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Key Responsibilities and Required Skills for a Title Clerk

💰 $38,000 - $55,000

AutomotiveAdministrativeDealership OperationsClerical

🎯 Role Definition

The Title Clerk is a cornerstone of an automotive dealership's administrative operations, serving as the subject matter expert for all vehicle title and registration matters. This role ensures the legal and compliant transfer of ownership for every vehicle sold, traded, or acquired. A successful Title Clerk is meticulous, organized, and possesses a deep understanding of state-specific DMV regulations, safeguarding the dealership against costly errors and ensuring a seamless experience for customers. This position is critical for maintaining accurate records, managing financial transactions related to vehicle payoffs, and facilitating smooth collaboration between the sales, finance, and accounting departments.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Dealership Receptionist / Biller
  • Accounts Payable/Receivable Clerk

Advancement To:

  • Senior Title Clerk / Team Lead
  • Office Manager
  • F&I (Finance & Insurance) Assistant or Manager
  • Dealership Compliance Officer

Lateral Moves:

  • Automotive Biller / Contracts Clerk
  • Accounting Clerk

Core Responsibilities

Primary Functions

  • Diligently process all new and used vehicle title and registration paperwork, ensuring every document is accurate, complete, and compliant with state regulations.
  • Meticulously verify the accuracy of all title-related legal documents, including bills of sale, power of attorney forms, and odometer disclosure statements.
  • Prepare and submit all necessary paperwork to the Department of Motor Vehicles (DMV) or relevant state agencies in a timely and efficient manner.
  • Actively manage and track the status of all pending title applications, proactively addressing any delays or issues that may arise.
  • Communicate professionally with financial institutions and lien holders to obtain lien releases and other necessary documentation for trade-in vehicles.
  • Accurately prepare and issue payoff checks to lending institutions for vehicles that are traded in, ensuring prompt clearing of liens.
  • Systematically investigate and resolve any title discrepancies, such as missing information, incorrect VINs, or branding issues, through research and communication.
  • Maintain a highly organized and secure filing system for all processed titles, registration documents, and related records, both physical and digital.
  • Expertly handle complex out-of-state title transfers, researching and adhering to the unique requirements of different state jurisdictions.
  • Efficiently process wholesale and dealer-trade title transactions, ensuring all transfers are properly reassigned and documented.
  • Verify that all vehicle titles are correctly signed and reassigned upon a retail sale, preventing future ownership transfer complications.
  • Post all title and registration fees and transactions accurately into the dealer management system (DMS) and general ledger.
  • Issue temporary tags in accordance with state guidelines and maintain a precise inventory and log of all temporary and permanent license plates.
  • Reconcile title-related accounting schedules and accounts on a monthly basis to ensure financial accuracy and identify any discrepancies.
  • Provide exceptional support to sales and finance department personnel by answering questions and providing status updates on pending title work.
  • Stay consistently informed and up-to-date on all changes to DMV regulations, tax laws, and titling requirements to ensure perpetual compliance.
  • Conduct thorough audits of deal jackets and sales files to confirm that all required paperwork has been collected and correctly completed.
  • Manage the secure inventory of MSOs (Manufacturer's Statement of Origin) for new vehicles, tracking their assignment and release.
  • Prepare and submit documentation for duplicate and corrected titles when necessary, navigating the process with precision.
  • Process all tag and title renewals for dealership-owned vehicles, including loaner and demonstrator fleets.

Secondary Functions

  • Assist the office manager or controller with various month-end closing reports and reconciliation tasks as needed.
  • Handle customer inquiries by phone and email regarding the status of their vehicle's title, registration, or license plates with professionalism and care.
  • Cross-train with other administrative positions, such as billing or accounts payable, to provide backup support and enhance departmental flexibility.
  • Generate and analyze reports on title processing times, aged titles, and potential compliance risks for management review.

Required Skills & Competencies

Hard Skills (Technical)

  • Dealer Management System (DMS) Proficiency: Hands-on experience with automotive DMS software such as Reynolds & Reynolds, CDK Global, or Dealertrack.
  • DMV/State Regulation Knowledge: In-depth understanding of state-specific titling laws, forms, and vehicle registration processes.
  • Electronic Titling Systems: Familiarity with state-specific electronic titling and registration platforms (e-titling).
  • High-Accuracy Data Entry: Proven ability to input numerical and textual data quickly and with an extremely low error rate.
  • Microsoft Office Suite: Competency in using MS Excel for tracking and reconciliation, Word for correspondence, and Outlook for communication.
  • Basic Accounting Principles: Knowledge of debits, credits, and schedule reconciliation for posting transactions and balancing accounts.

Soft Skills

  • Exceptional Attention to Detail: A meticulous and thorough approach to reviewing documents and processing information is non-negotiable.
  • Superior Organizational Skills: The ability to manage a high volume of paperwork, prioritize tasks, and meet strict deadlines in a fast-paced environment.
  • Problem-Solving Acumen: The capacity to independently identify, investigate, and resolve complex title issues and discrepancies.
  • Effective Communication: Clear and professional verbal and written communication skills for interacting with customers, banks, and DMV personnel.
  • Time Management & Autonomy: The ability to work independently with minimal supervision, managing one's own workload effectively.
  • Integrity and Discretion: A high level of personal integrity and the ability to handle sensitive customer and financial information with confidentiality.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's Degree or certification in a relevant field.

Relevant Fields of Study:

  • Business Administration
  • Accounting
  • Paralegal Studies

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in an automotive dealership, bank, or tag agency environment.

Preferred:

  • 2+ years of direct experience working as a Title Clerk in a dealership setting with a proven track record of managing title processes from start to finish.
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