BMV Clerical Assistant 2
Work for Indiana
Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana s communities every day.
About the Bureau of Motor Vehicles:
The BMV s mission is to serve all Hoosiers by providing best-in-class driver and vehicle services in a timely and accurate manner while ensuring security and transparency. The BMV team works throughout the state of Indiana and are dedicated to fostering an environment where we
- Invest in our employees
- Engage our customers
- Provide sustainable systems
- Embrace product innovation
About the Job
The purpose of this position is to receive correspondences and compose informed replies of driver and vehicle information within the scope of Disclosure I.C. 9-14-13-7 for the general public, companies, law enforcement, elected officials, media, subpoenas, courts, attorneys, and organizations. Compose and reply to requests for attorneys and prosecutors regarding habitual traffic violator packets. Manage all returned titles and escalate callback issues. Receive and prep all incoming mail for processing within the department.
A day in the life:The essential functions of this roles are as follows:
- Receipt all monies in STARS for vehicle and driver requests the same day received.
- Must identify what type of information is being requested and whom it is from on state form 53789 and requests from prosecutors. Staying within the guidelines of the Information Security Policy as to what information can and can t be released with a 0% error rate daily.
- Auditing documents that are prepared for release for accuracy.
- After the information is retrieved from Microfilm, Fiche, Comflim and FORTIS to complete the request it must be prepped and sent to be imaged.
- When the completed request is returned from imaging a comment must be entered into the customer grid within STARS as to where the copy of the document can be found in FORTIS and where the request was mailed to.
- Sort all title reports received by state and mail them to the out of state agency at the end of the month.
- Must retrieve all returned titles from the mail room, make standard comment in STARS, and log in alphabetical order by name and date received, maintaining storage of six months at a time.
- Complete all escalated callbacks from customers regarding remailing returned titles.
- Retrieve mail from Document Management mailbox and maintain an accurate log of all monies received.
- Pouch all certified mail delivered for Titles Department for processing.
The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.
Additional duties:
- Report to supervisor daily production.
- Security and protection of confidential information is expected 100% of the time.
- Meet daily objectives as they pertain to Communication ensuring supervisor is aware of any workflow issues at the end of each day.
- Must cross train in all aspects of Documents Management.
- Must complete in the allotted time all agency training presented by the BMV and/or supervisor with a completion score of no less than 90%.
- High School Diploma or equivalent;
- Basic knowledge of grammar, punctuation, spelling, and math;
- Working knowledge of agency computer programs such as Outlook;
- Working knowledge of specialized computer programs to include FORTIS, KOFAX, and STARS;
- Basic knowledge of Division procedures, programs, and activities and the ability to apply these to pertinent situations;
- Ability to operate equipment necessary to departmental functioning;
- Ability to prioritize tasks and meet deadlines;
- Ability to maintain confidentiality of Division documents;
- Ability to communicate both orally and in writing effectively;
- Ability to multitask in a changeable environment;
- Ability to attend to detail;
- Ability to focus on a computer screen up to seven and a half hours per day;
- Ability to lift up to 50 pounds on a regular basis.
- Must be able to work sitting at a computer desk up to seven and half hours per day;
Benefits of Employment with the State of Indiana:
The State of Indiana offers a comprehensive benefit package for full-time employees which includes:
- Three (3) medical plan options (including RX coverage) and vision/dental coverages
- Wellness program (offers premiums discount for the medical plan)
- Health savings account (includes bi-weekly state contribution)
- Deferred compensation account (similar to 401k plan) with employer match
- Two (2) fully-funded pension plan options
- Group life insurance
- Employee assistance program that allows for covered behavioral health visits
- Paid vacation, personal and sick time off
- Competitive leave policies covering a variety of employee needs
- 12 company paid holidays, 14 on election years
- Qualified employer for the Public Service Loan Forgiveness Program
- New Parent Leave
- Free Parking
- Free LinkedIn Learning
If this is an Intermittent position, the position does not offer benefits and is limited to 180 working days in an eleven (11) month continuous period.
Equal Employment Opportunity:
The State of Indiana is an Equal Opportunity Employer
Estimated Salary: $20 to $28 per hour based on qualifications.
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