Licensing & Recording Manager - Kelso, United States - Cowlitz County

Description

Salary : $72, $91,008.00 Annually

Location : Kelso, WA

Job Type: Full Time

Job Number:

Department: Auditors Office

Opening Date: 04/23/2024

Closing Date: 5/15/2024 11:59 PM Pacific

Job Description

The Cowlitz County Auditor's Office is scouting for talent

LICENSING and RECORDING MANAGER

$6,067 - $7,584 per month

Position open until filled, first review date will be May 15th, 2024.

The position supervises a group of talented, customer-service oriented employees in the Auditor's Office and performs complex senior level clerical and office duties to support division operations. The position also acts as a compliance officer of appointed vehicle and vessel licensing subagents and provides training and other assistance to subagent employees. The Licensing/Recording Manager is a highly skilled professional, vehicle and vessel licensing expert, document recording specialist, problem solver, trainer, mentor, and all-star team player.

If the following statements describe who you are, this might be the perfect job for you . . .

• There's nothing you enjoy more than interacting with people.
• You are a natural leader and often mentor others.
• Solving problems and finding solutions to challenging situations makes you happy.
• You have a gift for making people feel at ease.
• If your customer is having a bad day, you don't take it personally.
• You keep calm under pressure.
• You are tactful, diplomatic and dependable.
• Doing several things at once is fun.
• You think change is good and are always willing to learn something new.
• You have a positive, can-do attitude.
• People like working with you.

A day in the life of a Licensing and Recording Manager might look like this . . .

• Share your knowledge with new and long-term Deputy Auditors so they learn everything they need to know to work independently and be successful. Your training skills may also be provided to our appointed subagents.
• Guardian of outstanding customer service.
• Provide training on the document recording system, Department of Licensing system, and other programs used by the office.
• Help your team resolve any problems with transactions.
• Balance and reconcile reports from multiple systems.
• Verify all daily work submitted by your team.
• Schedule and direct work assignments for Deputy Auditors.
• Work with new Deputy Auditors to become certified Vehicle Licensing Representatives (VLR) by scheduling training, administering tests, and tracking hours worked towards certification eligibility.
• Monitor and document continuing education credits to be sure VLRs maintain certification.
• Perform yearly subagency audits, following extensive DOL Policy 02.A.001.
• Assist the Licensing Lead in monitoring each subagency per DOL Policy 08.A.001.
• Verify licensing title work for agent and subagents to ensure accuracy and compliance.
• Develop, recommend and implement policies and procedures in compliance with division goals and objectives.
• Keep current on legislation and requirements affecting licensing and recording.
• Notify all interested parties and the public of changes in fees or requirements affecting licensing and recording.
• Submit copies of documents to the State Archives for storage.
• Assist with budget preparation for the Licensing and Recording Division.
• Assist in the process of hiring and onboarding new Deputy Auditors.
• Bring personnel and performance problems of Deputy Auditors and subagents to the attention of the Auditor or Chief Deputy Auditor as soon as they develop for resolution by the Auditor or Chief Deputy Auditor.
• Act as a liaison with other departments and outside agencies.
• Attend and participate in staff meetings. Provide input and recommendations to improve own work processes and the general operation, performance and services provided by the Licensing and Recording Division.
• Ensure implementation of department and County policies, procedures and ordinances.
• Attend training seminars and conferences and keep up to date on relevant laws and certifications.
• Manage sensitive and confidential records.
• Perform Deputy Auditor duties as needed, included but not limited to, processing vehicle and vessel licensing transactions and collecting fees; inventory; record and file documents; index and verify recorded documents; issue and process marriage applications, licenses and certificates; respond to customer inquiries in person, by telephone, and through written correspondence.
• Other duties as assigned - and there are always plenty

Here's what we'll need from you . . .

• A Bachelor's degree is preferred, but the right person is essential.
• Ability to become a Certified Vehicle Licensing Representative (VLR) within two years of hire date. Current or past Certified VLR with the ability to become recertified, or prior Department of Licensing, agent or subagent management experience with the ability to become a Certified VLR is preferred.
• Have two years of management responsibility. May be substituted with five years of progressively responsible office experience related to vehicle and vessel licensing and record management/document recording or any combination of education and experience which would provide the desired skills, knowledge and ability required to perform the job.
• Excellent problem solver and willing to roll up your sleeves to tackle any issue thrown your way.
• Keen attention to detail and exceptionally good at identifying inconsistencies and flaws.
• Excitement and passion for customer service. We're cool; we hope you are too.
• Proficiency in operating normal office equipment, computers and that sort of thing.
• Function in a routinely fast-paced environment and step it up even faster when necessary.
• Keep our ridiculously high-quality bar set ridiculously high, and help us identify and execute ways to raise it even higher.

About us . . .

In the Auditor's Office we don't just meet the needs of our customers; we build relationships that keep our customers coming back year after year. We adhere to the philosophy that each and every person we serve should be treated as if they were our most valued customer. Our customer service philosophy extends to our coworkers and fellow employees in other county departments/offices, thereby creating a workplace that is exceptional. By joining the team in the Auditor's Office, new employees find themselves among many dedicated, long-term employees who thrive in the workplace and feel empowered and valued.

The benefits of working with us . . .

