Salary : $2,168.80 - $2,442.40 Biweekly Location : Bozeman, MT Job Type: Full-Time Job Number: 00685 Department: Treasurer - Motor Vehicle Opening Date: 10/16/2024 Closing Date: Continuous POSITION OVERVIEW This position is located in the Motor Vehicle Department of the Treasurer's Office. This position performs a variety of duties including leading, directing and coordinating all motor vehicle titling and renewal functions for both Gallatin County Motor Vehicle Department locations, including supervising a large staff, directly and through the Belgrade Motor Vehicle Office Supervisor, sets goals and priorities, affects policy and procedural improvements, identifies areas for gaining efficiencies and facilitates change where necessary, maintains excellent and accurate high volume production, while focusing on providing exemplary customer service and meeting the ever-changing demands of work environments. This position reports to the Treasurer, at the direction of the Treasurer, and exercises line supervision over Administrative Clerks within the Department. MOTOR VEHICLE SUPERVISORY FUNCTIONS AND OVERSIGHT
- Supervisory activities include hiring, employee development and training, scheduling, performance management and evaluation of employees, assigning duties and providing direction to staff. Proactively addresses emergent issues.
- Ensures that staff work products meet Montana Code Annotated requirements, Montana Department of Justice policies and procedures, and County policies, by reviewing transactions, the report, records, and applications of others for accuracy and content.
- Reviews errors with staff and recommends further training where necessary; ensures errors are corrected in a timely manner, and follows up on customer complaints or larger issues.
- Supervises and coordinates activities of staff such as preparing title letters, answering phones, and website updates.
- Coordinates with IT - Sharpoint and access.gov integrations, credit card provider integrations, text messaging systems, notification systems and scheduling platforms,
- Performs and coordinates general financial and accounting functions, consistently monitoring the Motor Vehicle budget, managing overtime, overseeing the maintenance of supplies and inventory, records retention, and renewing registrations by mail or online.
- Makes recommendations concerning staffing, policy changes, and procedural improvements.
- Ensures office coverage, updating and implementing policies, identify areas for gaining efficiencies, evaluate and improve procedures, and facilitating change when it better serves the office and the public.
- Resolves customer complaints and answers questions regarding services and procedures. Helps staff in resolving problems and completing work.
- Provides and coordinates technical assistance for office staff on computer systems. Directs the trainer/network coordinator for the department; trouble shoots and aids other staff in resolving computer issues; coordinates upgrades with Technology personnel.
- Serves as a liaison between office support staff and department officials, other county departments and the public. Represents the department at meetings and coordinates work efforts with other county departments. Ensures departmental compliance with county and state policies, rules and regulations.
- Balances or oversees balancing of all monies collected daily by totaling daily receipts and counting collected funds to ensure consistency, identifying and resolving discrepancies, creating disbursement report for Treasurer, and monitors and verifies monthly balances to ensure consistency with month-end Treasurer's report.
- Monitors changes in state laws affecting Motor Vehicle Department and adapts policy for implementation in office by interpreting policy intent, determining applicability to office Human Resources.
- Schedules and conducts lead and supervisor meetings. Schedules and conducts all staff meetings and trainings. Encourages staff development and promotes a positive, teamwork environment.
- Provides training to private organizations, banks, other financial institutions and dealerships in titling laws and proper procedures to improve overall Motor Vehicle Department efficiency.
- Attends trainings at the direction of the Treasurer, to include TAC and other professional development opportunities.
- Works directly with Montana Department of Justice staff to suggest ideas, implement changes,
- Serve on development committees and work with other county treasurers on motor vehicle related legislation.
- Consults with other motor vehicle supervisors around the State, working with the five largest counties to pursue and promote better consistency and services.
- Partners with others in innovative projects.
QUALIFICATIONS This work requires considerable knowledge of the principles and practices of staff supervision, HR policies; relevant Montana Codes Annotated encompassing motor vehicle laws and regulations; State motor vehicle system (MERLIN); laws, rules and regulations related to local government collection of property taxes, and of titling, licensing, and registration of motor vehicles; daily balancing procedures; Montana Local Government retention schedules, and policies or procedures related to the security and confidentiality of records and considerable knowledge of business English, grammar, spelling, punctuation and math. This position must have skills in the use of a personal computer and word-processing, spreadsheet and database applications; in use of modern office equipment and have the ability to learn the use of State of MT motor vehicle system software (MERLIN) and county accounting software (CSA). This position must have the ability to manage multiple priorities, to exercise independent judgment and to make responsible decisions in accordance with established policies and procedures; ability to hire, supervise, train, evaluate and discipline personnel; to perform research; practice good interpersonal communication skills and the ability to deal effectively with a diverse group of people; ability to coordinate and respond to multiple demands in a stressful setting; demonstrate absolute integrity; handle confidential aspects of the work; communicate effectively in the English language, orally and in writing and the ability to establish and maintain effective working relationships with diverse individuals and groups. EDUCATION & EXPERIENCE The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to a Bachelor's Degree in business management, public administration or a related field and three (3) years of supervisory experience. SUPPLEMENTAL INFORMATIONAs a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation. To apply be prepared to add the following documents listed below.
- Cover Letter
- Resume
- Three (3) work references
Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law. Excellent Medical Health Benefits - Group health benefits, including dental and vision coverage, are available to eligible County employees. The medical health benefits premium is covered for full-time employees. The County contribution is pro-rated on hours paid for part-time employees. The employee pays the premium portion for dependent coverage. Family health benefits coverage is $205.00 per pay period. Medical deductible is $400 for an individual and $1,000 for a family. Flexible Benefits Plan - Pre-tax out-of-pocket medical expenses and day care expenses. Supplemental Medical Coverage and voluntary Life Insurance Coverage are offered through Mutual of Omaha.. Public Employees Retirement System - Montana public employees of the state, university system, local governments and certain employees of school districts are covered by the Public Employees Retirement System (PERS). New members to the PERS have an opportunity to choose between two retirement plan options: the Defined Benefit Plan or the Defined Contribution Plan. Sheriffs' Retirement System (SRS) - A public pension plan for all Montana Sheriffs hired after July 1, 1974 and Detention Officers hired after July 1, 2005. Supplemental Retirement Benefits are offered through Nationwide and Empower. Sick Leave - Full-time employees accrue 7.40 hours per month and are eligible to use sick leave once it is accrued. The accrual is pro-rated for part-time employees. Vacation Leave - Full-time employees accrue 9.20 hours per month and are eligible to use leave once it is accrued. The accrual is pro-rated for part-time employees. Holidays - The County observes eleven legal holidays in even numbered years and ten legal holidays in odd numbered years. Paid Parental Leave (PPL)- In recognition of the importance of bonding and care of a newborn child or a child placed for adoption, Gallatin County provides 240 hours of PPL to eligible full-time employees. The hours are pro-rated for part-time employees. Tuition Assistance- Because we value the professional and personal development of our employees, Gallatin County is proud to offer reimbursement of certain education expenses. Bilingual Pay - Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.