Title & Registration Clerk ADMIN ASST II - (DMV/VSS)

State of Colorado Job Opportunities - Lakewood, CO

Full-time | Part-time
Department Information

This job announcement will close upon receiving 75 applications or the announced closing date, whichever occurs first.

Always help.
To empower businesses and individuals through quality customer service, innovation and collaboration.
To become a trusted partner to every Coloradan to help them navigate the complexities of government so they can thrive.

Welcome to the Colorado Department of Revenue. Learn more about us here: Colorado Department of Revenue .

Description of Job
The Division of Motor Vehicles (DMV) provides services used by nearly every citizen of the State. Colorado citizens utilize identification, driver, and vehicle services at State and County offices to obtain identification cards, driver licenses, vehicle registrations, titles, and other related services. Additionally, the DMV licenses and provides oversight of private businesses and government organizations that provide driver and emission testing services. Finally, the division works closely with other state agencies and programs to provide information and education to serve the public and encourage voluntary compliance.

The eligible list established from this vacancy may be used to fill alternate Administrative Assistant II positions in the Division of Motor Vehicles, Vehicle Services Section, in one of the following units in which applicants may cross train.

The ideal applicant brings their customer service experience and their strong attention to detail to this job every day to ensure comprehensive information exchange, provided in a thorough, professional manner with every support transaction.

The Vehicle Services Unit
Processes, approves or rejects title, registration and International Registration Plan applications by analyzing and evaluating application documents for compliance with Colorado Revised Statutes, federal law, Colorado Code of Regulations, International Registration Plan and administrative procedures.
Ensures proper processing of applications, issuance of title, registration, and International Registration Plan credentials for approved applications.
Cash handling for customers and daily balancing of drawer against the Cash Tendering System Report.
Reports over/short monies to Lead or Supervisor.
Informs and advise government agencies, dealers and the general public over the counter of the requirements to apply for a Colorado Title and/or Registration, including International Registration Plan registrations, motor vehicle record searches and other duties as assigned.
The Title Services Unit
Determines whether to issue or reject a motor vehicle title application by analyzing, and auditing application documents for compliance with Colorado Revised Statutes, federal law, rule and administrative procedures manual.
Prepares written documents to advise counties as to what action needs to be taken to properly complete the title application process.
Informs and advises government agencies, the general public and County Motor Vehicle office's by telecommunications.
Ensures that all title applications received are sorted and dispatched correctly to the Title Services Unit for auditing and/or verification.
Ensures that all incoming and outgoing mail for the Title and Registration Section is accurately processed and distributed.
Prepares title applications for imaging section by removing staples and sorting applications as necessary.
The Customer Service Center
Provide customer service via high volume call handling with the general public and internal stakeholders.
Inform, advise, review, and revise state records for government agencies, financial institutions, automobile dealers, other state agencies, International Registration Plan registrants, and the general public of title and registration information by telecommunication.
Respond to general correspondence received by letter and email under the confidentiality requirements.
Purge Colorado vehicle record when title has been surrendered to another state, disposed of as junk, or a manufactured home when it has been permanently affixed to the ground.
Identify and research account information, verifying all submitted documents, payments, posting errors.
Provides copies of motor vehicle ownership information to government agencies, participants in the abandoned vehicle process and the general public in accordance with established confidentiality requirements and procedures.
Provides imaging functions for all of Title and Registration Section's documents, for archiving, according to established retention schedules; and other duties as assigned.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Candidates shall possess good communications skills (both oral and written) and interpersonal skills, the ability to multitask, the ability to work responsibly with confidential information, the ability to work in high-stress environments, and the demonstrated ability to assist customers in an effective, efficient, and elegant manner.

Colorado Residency Requirement:
Applicants may be ineligible to apply for this position and subsequently disqualified if they do not have a Colorado address and a Colorado State issued Driver's License or Identification Card.

Minimum Qualifications:
Two years of General Clerical work experience in a professional office setting.