We offer an attractive salary and an exceptional benefits package. There are several healthcare, dental and vision plans available, all of which include coverage for spouses and dependents. Employees are enrolled in the Public Employees Retirement System (PERS) and there are deferred compensation plans available as well. Generous vacation and leave benefits, especially if you stay here awhile.

If you think you would be the absolute best Licensing and Recording Manager, and if you like what we have to offer, please take the opportunity to showcase your talent by completing the application process.

Job Duties

1. Ensure that the Auditor's Office operates under the applicable statutes and regulations associated with vehicle/vessel licensing, marriage licensing, and recording.
2. Provide daily management of the Licensing and Recording Division operations.
3. Supervise Deputy Auditor staff and schedule and direct work assignments for Deputy Auditors and extra help.
4. Coordinate training, including cross training, on the document recording system, Department of Licensing system and other programs used by the office, for Licensing and Recording Division staff as well as extra help.
5. Work with new Deputy Auditors to become Certified Vehicle Licensing Representatives (VLRs) by scheduling training, administering tests, and tracking hours worked towards certification eligibility.
6. Monitor and document continuing education credits to be sure licensing operators maintain certification.
7. Assist in the interviewing of prospective Licensing and Recording Division employees and make recommendations on hiring.
8. Assist in the process of hiring and onboarding new Deputy Auditors.
9. Assist in revising forms and operating policies and procedures for the Licensing and Recording Division to ensure legal changes are implemented.
10. Assist Deputy Auditors in resolving problems with transactions.
11. Balance and reconcile reports from multiple systems.
12. Develop, recommend and implement policies and procedures for subagent oversite.
13. Perform yearly subagency audits, following extensive DOL Policy 02.A.001.
14. Assist the Licensing Lead in monitoring each subagency per DOL Policy 08.A.001.
15. Verify licensing title work for agent and subagents to ensure accuracy and compliance.
16. Develop, recommend and implement policies and procedures in compliance with division goals and objectives.
17. Keep current on legislation and requirements affecting licensing and recording.
18. Notify all interested parties and the public of changes in fees or requirements affecting licensing and recording.
19. Submit copies of documents to the State Archives for storage.
20. Assist with budget preparation for the Licensing and Recording Division.
21. Bring personnel and performance problems of Deputy Auditors and subagents to the attention of the Auditor or Chief Deputy Auditor as soon as they develop for resolution by the Auditor or Chief Deputy Auditor.
22. Act as a liaison with other departments and outside agencies.
23. Attend and participate in staff meetings. Provide input and recommendations to improve own work processes and the general operation, performance and services provided by the Licensing and Recording Division.
24. Ensure implementation of department and County policies, procedures and ordinances.
25. Attend training seminars and conferences and keep up to date on relevant laws and certifications.
26. Manage sensitive and confidential records.
27. Perform Deputy Auditor duties as needed, included but not limited to, processing vehicle and vessel licensing transactions and collecting fees; inventory; record and file documents; index and verify recorded documents; issue and process marriage applications, licenses and certificates; respond to customer inquiries in person, by telephone, and through written correspondence.

Non-Essential Duties:

1. Perform other duties as assigned, including assisting others to meet deadlines and covering other duties during employee absences.

Qualifications

Minimum Qualifications:

1. High School diploma or equivalent.
2. Ability to become a Certified Vehicle Licensing Representative (VLR) within 2 years of hire date.
3. Two years of management responsibility. May be substituted with five (5) years of progressively responsible office experience related to vehicle and vessel licensing and record management/document recording or any combination of education and experience which would provide the desired skills, knowledge and ability required to perform the job.
4. Experience and proficiency in the use of computers for general office and accounting applications.
5. Proficient in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
6. General knowledge of modern office management procedures and practices.

Preferred Qualifications:

1. Bachelor's degree in business administration or equivalent.
2. Current certification as Vehicle Licensing Representative (VLR).
3. Prior Washington State Department of Licensing, agent or subagent management experience.

Supplemental Information

Required Skills and Abilities:

1. Interpersonal and customer service skills to courteously deal with the public and other county employees requiring services. Develop and maintain good working relations with other county employees, and other agencies.
2. Work well independently as well as in a teamwork and cooperative environment.
3. Manage and perform work in a multi-task environment; be organized in order to complete work under date/time deadlines.
4. Communicate effectively orally and in writing in a professional business-like manner.
5. Maintain a professional appearance.
6. Able to exercise discretion over sensitive and confidential issues related to the department and its business.
7. Possess or develop a general understanding of applicable codes, ordinances, laws and statutes that relate to Recording, Marriage Licensing and Vehicle and Vessel Licensing.
8. Maintain high standards of accuracy, ethics and efficiency in handling money transactions and deposits.
9. Knowledge of modern supervisory techniques and practices. Able to communicate instructions clearly.

Cowlitz County offers a competitive benefits package for Full-Time employees, including:

• Health Insurance: Variety of Medical, dental, life, vision, and prescription insurance for employee and family. Employees who are covered under another person's medical plan have the option of an HRA (Health Retirement Account) in lieu of medical insurance. HSA and FSA plans are also available, depending on eligibility.
• 11 Paid holidays, vacation, and sick leave.
• Retirement: All full-time employees must participate in a Washington State Retirement Services plan, and may participate in a Deferred Compensation Plan, if desired.
• Employee Assistance Program employees and family members for help with personal or family issues.
• Group Life Insurance: Basic life and Accident insurance is provided to employee, with additional insurance available to purchase.