MCS IFTA/IRP Administrative & Credential Coordinator- Position 03716

Title: MCS IFTA/IRP Administrative & Credential Coordinator- Position 03716

State Role Title: Admin and Office Spec III

Hiring Range: $43,050- $49,507

Pay Band: 3

Agency: Department of Motor Vehicles

Location: DMV Headquarters, Richmond, VA (INTERNATIONAL REG & ROAD TAX)

Agency Website: www.dmv.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Motor Vehicles (DMV) is seeking an Administrative & Credential Coordinator to join the Motor Carrier IFTA/IRP team. This position ensures the seamless coordination of the International Fuel Tax Agreement (IFTA), International Registration Plan (IRP) and other Motor Carrier program applications and credentials while maintaining compliance with regulatory and financial standards. This role requires precise communication, error-free data entry, and the ability to maintain the smooth assignment of applications or tax returns and issue credentials accurately and efficiently. Employees rotate through assigned responsibilities to gain cross-functional expertise, ensuring consistent workflow coverage, team flexibility, and operational effectiveness.

Responsibilities Include:
•Prepare electronic and paper documents for filing and/or digital archiving, ensuring accuracy and compliance with agency retention and the library of records policies.
•Manage file-room, paper records and document retrieval processes in compliance with PII and FOIA policies.
•Resolve issues with undeliverable or returned mail, updating records as necessary.
•Verify and correctly index (apply keywords) applications, tax returns, and other customer documentation to processing teams ensuring to resolve any issues or discrepancies before submission to the applicable processing system.
•Respond clearly to customer inquiries about the status of applications, account discrepancies, and compliance requirements in accordance with DMV policies.
•Work with DMV teams to address escalated issues and ensure prompt resolutions.
•Issue credentials to customers through queue management, verifying accuracy and ensuring compliance with DMV standards.
•Maintain and reconcile DMV inventory, including license plates, overload permits, and decals, ensuring alignment with issued credentials.
•Assist with departmental projects or special initiatives as assigned.
•Apply and process payments accurately, adhering to PCI and DMV protocols.
•Reconcile daily financial transactions accurately and prepare deposit documentation.
•Receive, log, and distribute incoming mail and documents, ensuring timely delivery to appropriate work centers.

The Virginia Department of Motor Vehicles (DMV), headquartered in Richmond, Virginia, serves approximately 6.2 million licensed drivers and ID card holders with over 8.4 million registered vehicles. In addition, DMV serves many businesses, including dealers, fuel tax customers, rental companies, driving schools, other state agencies, local governments, and non-profit organizations. DMV operates upon five fundamental core values: Trustworthiness, Respect, Accountability, Integrity, and Teamwork (TRAIT). We don’t just talk about our core values. We live them!

Minimum Qualifications

•Strong written and verbal communication skills with a demonstrated ability to type and communicate without error.
•Advanced organizational skills to manage high-volume tasks accurately and efficiently.
•Demonstrated ability to verify documentation and resolve discrepancies in applications, credentials, or payments.
•Proficiency in Microsoft Office Suite
• Experience in administrative support or customer service roles

Additional Considerations

•Familiarity with Commercial Motor Vehicle, IFTA and IRP program requirements
•Familiarity working with physical inventoried items with the ability to analyze accurate reporting

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Selected candidate(s) will need to complete the I-9 Employment Eligibility Verification Form. DMV participates in E-Verify.

All applicants for employment must consent to a driver history and criminal background check. A fingerprint-based criminal history check