Clerk who will document, process, and ensure legal compliance for vehicle titles in every sale.

The role involves handling PA DMV transactions, resolving titling issues, maintaining files, tracking titles, and communicating with customers, sales managers, and financial institutions.

A high school diploma, Notary Public designation, and strong MS Word/Excel skills are required in a fast-paced, regulated environment.

Qualifications

• High school diploma or equivalent required.
• Notary Public designation required.
• Strong attention to detail in a regulated, deadline-driven environment.
• Proficiency with MS Word and MS Excel.
• Title clerk experience with a dealership.
• Knowledge of PA DMV regulations and titling processes.

Responsibilities

• Prepare internal records and legal documents for PA DMV in vehicle sales.
• Process tax and title documents for 250–300 deals per month.
• Resolve titling issues and communicate with customers/sales staff.
• Maintain dealership files, logs and customer folders.
• Track titles to ensure timely receipt.
• Communicate with customers, Sales Managers, and financial institutions as needed.
• Handle paperwork for dealer trades, loaner cars, repossessions and court orders.
• Back up other office roles and train staff in titling duties.
• Other duties as assigned.

Skills

Attention to detail

Organizational skills

Professionalism

Communication

Timeliness

Education

High school diploma or equivalent

Notary Public designation

Tools

MS Word

MS Excel

Job description

OVERVIEW OF COMPANY AND POSITION

Family owned and operated for over 40 years, Bob Ruth Ford, Inc. is South Central Pennsylvania's fastest growing dealership. The Title clerk works independently to document, process, ensure legal compliance, and provide customer communication to ensure accurate titling (ownership) records for the receipt and sale of every vehicle handled by the dealership. This includes out-of-state deals, troubleshooting of titling problems, creating promissory lien notes, and all other analysis and decision-making relative to the titling process. Overall, this involves ensuring that vehicle titles are managed in a timely and correct manner so that new vehicle owners, including the financial organizations that loan money, are given proper ownership records in accordance with PA State Department of Motor Vehicle regulations. Title experience is required.

JOB REQUIREMENTS (REQUIRED)

• A high school diploma or equivalent
• Designation as a Notary Public
• A good work ethic and solid organizational skills
• Ability to demonstrate a strong attention to detail in a highly regulated and deadline-oriented environment
• A working knowledge of MS Word, MS Excel
• The ability to demonstrate tact, professionalism, and a sense of urgency in a challenging, high volume and fast-paced environment
• Title clerk experience with a dealership
• A strong working knowledge of a majority of the following: PA DMV Regulations, Registration applications, administrative support of auction purchasing activity, completion of promissory lien notes, and the processing of title corrections and out of state titles

JOB DUTIES

This position is responsible for preparing internal records and legal documents for the Commonwealth of Pennsylvania Department of Transportation, in support of motor vehicle sales and purchase transactions for Bob Ruth Ford Inc. More specifically, this position is responsible for:

• Processing tax and title documents in support of purchasing and sales of new, used, and trade-in vehicles to ensure accurate titling transactions are initiated with the PA State Department of Motor Vehicles (approximately 250 to 300 deals per month)
• Resolving problems related to titling issues, which may include creating letters for correction of mistakes on titles, sending refunds or courtesy letters to customers, contacting customers or sales personnel for missing documentation, obtaining duplicate titles, etc.
• Maintaining dealership files, logs and customer folders
• Tracking titles to ensure they are received by the dealership
• Communicating with customers, Sales Managers, and financial institutions as necessary
• Overseeing mailing/delivery of contracts, checks, tags, titles, and related paperwork
• Completing paperwork as necessary for dealer trades, loaner cars, repossessions and court orders
• Serving as a backup to other office positions as necessary, and training office personnel in basic titling duties.
• Other duties as assigned