Administrative Staff Officer I (6923)

Full/Part Time

Full-Time

Regular/Temporary

Regular

Salary Range From

3689.00

Monthly

Salary Range To

3689.00

Monthly

Motor Vehicle Division

NDDOT Entry Salary: $3,689/monthly

The candidate that is selected for this position may be granted moving allowance provisions in accordance with Human Resource Policy 14.4.

Summary of Work

State Titling and Registration System (STARS) Administrator & Reporting: Manage S tate Titling and Registration System (STARS) for the Division and serve as Subject Matter Expert (SME); provide system technical expertise to DOT Administration for legislative, dealer, other state agencies or general public application functionality. Primary (lead) for submitting documents for changes or enhancements to STARS – SQR process. Primary (lead) for application testing of any changes or enhancements to STARS. Manage the system development process (Analysis, Design, Development, Implementation, and Evaluation) for all STARS enhancements. Manage and analyze all tracking and statistical analysis capabilities STARS to generate business process and production data ideas and recommendations for improvement for management evaluations and decision making. Primary administrator of STARS and when appropriate work with Motor Vehicle Accounting section to research and reconcile audit items. Assist staff with STARS problem resolution regarding hardware (check remittance processing system, ITI Registration Printers, receipt printers, FileNet system) and software issues. Manage, analyze, and resolve system problems using appropriate resources, such as DOT Help Desk and ITD; respond to questions for the STARS application users, for efficiencies and initiate or make changes accordingly. Approximately 60 percent of time will be spent on this duty.

IT Project Management & Reporting: Responsible for annual Fee and Credit Schedules; assure distribution and publish to the website; perform or assist in projection of registration fee increases, revenue projections, and various data related information to recommend needed changes or to include as projection information. Research, analyze, and interpret statistics, data, and other information such as project records and system data for preparing formal reports, project studies, or publications for Division Director on various motor vehicle topics related to: best practices, legislative changes, business and procedural practices, etc.; ensure credibility of division information. Manage division IT needs and make recommendations for enhancements to section manager or division director. Manage Motor Vehicle website; create and maintain performance measures based on consumer feedback and program capabilities; make improvements to the Motor Vehicle Renewal Program. Responsible for STARS user maintenance, set up, and errors. Responsible for eDealer implementation which includes being the primary contact for selected dealers, testing data received electronically, training, and procedures. Coordinate with division and others such as branch offices, Association of Counties, financial institutions, ND Dealers, ND Dealers Association, and other appropriate groups to explore program enhancements such as electronic lien system, etc.; and create and implement as appropriate. Troubleshoot and correct online renewal problems and online registration fee and credit calculation system issues. Compose, create, and prepare presentations from rough notes for division staff, some presentations include researching other sources for particular information. Approximately 20 percent of time will be spent on this duty.

Back up to Support Operations Manager: Establish and prioritize the goals of the division’s support operations section which includes imaging, IT, mail, and records operations in section manager’s absence; keep division director apprised of any problems; and assure overall quality and service. Manage section’s personnel-related issues including hiring, training, discipline, coaching, and counseling in section manager’s absence. Maintain a thorough knowledge of the ND Century Code (Title 39 & 57) and the ND Administrative Code (Articles 37-12) in order to provide accurate responses to questions from division director, staff members, legislators, law enforcement agencies, other state agencies, and the general public. Review motor vehicle contracts when necessary and file the necessary claim with the OMB Risk Management division in section manager’s absence. Contract/Project Manager: assist support operations manager with administering, initiating, negotiating, entering into and monitoring motor vehicle data information and branch office agreements. Assist division director with month end reports used by management and other agencies such as the Treasurer’s office, Health Department, National Guard, Game and Fish, OMB, etc., and legislative committees, when appropriate. Attend regular supervisor staff meeting, management training seminars, and other workshops or training as required. Assist division director with various issues related to section. Approximately 10 percent of time will be spent on this duty.

Other Motor Vehicle Division Duties: Research and generate reports on information requests from Law Enforcement, or other stakeholders as needed; must have a complete understanding of STARS in order to accurately process these requests and must have thorough Excel experience to properly format reports given to parties outside of NDDOT. Must have thorough knowledge of ND Century Code Title 39-33 in order to provide accurate responses. Track daily numbers for walk-in, mail-in, online and branch office renewal totals for statistical purposes. Submit work orders for the division via the Work Management System. Weekly plate order research and approval process; verifying the plate requested by a Motor Vehicle user; check if meaning of plate is entered in STARS; check alternate meaning for plate; Verify plate meets policy requirements (i.e. number of characters, preceding characters, etc.). Coordinate with quality trainer for updates to Best Practices and Motor Vehicle Registration online manuals; work with each section to coordinate appropriate annual updates. Open and prepare renewal notices for registration processing and/or Mobility impaired renewal Processing; includes sending correspondence to customers for corrections when necessary. Back up to other support operation processes: Process surrendered ND titles and QC verification two-step process. Approximately 10 percent of time will be spent on this duty.

Minimum Qualifications

Requires five years of work experience in high-level administrative support duties that included participation in the development, or modification, of major projects or procedures. Work experience must reflect an ability to conduct research, provide analysis and interpretation of information, and prepare formal reports. College-level course work in business administration, or a related field with course work reflecting the required abilities, may be substituted for the required work experience on a year-for year basis.

Requires ability to lift up to 30 pounds and carry several items with a total weight of 50 pounds.

Requires satisfactory completion of the interview process and a verifiable record of satisfactory performance in previous employment. Employment is contingent upon the results of a criminal background check.

Application Procedures

Applications will ONLY be accepted online through the ND PeopleSoft System.

• State of ND employees should access the announcement and application by signing into their ND PeopleSoft account at: https://www.cnd.nd.gov/psp/strp/?cmd=login&languageCd=ENG& , clicking on “my Career,” and selecting “Careers” in the drop down menu.
• Applicants who are not employees of the State of North Dakota can access the announcement and application by visiting: http://www.nd.gov/hrms/jobs/announcements.asp

In addition to the online application, applicants should upload the following documents

• Resume;
• Cover letter (addressed to Human Resources Division);
• Copy of their college transcript (if applicable).

Applicants claiming ND veteran’s preference must submit documentation proving their ND residency and eligibility under North Dakota Century Code 37-19.1 by uploading the following:

• Veteran must upload a Form DD-214;
• Disabled Veteran must upload a Form DD-214 and a current statement of disability from the Veterans Administration which is less than 1 year old;
• Spouse of Disabled Veteran must upload a Form DD-214, a copy of the marriage certificate, and a current statement of disability from the Veterans Administration which is less than 1 year old; or
• Spouse of a Deceased Veteran must upload a Form DD-214, a copy of the marriage certificate, and a copy of the veteran’s death certificate.

Applicants who experience difficulties during the application process should contact recruiter@nd.gov or 701.328.3290.

Application materials will be scored based on a 100 point job related personnel system. Applications should include information which directly addresses how the applicant meets the minimum qualifications and summary of work. It is very important to be thorough and detailed on all your application materials.

Driving records of potential employees will be reviewed when the positions requires a driver’s license. No person will be hired for a position with requires a driver’s license if any of the following apply:

NDDOT does not provide sponsorships.

Applicants should contact Jason Sutheimer, SPHR, SHRM-SCP at 701-328-4358 or jsutheimer@nd.gov in advance of the position closing date if they require accommodation during the application, recruitment, or selection processes or would like a complete Job Description Questionnaire.

For questions regarding this position’s duties or requirements, please contact Pam Nemeth at 701-328-3469.

TTY users may use Relay North Dakota at 711 or 1-800-366-6888.