Administrative Clerk

The Administrative Clerk is responsible for the titling and registering of motor vehicles, processing property tax payments and passport processing. This role requires expert-level attention to detail, a thorough understanding of Iowa motor vehicle laws and regulations, and excellent customer service skills to ensure accurate and compliant record management.

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position. Other duties may be required and assigned.

Enters, prints, stuffs envelopes, verifies customer information, takes payment, verifies amounts paid.

• Replacement titles:
  Verify liens, input data, collect payment, and issue or mail titles.
• Dealer Titles:
  Process in-state and out-of-state dealer titles by verifying VIN, ownership details, odometer readings, and required documentation.
• Mobile Home Transfers:
  Ensure property taxes are paid, verify bills of sale and signatures, and process payments.
• Transfer on Death Titles:
  Collect and verify documentation to complete transactions.
• In-Transit Titles:
  Verify documents, create customer records, and finalize transactions.
• Out-of-Country Titles:
  Process titles for vehicles from outside the U.S.
• Salvage/Rebuilt Titles:
  Verify documents, process payments, and stamp paperwork for both in-state and out-of-state cases.
• Bonded Titles:
  Confirm state-approved bonds, process transactions, and issue plates.
• Recreated Titles:
  Use existing Iowa title information to recreate titles.
• Security Interests:
  Add or remove lienholders from titles.
• Vehicle Registration Refunds/Plate Replacements:
  Process plate returns, verify ownership, and handle replacements.
• Specialty/Personalized Plates:
  Assist customers with applications per IADOT requirements, prepare and mail documents, or forward them for processing.
• Surviving Spouse Transfers:
  Verify death, manage replacement titles, process testate forms, notarize as needed, and finalize transactions.
• Junking Certificates:
  Review documents, verify signatures and dates, and complete processing.
• Abandoned/Repossessed Vehicles:
  Handle documentation, issue necessary paperwork, and complete transactions for trailers and motor homes.
• Handicap Placards/Plates:
  Assist with applications, verify doctor’s notes, and ensure proper assignment of placards or plates.
• ERTS (Electronic Registration and Titling System):
  Review dealership documentation, approve or deny transactions, request changes, process payments, and complete deals for mailing to dealerships or customers.

General Customer/Office Support:
Provide notary services, answer office phones, and assist customers with inquiries.

Daily Cashiering and Reconciliation (Specific to Dyersville Office):
Perform daily check-out procedures, including printing reports, reconciling cash to reports, scanning and sending reports, preparing mail postage, making bank deposits, and managing mail transmittal.

Reviews application and photo, advises customer of any changes needed before moving forward, makes copies of all information, has applicant sign application, processes payment and prepares mailing for transmittal.

Processes in person and payments mailed in for property taxes, answers direct questions or send to a deputy to answer.

• Graduation from high school or G.E.D. equivalent is required.

• Must be authorized to work in the United States. Dubuque County does not sponsor work visas or provide immigration sponsorship.

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.

• Thorough knowledge of collection and cashiering procedures, methods and processes.
• General knowledge of real estate, automotive license and mobile home taxation regulations, procedures and techniques.
• General knowledge of bookkeeping terminology,…