Office Coordinator - Motor Vehicle

Compensation Range

$82,430.40 - $104,436.80

Job Description Summary

We are recruiting for an Office Coordinator for the Clerk & Recorders office in Motor Vehicle. If you have strong leadership and project management skills, and the desire to develop and lead a team of permanent staff and temporary workers, this position is for you!

The Office Coordinator performs high-level technical and administrative activities, responsible both for setting the department's strategy and ensuring flawless day-to-day operations, as required in motor vehicle. The Office Coordinator also liaises with internal and external stakeholders, fostering collaboration from across the political spectrum for all the division's activities. Performs a variety of complex duties and supervisory work requiring confidentiality and extensive use of independent judgment and knowledge of operations.

Supervision Received: In collaboration with and oversight from the Clerk and Recorder or Chief Deputy.

Supervision exercised: Will supervise Office Manager's in the department as well as between 50 employees in the department.

Job Description

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervise and direct the planning, coordination, and implementation of all duties and responsibilities for the administration of all vehicle licensing activities in all three offices. Oversee vehicle licensing, ensure the integrity of the process, and the accuracy of operational tasks based on applicable federal and state laws, Department of Revenue rules, and organizational policies. Experience with compliance-related processes, a technology-heavy environment and can reference statute and rule to ensure compliance. The use of technology, a focus on accuracy, and adherence to timelines is critical as motor vehicle is dynamic and preparedness is essential.

Provide accessible and efficient motor vehicle processes by being innovative and data-driven.

Build strong working relationships with team members, vendors, and stakeholders and be committed to Weld County and Clerk and Recorder guiding values, including equity and inclusion.

• As a steward of public trust, administer State and Federal laws; coordinate with the Chief Deputy and Clerk & Recorder.

• Review, analyze, and explain federal and state motor vehicle statutes and rules.

• Exercise direct supervision over motor vehicle staff. Exercise direct supervision of positions, employees, operations, and activities within the Motor Vehicle Operations area; may include coordinating staff training, assigning and reviewing work, participating in the interview and selection process, writing performance evaluations on all staff members, making recommendations impacting pay status and disciplinary action, evaluating performance, and approving time off.

• Evaluate office production, establish and revise procedures, and/or create new forms and documentation to improve the efficiency of workflow and documentation.

• Establishes uniform correspondence procedures and practices. Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.

• Resolves citizens' concerns, complex and unusual vehicle licensing issues, and other difficult situations.

• Participate in State and County motor vehicle committees, meetings, and training as requested to ensure County and department needs are considered and met; advise management staff and motor vehicle staff of activities and actions; maintain an awareness of activities in other counties and other states about vehicle licensing programs and policies.

• Provide Vehicle Licensing information and assistance to other counties and states as requested and assigned.

• Organize and maintain all three motor vehicle offices in Weld County.

• Write and approve Contingency and Security Reports.

• Maintain stringent security practices.

• Oversee the implementation of the motor vehicle statutory requirements and design all processes to comply with ever-changing statutory requirements.

• Monitor budget and provide input to Clerk & Recorder for the creation of budgets.

• Investigate, interpret, analyze and prepare recommendations concerning proposals for new programs and services.

• Perform special studies and projects as assigned and required.

• Testify for legislative proposals as assigned and required.

• Research and track pending motor vehicle legislation for the current session of the Colorado General Assembly; analyze procedural and fiscal impacts of pending bills and convey those impacts promptly to members of the Colorado Association of County Clerk & Recorder Legislative Committee; respond to elected officials' requests for information regarding pending bills; identify and analyze changes to Department of Revenue Rules and notify staff and Clerk & Recorder of public hearings regarding rules.

• Maintain external awareness, monitoring of conditions, trends, innovations, and practices that may have implications for vehicle licensing improvements.

• Attend seminars, conferences, workshops, classes, lectures, etc., as appropriate, to enhance and maintain knowledge of trends and developments in the field; review professional journals, attend associate and professional meetings, and otherwise maintain contacts with professionals to facilitate the exchange of information.

• Provide public relations support as appropriate to keep the media and community informed of legislation and programs.

• Performs all functions of the Motor Vehicle Department on an as-needed basis.

• Serves as a senior administrative assistant to the Clerk & Recorder on the management team; assist in developing and implementing the strategic direction for the Office.

• Work in any Clerk & Recorder department when necessary.

• Perform other duties as appropriate or necessary for the performance of the job.

Required Qualifications

Required Qualification:

• Bachelor's degree in Public Administration, Business Administration, or a related field.

• Experience in the Motor Vehicle arena or the performance of similar duties and responsibilities.

• Three years of supervisory experience in a motor vehicle function or in the performance of similar duties and responsibilities.

• Possession of, or ability to obtain, a valid Colorado Driver's License.

• Maintain continuing education hours annually or as required.

• Computer data entry, basic ten key, public contact experience

• Must be available to work flexible hours, including evenings, weekends, and holidays.

Physical Demands:

The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands and fingers, handle, or feel objects. The employee is regularly required to sit and talk or hear. The employee is occasionally required to reach, stand; walk, climb or balance; and stoop, kneel, crouch, or crawl.

Lift ballot boxes and cases weighing up to 32 pounds from floor level to 60 inches above floor level. Carry up to 32 pounds from a cart to a vehicle. Push and/or pull with up to 75 pounds of force. Stand and/or walk for up to eight hours during quality control tasks.

Working Environment:

The work environment characteristic described here is representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Subject to many interruptions; pressure due to high public volume and demands; the noise level in the work environment is usually moderate.

As an applicant for this position, you should be aware of Senate Bill 19-085, the Equal Pay for Equal Work Act. The act requires employers to announce the pay range for job openings. This range encompasses the nine pay steps available should you receive the position and demonstrate satisfactory performance over time.

This position is exempt from the minimum wage and overtime requirements of the Fair Labor Standards Act and is therefore ineligible for overtime pay.

Weld County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.