Vehicle Registration Tech Lead

Montrose County; Montrose (CO); On-site; USD 42,000 - 64,000; Full time

Job summary

Montrose County is seeking a capable professional to lead the Vehicle Registration team within the Clerk & Recorder’s Office. The role focuses on developing training materials, guiding staff, and ensuring accurate, compliant vehicle registration processes across the office.

The candidate will research applicable statutes, prepare training, and provide ongoing staff development while maintaining excellent customer service and confidentiality across multiple duties.

Qualifications

• High school diploma or GED; associate degree preferred in office management or related field.
• Minimum three years of progressively responsible office experience.
• Strong written and oral communication and customer service skills.

Responsibilities

• Lead day-to-day operations of the Vehicle Registration office.
• Develop training materials and assist the Supervisor with training program development.
• Research Colorado statutes, DOR rules and policies for Vehicle Registration transactions.
• Provide trainings in multiple formats (one-on-one, group, on-the-spot).
• Coordinate workflow and scheduling to ensure adequate coverage.
• Maintain confidentiality and accurate records; assist with audits and reports.

Skills

Lead team leadership

Office procedures

Research skills

Customer service

Communication skills

Education

Associate's degree in office management or related field

Tools

Windows-based software

Job description

General Statement of Duties : Responsible for analyzing the training needs, developing training materials and programs, and guiding individual development for all levels of staff. Performs a variety of professional, technical and analytical duties in support of the various duties related to the Clerk & Recorder's Office.

Supervision Received : Works under the direction of the Clerk & Recorder Supervisor-Vehicle Registration and assists with the establishment of methods and procedures for attaining specific goals and objectives, receiving guidance in terms of broad goals. Work may be independent of others using independent judgement in achieving assigned objectives.

Supervision Exercised : This position is a lead position, meaning the employee may direct and guide the day-to-day work of the Vehicle Registration Techs; however, the employee cannot issue discipline or conduct performance appraisals. Acts as Supervisor in the absence of the C&R Supervisor – Vehicle Registration. Provides leadership, direction and general guidance to front-line staff.

Essential Functions : All of the duties listed are examples of duties that may be required in positions of this class but are not limited to the following:

• Serves as lead person in maintaining and directing the day-to-day operations of the Vehicle Registration’s office including scheduling work times, breaks, lunches, and various office tasks in collaborationwith supervisor.
• Ability to research Colorado Statutes, Colorado Department of Revenue rules and policies, and other state’s rules and policies for the various types of transactions conducted in the Vehicle Registration Office.
• Create training materials and assist the Supervisor with developing a training program for the Vehicle Registration team.
• Consults with the Supervisor to assess and identify immediate and/or long-range training and development priorities for individual and office, which includes training and development
• Provide trainings in different formats such as one on one, group trainings, lead group forum discussions and on the spot training when a need is identified (errors, confusion etc.)
• Provides information and general assistance to Technicians and the public regarding registration and titling policies, procedures and processes; answers questions and provides information regarding training, staff performance and training needs; assists in resolving routine problems and complaints
• Network with other Colorado counties's trainers to share information and to help each other with training, common errors, policy and procedure changes, etc.
• Develops, writes and coordinates training manuals/materials working with subject matter experts for specific details
• Coordinates workflow with front-line staff to ensure adequate coverage at all times
• Provide support to the Vehicle Registration Techs and function as the “go to” person for answering customer related questions.
• Provides exceptional customer service to internal and external customers, and receives and responds to inquiries, requests for assistance, concerns and complaints in areas of responsibility.
• Assist the Supervisor in determining the most appropriate procedure for carrying out compliance and assignments, assist in analysis and implementation of procedures for problems as they arise
• Assists the department in carrying out various registration and titling programs and procedures.
• Maintains highest level of confidentiality.
• Manages all transactions and analyzes reports to determine if appropriate training and preventive measures were in place and/or taken to mitigate future consequences. Recommends solutions to minimize or prevent further or future consequences.
• Must have exceptional organizational skills including the ability to follow-up on work flow to complete established objectives.
• Establishes and maintains office filing systems, files, and records; assembles information upon request; directs staff in file maintenance procedures.
• Generate effective, timely and professional, legal correspondence, directing front-line staff with reviewing their correspondence, assisting with department and State information transfer and communication
• Operate computers and specific software and maintain multiple databases related to general duties of the Office.
• Handles scheduling and logistics for workshops, training, meetings, etc in the absence of the Supervisor
• Works closely with other corresponding agencies at the City, County, or State levels including the Department of Revenue in order to respond to inquiries, receive feedback and resolve issues.
• Maintain current knowledge of laws and procedures regarding the Vehicle Registration and Titling Process as they may change over time.
• Verifies accuracy of own transactions and reconcile to daily and monthly reports for accuracy.
• Must relate effectively with staff and the public to portray a professional and courteous manner.
• Operate a variety of office equipment including but not limited to copy machine, phone, fax, printer, scanner, and calculator.
• Assists the Supervisor with training and auditing the work of all department staff to ensure correct interpretation of State Statute and department policy.
• Regular and predictable attendance is required.
• Ability to answer phones and answer the Public's questions in a professional manner. If the answer is unknown, must be able to research, find the correct answer, and get back to the questioner.
• Be a team player, willing to jump in and help wherever needed.
• Be willing to travel for training and assisting with the Nucla Annex. Participates in administrative staff meetings, interviews, and attends other meetings and seminars
• Must be able to manage, count and balance a cash drawer and keep it secure
• Review input sheets of accounting data, checking for accuracy and completion.
• Prepare analysis of accounts, as required or assigned.
• Enter data accurately into the appropriate software system.
• Perform title and registration transactions with little or no supervision.
• Verify for accuracy the required documentation and required signatures on all records.

