Motor Vehicle Administrative Clerk
GovernmentJobs.com, Bozeman, MT, United States
Motor Vehicle Clerk
This position is located in the Motor Vehicle Department of the Treasurer's Office and is responsible for providing vehicle licensing, registration, and title services to County residents in accordance with the Montana Department of Justice Motor Vehicle Division regulations. This role ensures the proper credentialing of vehicles in the State of Montana, which directly impacts law enforcement, public safety, and the integrity of vehicle records. The position reports to the Treasurer or Motor Vehicle Manager and does not supervise staff.
Vehicle Licensing and Title Processing
Verify accuracy and completeness of customer documents, including vehicle titles from all states and countries.
Review and interpret supporting legal documents required for transfer of ownership, such as powers of attorney, divorce decrees, wills, trusts, business registrations, and court orders.
Verify customer residency, notarizations, and authenticity of documents, including international transfers, customs paperwork, and confidential military documentation.
Identify and correct document deficiencies with customers; provide guidance on obtaining required materials.
Conduct background research and investigations using internal and state databases.
Enter all registration and title information into the Montana Department of Justice system accurately and efficiently.
Customer Service and Transactions
Collect fees, verify amounts, issue receipts, and balance individual transactions daily.
Respond to public inquiries by phone, email, and in person, providing information regarding title, registration, and licensing procedures.
File and organize documents according to record retention and confidentiality standards.
Administrative and Operational Support
Perform special assignments such as license plate inventory, ordering, and reconciliation.
Attend required training sessions to maintain compliance and knowledge of motor vehicle laws and processes.
Represent the Gallatin County Motor Vehicle Office professionally at trainings and conferences.
Provide guidance and assistance to coworkers by sharing expertise, answering questions, and resolving routine registration and licensing issues.
Other Duties as Assigned
Perform other functions as directed by supervisor, including special projects, cross-training, and filling in for other staff.
Provide services during declared emergencies (e.g., earthquake, fire, flood, or similar) as required by the County.
Knowledge of:
Montana motor vehicle licensing, registration, and titling laws and procedures.
Interpretation of legal documents related to vehicle ownership and transfers.
General office operations, recordkeeping, and customer service practices.
Cash handling, reconciliation, and transaction balancing.
Microsoft Office Suite (Word, Excel) and ability to learn specialized state systems.
Skill in:
Communicating effectively with customers, coworkers, and outside agencies, both orally and in writing.
Handling sensitive transactions with professionalism, accuracy, and confidentiality.
Managing multiple priorities and maintaining composure in high-volume or stressful environments.
Interpreting and applying laws, rules, and procedures to a variety of complex situations.
Ability to:
Establish and maintain cooperative relationships with the public, coworkers, and supervisors.
Resolve routine registration and licensing issues independently.
Work accurately and efficiently under deadlines.
High school diploma or equivalent; and
At least three (3) years of related clerical or administrative experience; or
Completion of a work-related vocational or post-secondary program and at least one (1) to two (2) years of related job experience.
Physical Abilities and Working Conditions
Work is performed primarily in a professional office setting.
Regularly required to sit or stand and use hands to operate computers, calculators, and office equipment.
Frequently required to reach with hands and arms.
Occasionally lift or move boxes containing license plates, binders, or documents (up to 30 pounds).
Vision requirements include close and distance vision and the ability to adjust focus for computer and document review.
As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.
To apply go to the Job Openings tab on our Gallatin County Website, be prepared to add the following documents listed below.
Cover Letter
Resume
Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.
HEALTH BENEFITS:
Individual health benefits premium is paid at 100% for full-time employees and pro-rated based on hours worked for part-time employees
Includes limited vision and dental coverage (Dental is provided by MetLife and includes a dental buy-up option)
Dependent health benefits premium is offered at very low costs
Coverage is effective the 1st of the month following 30 days of employment
Talkspace: In-Network behavioral health support through virtual counseling & psychiatry
Optional Supplemental Coverage is offered through Mutual of Omaha including Voluntary Accident Policy, Voluntary Critical Illness Policy and Voluntary Life Insurance Policy (also available for dependents)
FREE unlimited access and care to PMR Clinic East. This is a private Clinic and is available to all employees and family members who are enrolled in our health benefits.
