CarBucks Document Support Specialist I

Job Description

Job Description

SUMMARY :

Successfully complete administrative duties / projects that support the organization, including filing automotive titles, maintaining records, and managing key security tasks that protect the collateral position of the organization. Work with a high attention to detail and accuracy. Ensure effective and efficient workflow between internal and external clients and provide excellent customer service.

ESSENTIAL FUNCTIONS :

• Compile, sort, and file and block ticket / automobile title records, as well as perform other elements of automobile title management as required.
• Manage the filing process, including receiving, sorting and verifying inbound block tickets and cross-referencing the accuracy of VIN numbers and dealer / purchaser information.
• Perform duties in a fast-paced environment, completing work tasks with accuracy. Ability to cycle through work batches on a bi-hourly, hourly, and weekly basis.
• Pull and deliver titles. Determine appropriate delivery method (FedEx, US Mail) and verify the accuracy of delivery instructions and contact information.
• Maintain and update title filing, inventory, and database systems, either manually or using the computer.
• Prepare various reports that involve gathering data, summarizing information, and compiling into appropriate formats. Compute, record, and proofread report data.

Prepare and utilize computerized tracking and reporting tools (i.e. Excel spreadsheets) to manage documentation. Review reports daily / weekly to initiate actions for Title File Listing, Pull lists, etc.

Perform weekly audits of dealer folders to verify accuracy and consistency of information, cross-referencing VIN numbers, make / model, dealer / auction information, and block ticket to a title.

Review files, records, and other documents to obtain information to respond to requests. Supply information that requires knowledge of functional organization and procedures. Serve as an information resource regarding critical policies and procedures.

Present excellent customer grievance management skills. Communicate clearly, concisely and in a non-confrontational manner. Exhibit professionalism and respect to dealers when negotiating a resolution.

GENERAL QUALIFICATIONS :

Knowledge & Experience : These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position. Individual abilities may result in some deviation from these guidelines.

Physical Demands / Work Environment : Vision, hearing, speech, dexterity, visual concentration. A valid driver’s license is required. Must have the ability to stand, walk, sit and use hands and fingers. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled. The environment is a professional office with standard office equipment.

Cognitive Requirements : Learning, thinking, concentration, ability to exercise self-control, ability to work in a customer relations’ environment. Must be able to pay close attention to detail and be able to work as a member of a team. Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations’ situations. Must have the ability to exercise discretion as well as appropriate judgments when necessary.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.