General Clerical work experience is typically performed by office clerks and/or administrative assistants this includes, but is not limited to tasks such as:

Experience providing exceptional customer service and interfacing with a variety of people from many levels within the organization and community.
Data Entry including: entering information into a program or database (appointments, contact information, customer records)
Regular, daily work responsibilities utilizing equipment and software used in offices (E-Mail, Microsoft Office programs (Word, Excel, PowerPoint)
Regular, daily work responsibilities utilizing computer systems, printers, copiers, fax machines and other technologies
Typing professional emails, letters, reports, briefings, forms, memoranda, etc...
Reviewing and comparing data for accuracy and completeness. Gathering specified information and compiling routine reports
In order to be considered for this position, your clerical experience must be documented on your application. (Part-time experience will be pro-rated.)

College or university coursework in Business Administration, Accounting, Public Administration, Political Science, or similar field may substitute for the required experience on a year-for-year basis.

Preferred Qualifications:The preferred candidate will possess:
Two plus years working in a complex, high volume regulatory workplace
One year call center experience
Career progression in a general clerical and/or customer service call center position
Strong analytical skills
Organized time management skills
Accuracy and attention to detail
Experience working on a team
CDOR Special Requirements
All employees must be current with their income tax filings and payments with the State of Colorado. This includes successfully passing a pre-employment evaluation of your tax records/accounts.
Employees are in a position of public trust in the performance of their job duties and must operate in a manner that maintains the highest standards of honesty, integrity, and public confidence. All job finalists require successful completion of a background investigation and reference check prior to appointment. Background checks may include national criminal, financial, traffic, civil, education, and/or experience checks or any other checks related to the job assignment. Fingerprint background checks and pre-employment drug testing may also be required for some positions.

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.

Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.
Applicants are strongly encouraged to apply online. However, if NOT applying online, applications from Department of Revenue employees may be faxed to 303-866-3718.
Supplemental Information

E-mail Address: All correspondence regarding your status in the selection/examination process will be conducted via Complete Online Application -detailing how your experience and education meet the stated minimum and preferred qualifications of the job. "See Resume" statements will not be accepted in lieu of a properly completed application.

Applicant Checklist

A "Complete Application" must include:
Complete Online Application detailing how your experience and education meet the stated minimum and preferred qualifications of the job. "See Resume" statements will not be accepted.
Cover Letter detailing how your experience and/or education meet the stated minimum and preferred qualifications of the job
Resume detailing summary of work history
Completed Supplemental Questionnaire found at the end of the online application
College Transcripts (when requested, or when using education to meet minimum qualifications) a copy of your official or unofficial transcripts showing that your degree has been conferred and the name of your school, or your National Association of Credential Evaluation Services (NACES) accreditation.
Only complete applications submitted by the closing date for this announcement will be given consideration. Failure to submit properly completed documents by the closing date of this announcement may result in your application being rejected.

Minimum Qualifications
The online application will be used to determine if you meet the Minimum Qualification requirements. It is imperative that you read the Minimum Qualifications and make certain that job duties and education (if applicable) in your online application "draw correlations" to the Minimum Qualifications. Human Resources Analysts will not infer you meet the Minimum Qualifications if experience isn't detailed in the application.

  • Years of experience will be expressed in terms of full-time equivalent service with full-time workload equal to one (1) Full-Time Equivalent (FTE) year. No more than 1.00 FTE year may be credited in any twelve (12) month period. Positions working 40 hours or less per week will be pro-rated (30 hrs/wk=0.75 FTE=9 mos credit; 20 hrs/wk=0.5 FTE=6 mos credit; 10 hrs/wk=0.25 FTE=3 mos credit.)*
Comparative Analysis
The state personnel system as defined by the Colorado Constitution requires that all jobs within the classified system be filled through comparative analysis. The number and types of comparative analysis will depend on the position being filled as well as the number of qualified applicants. You may be considered for vacancies only if you have successfully completed the comparative analysis process. A comparative analysis is a process that compares specific job-related knowledge, skills, abilities, behaviors and other competencies. The process can include multiple components including structured interviews, application/resume review, oral panel examinations, written objective tests (multiple-choice, true/false), written narrative tests, performance tests, training and/or experience evaluations, or physical capacity tests.

HOW TO APPLY: Thank you for your interest. Submit an on-line application by clicking the link below or submit a State of Colorado Application for Announced Vacancy and all supplemental questions according to the instructions provided below. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed above.

TRANSCRIPTS REQUIRED: An unofficial copy of transcripts must be submitted at the time of application. Transcripts from colleges or universities outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. This documentation is the responsibility of the applicant and must be included as part of your application materials. Failure to provide a transcript or credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this announcement.