Title Clerk

Bob Ruth Ford; Northern (KY); On-site; USD 36,000 - 54,000; Full time

Job summary

Bob Ruth Ford Inc. seeks a Title Clerk to independently document and process vehicle titles, ensuring legal compliance and accurate ownership records for in-state and out-of-state deals.

Responsibilities include preparing PA DMV paperwork, communicating with customers and lenders, and resolving title issues in a fast-paced dealership environment. Notary designation and strong detail orientation are essential.

Qualifications

• 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.
• MS Word and MS Excel proficiency.
• Ability to work tactfully, professionally, and with urgency in a high-volume setting.
• Title clerk experience with a dealership.

Responsibilities

• Prepare internal records and legal documents for PA DMV in support of motor vehicle sales and purchases.
• Process tax and title documents for new, used, and trade-in vehicles (roughly 250–300 deals per month).
• Resolve titling problems, issue correction letters, and coordinate with customers/sales staff for missing documentation.
• Maintain dealership files, logs, and customer folders.
• Track titles to ensure timely receipt by the dealership.
• Communicate with customers, Sales Managers, and financial institutions as needed.
• Oversee mailing/delivery of contracts, checks, titles, and related paperwork.
• Complete paperwork for dealer trades, loaner cars, repossessions, and court orders.
• Serve as a backup to other office positions and train staff on titling duties.

Skills

Title experience

Notary Public

Attention to detail

Organizational skills

Customer communication

Education

High school diploma or equivalent

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