FLEXIBLE SPENDING ACCOUNTS:
Optional pre-tax, out-of-pocket medical expenses & day care expenses
COUNTY PAID LIFE INSURANCE:
$50,000 Group Life Insurance Policy (eligible employees only) (age reductions apply)
COUNTY PAID LONG TERM DISABLITY INSURANCE:
Eligible employees only, benefit duration shortens once a specific age is reached
RETIREMENT:
County employees are covered by the Public Employee's Retirement System (PERS)
County Deputies and Detention Officers are covered by the Sheriff's Retirement System (SRS)
An optional supplemental 457 deferred compensation plan/ROTH is available through Empower and Nationwide
PAID PARENTAL LEAVE:
Eligible employees are offered a maximum of six weeks (240 hours) of paid parental leave for the bonding and care of a newborn child or adoption of a child
SICK AND VACATION LEAVE:
Employees accrue 12 sick days and 3 weeks of vacation per year, depending on years of service. (Hours are pro-rated for part-time employees)
Leave starts accruing on an employee's date of hire and can be used as soon as time is in the books.
HOLIDAYS:
The County observes 11 legal holidays in even numbered years (Federal Election Day) and 10 legal holidays in odd numbered years.
A Floating Holiday is available to eligible employees after six months.
HEALTH CLUB MEMBERSHIPS:
Discounted rates are offered at participating clubs with payroll deduction.
EMPLOYEE ASSISTANCE PROGRAM:
Offers a confidential counseling hotline and up to six sessions with a Licensed Professional Counselor at no cost to the employee. This program is also available to dependents.
WORLDWIDE TRAVEL EMERGENCY PROGRAM AND WILL & LEGAL PREPARATION SERVICES:
Limited 24/7 services anywhere in the world
Will and limited legal service
This position is located in the Motor Vehicle Department of the Treasurer's Office and is responsible for providing vehicle licensing, registration, and title services to County residents in accordance with the Montana Department of Justice Motor Vehicle Division regulations. This role ensures the proper credentialing of vehicles in the State of Montana, which directly impacts law enforcement, public safety, and the integrity of vehicle records. The position reports to the Treasurer or Motor Vehicle Manager and does not supervise staff.
Vehicle Licensing and Title Processing
Verify accuracy and completeness of customer documents, including vehicle titles from all states and countries.
Review and interpret supporting legal documents required for transfer of ownership, such as powers of attorney, divorce decrees, wills, trusts, business registrations, and court orders.
Verify customer residency, notarizations, and authenticity of documents, including international transfers, customs paperwork, and confidential military documentation.
Identify and correct document deficiencies with customers; provide guidance on obtaining required materials.
Conduct background research and investigations using internal and state databases.
Enter all registration and title information into the Montana Department of Justice system accurately and efficiently.
Customer Service and Transactions
Collect fees, verify amounts, issue receipts, and balance individual transactions daily.
Respond to public inquiries by phone, email, and in person, providing information regarding title, registration, and licensing procedures.
File and organize documents according to record retention and confidentiality standards.
Administrative and Operational Support
Perform special assignments such as license plate inventory, ordering, and reconciliation.
Attend required training sessions to maintain compliance and knowledge of motor vehicle laws and processes.
Represent the Gallatin County Motor Vehicle Office professionally at trainings and conferences.
Provide guidance and assistance to coworkers by sharing expertise, answering questions, and resolving routine registration and licensing issues.
Other Duties as Assigned
Perform other functions as directed by supervisor, including special projects, cross-training, and filling in for other staff.
Provide services during declared emergencies (e.g., earthquake, fire, flood, or similar) as required by the County.
Knowledge of:
Montana motor vehicle licensing, registration, and titling laws and procedures.