Able to effectively navigate various websites (i.e. Clerk’s Corner, DOR, CCCA, Civic Roundtable, etc.)

Assist with various research projects and/or special projects

• Must be self-motivated and able to find activities to occupy time that will improve skills and job knowledge.
• Perform other work as required in the Office of the County Clerk and Recorder.

MINIMUM QUALIFICATIONS

Required Knowledge, Skills and Abilities:

Education: A high school graduate, GED or equivalent with course work in general office procedures and business practices. Associate’s degree in office management or related field preferred.

Experience: A minimum of three (3) years of increasingly responsible experience as an Office Technician or equivalent combination of education and experience.

Required Knowledge:

• Ability to learn technical terminology
• Ability to learn and retain information for completing complex transactions
• Must be able to self-direct and navigate through Windows based computer software
• Must possess demonstrated research skills / knowledge
• Perform easily and work accurately with high levels of detail while under a stressful workload
• Must be able to manage a high volume of customers always acting with professionalism
• Ability to manage difficult customers

Language Skills: Ability to express ideas clearly and concisely, orally and in a variety of written formats. Must be able to interpret, apply, explain and enforce all applicable laws, codes, regulations, policies and procedures to a wide range of audiences and levels of knowledgeand the skill to organize materials and present information clearly and concisely in verbal and written form. Ability to read, comprehend and translate information relayed in written or graphic format. Must understand and follow verbal and written instructions. Must have proficient knowledge of the English language, proper grammar, punctuation and spelling in other oral and written communication and have the ability to write routine reports and correspondences. Must be able to read, comprehend and apply laws, rules, regulations, policies and standard operating procedures required for this position, as well as, basic how-to documents and manuals. Ability to effectively communicate with the public, federal, state and county officials, employees and community agencies.

Interpersonal Skills: Must possess the ability to establish and maintain cooperative working relationships with fellow employees, representatives of other agencies and organizations and members of the community. Must have a strong customer service orientation and the ability to work collaboratively within a team environment. Must be able to interact professionally and diplomatically with County employees, other agencies and organizations and members of the community and manage difficult or emotional customer situations. Must have the skill to organize work flow and coordinate office functions to office functions to achieve organizational goals and accomplish established objectives.

Mathematical Skills : Must have the ability to work with moderate to complex mathematical concepts such as addition, subtraction, multiplication and division in all units of measure, using whole numbers, fractions, percentages, decimals, proportional rates and ratios. Must be able to analyze technical data and apply it to practical situations. Must have working knowledge of basic financial transactions, such as payment / receipt transactions, balancing a cash drawer, making change, and finding transaction errors.

Reasoning Skills : Must be able to apply principles of logic and reasoning or scientific thinking to a wide range of intellectual and practical problems and work independently with minimal supervision. Must be able to prioritize work and simultaneously manage multiple responsibilities including being under pressure of tight deadlines and emotional situations. Must have the skills to solve problems involving concrete and abstract variables in a variety of situations within established guidelines.

Office Technology/Computer Skills : Must be able to effectively use modern office technology and equipment, including computers, calculators, telephone, and copiers with scanning and faxing capabilities. Must be proficient in word processing, database manipulation, spread sheets, email, and the knowledge to save and retrieve documents from a variety of destinations and sources with a high degree of accuracy. Must be able to learn the software and programs related to the position and the County.

Physical Requirements: The physical demands 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 talk and hear. The employee frequently is required to sit; use hands and fingers, handle or feel; and reach with hands or arms. The employee frequently required to stand for long periods of time; walk; climb or balance; twist; stoop, kneel, crouch or crawl, and smell. Must be able to respond to the customers’ needs and perform tasks requiring extensive hand and eye coordination. Must have dexterity of hands and fingers to operate a computer keyboard, mouse and other devices and objects. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Ability to work extended shifts and attend training and meetings outside of regularly scheduled hours and the ability to work in and de‑escape stressful situations.

Work Environment : This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and scanning and fax machines. Must have the ability to tolerate and be productive in a quiet to moderate noise level in the work place. Employee will have periodic exposure to hostile clientele.

Special Requirements: Must possess and maintain a valid Colorado Driver’s License and satisfactory driving record. Must occasionally work under deadlines with the possibility of working beyond regularly scheduled hours. Must maintain an active Notary Public license with the Colorado Secretary of State.

Other Duties : Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

Education

Preferred

Associates or better in Business Administration or related field.

Equal Opportunity Employer
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