Summary

Under general supervision, an ABC Title Public Tag Agent Manager / Notary Public is responsible for providing general office support with a variety of clerical activities and technical tasks related to motor vehicle transactions and tax collection.

Essential Functions

• Notarize Documents (when applicable)
• Travel, as needed, between ABC Title offices and to customer’s offices to notarize documents and pick up work to be processed.
• Follow standard protocol for all State regulations regarding vehicular transactions, such as:
  1. Process motor vehicle titles and registrations
  2. Issue Driver's Licenses and State ID's
  3. Receive payments of titles and vehicle registrations
  4. Accept tax payments and file appropriate documentation
• Greeting, directing and assisting customers that come into the office.
• Prepare documents related to motor vehicle titles and registrations
• Enter and retrieve information from computer, answer multi-line phone system, and following up with phone calls to customers when necessary.
• Occasionally involved in daily cash out process, daily shipping process, scanning and saving all motor vehicle records to the computer.
• Participate in charity events sponsored by ABC Title

Competencies

• Thorough knowledge of State of Louisiana notarial processing (when applicable).
• Technical Capacity — computer, database and spreadsheet proficient. Must be highly capable to learn and use a computer program quickly, efficiently and consistently (to be trained).

• Should assess own strengths and weaknesses, pursue training and development opportunities and strive to continuously build knowledge and skills
• Ethical Standards — treat others with respect, work with integrity and uphold organizational values.
• Thoroughness — great attention to detail is critical, as this is a State monitored business.
• Collaboration Skills — must work well with others as part of a team.
• Communication Proficiency, both orally and written.
• Professional appearance, attitude and telephone manner is essential.
• Flexibility — must be able to multitask, prioritize and reprioritize when necessary.
• Punctuality & Attendance — must arrive promptly before the start of shift, have reliable transportation, and be in communication early if there is any problem.

Supervisory Responsibility

Including but not limited to the following:

• Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
• Organize, schedule, and participate in mandatory meetings and appointments
• Partner with HR to maintain office policies as necessary
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Join and participate in networking organizations
• Provide general support to visitors
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
• Ensure that results are measured against standards, while making necessary changes along the way
• Allocate tasks and assignments to subordinates and monitor their performance
• Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
• Perform review and analysis of special projects and keep the management properly informed
• Responsible for providing orientation and training to new employees
• Ensure top performance of office staff by providing them adequate coaching and guidance
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications
• Responsible for ensuring office financial objectives are met by monitoring budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise
• Participate actively in the planning and execution of company events
• Responsible for developing standards and promoting activities that enhance operational procedures
• Allocate available resources to enable successful task performance
• Coordinate office staff activities to ensure maximum efficiency
• Evaluate and manage staff performance
• Coach, mentor and discipline office staff
• Ensure filing systems are maintained and current
• Establish and monitor procedures for record keeping
• Ensure security, integrity and confidentiality of data
• Implement office policies and procedures
• Oversee adherence to office policies and procedures
• Analyze and monitor internal processes
• Implement procedural and policy changes to improve operational efficiency
• Prepare operational reports and schedules to ensure efficiency
• Coordinate schedules with other managers, appointments and bookings
• Monitor and maintain office supplies inventory
• Review and approve office supply acquisitions
• Handle customer inquiries and complaints
• Manage internal staff relations
• Maintain a safe and secure working environment

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

This is largely a sedentary role; however, the physical demands described here are representative of those that must be met by an employee to successfully perform 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 sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employees must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by their job include close vision, distance vision and the ability to adjust focus.

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are varying schedules. The office hours are Monday – Friday 9am – 6pm and Saturday 9am – 2pm.

Travel

No outside travel is required for this position, however travel between ABC Title locations and to/from ABC Title customer’s offices may be requested; mileage reimbursed.

Required Education and Experience

1. Louisiana Notary Commission – You must acquire Louisiana Notary Commission within 1 year of employment to retain title of Manager. ABC Title will reimburse education/testing expenses upon acquisition of Louisiana notary commission. Note: Failure to pass Notary test could result in demotion and change in pay rate, moving from salary to hourly.
2. High school diploma.
3. One year of office experience.

Preferred Education and Experience

At least one year of banking, DMV, automotive registration or motor vehicle title experience is advantageous. 

Additional Eligibility Qualifications

None required for this position.

Work Authorization/Security Clearance (if applicable)

Fingerprints and Background check by Louisiana State Police

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.