Interpretation of legal documents related to vehicle ownership and transfers.
General office operations, recordkeeping, and customer service practices.
Cash handling, reconciliation, and transaction balancing.
Microsoft Office Suite (Word, Excel) and ability to learn specialized state systems.
Skill in:
Communicating effectively with customers, coworkers, and outside agencies, both orally and in writing.
Handling sensitive transactions with professionalism, accuracy, and confidentiality.
Managing multiple priorities and maintaining composure in high-volume or stressful environments.
Interpreting and applying laws, rules, and procedures to a variety of complex situations.
Ability to:
Establish and maintain cooperative relationships with the public, coworkers, and supervisors.
Resolve routine registration and licensing issues independently.
Work accurately and efficiently under deadlines.
High school diploma or equivalent; and
At least three (3) years of related clerical or administrative experience; or
Completion of a work-related vocational or post-secondary program and at least one (1) to two (2) years of related job experience.
Physical Abilities and Working Conditions
Work is performed primarily in a professional office setting.
Regularly required to sit or stand and use hands to operate computers, calculators, and office equipment.
Frequently required to reach with hands and arms.
Occasionally lift or move boxes containing license plates, binders, or documents (up to 30 pounds).
Vision requirements include close and distance vision and the ability to adjust focus for computer and document review.
As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.
To apply go to the Job Openings tab on our Gallatin County Website, be prepared to add the following documents listed below.
Cover Letter
Resume
Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.
HEALTH BENEFITS:
Individual health benefits premium is paid at 100% for full-time employees and pro-rated based on hours worked for part-time employees
Includes limited vision and dental coverage (Dental is provided by MetLife and includes a dental buy-up option)
Dependent health benefits premium is offered at very low costs
Coverage is effective the 1st of the month following 30 days of employment
Talkspace: In-Network behavioral health support through virtual counseling & psychiatry
Optional Supplemental Coverage is offered through Mutual of Omaha including Voluntary Accident Policy, Voluntary Critical Illness Policy and Voluntary Life Insurance Policy (also available for dependents)
FREE unlimited access and care to PMR Clinic East. This is a private Clinic and is available to all employees and family members who are enrolled in our health benefits.
FLEXIBLE SPENDING ACCOUNTS:
Optional pre-tax, out-of-pocket medical expenses & day care expenses
COUNTY PAID LIFE INSURANCE:
$50,000 Group Life Insurance Policy (eligible employees only) (age reductions apply)
COUNTY PAID LONG TERM DISABLITY INSURANCE:
Eligible employees only, benefit duration shortens once a specific age is reached
RETIREMENT:
County employees are covered by the Public Employee's Retirement System (PERS)
County Deputies and Detention Officers are covered by the Sheriff's Retirement System (SRS)
An optional supplemental 457 deferred compensation plan/ROTH is available through Empower and Nationwide
PAID PARENTAL LEAVE:
Eligible employees are offered a maximum of six weeks (240 hours) of paid parental leave for the bonding and care of a newborn child or adoption of a child
SICK AND VACATION LEAVE:
Employees accrue 12 sick days and 3 weeks of vacation per year, depending on years of service. (Hours are pro-rated for part-time employees)
Leave starts accruing on an employee's date of hire and can be used as soon as time is in the books.
HOLIDAYS:
The County observes 11 legal holidays in even numbered years (Federal Election Day) and 10 legal holidays in odd numbered years.
A Floating Holiday is available to eligible employees after six months.
HEALTH CLUB MEMBERSHIPS:
Discounted rates are offered at participating clubs with payroll deduction.
EMPLOYEE ASSISTANCE PROGRAM:
Offers a confidential counseling hotline and up to six sessions with a Licensed Professional Counselor at no cost to the employee. This program is also available to dependents.
WORLDWIDE TRAVEL EMERGENCY PROGRAM AND WILL & LEGAL PREPARATION SERVICES:
Limited 24/7 services anywhere in the world
Will and limited legal service