Title Processing Specialist

The Title Processing Specialist is responsible for independently managing all facets of vehicle title processing, ensuring that the Credit Union’s lien is properly perfected in compliance with legal and regulatory standards across all 50 states. This includes interpreting and applying diverse and frequently changing DMV requirements, analyzing legal documentation, and proactively resolving discrepancies or deficiencies in title records.

As a subject matter expert, the Specialist serves as a key liaison between the Credit Union and a wide network of external entities—including state departments of motor vehicles, automobile dealerships, lienholders, financial institutions, and private sellers. The role also requires consistent, tactful communication with members to guide them through complex or unfamiliar titling scenarios and resolve issues in a manner that balances regulatory obligations with member service excellence.

The position demands exceptional attention to detail, critical thinking, and the ability to make time-sensitive decisions with limited supervision. Title Processing Specialists are often required to negotiate with outside parties, escalate issues appropriately, and identify compliance risks that could impact the Credit Union’s lien position. A strong understanding of lien perfection, state regulations, and vehicle ownership transfers is essential, as is the ability to maintain professionalism and composure when managing escalated or sensitive situations.

1. Executes Title Processing Functions in Accordance with Credit Union Standards and State Regulations

a. Secures Credit Union liens on vehicle titles across all 50 states, ensuring accuracy and timeliness in accordance with each jurisdiction's requirements.

b. Audits member personal data and lien documentation for accuracy and legal sufficiency before submitting to appropriate DMVs or electronic vendors.

c. Prepares, submits, and monitors title applications and related documents to ensure successful lien perfection.

d. Maintains up-to-date knowledge of multi-state title regulations and proactively adapts to procedural changes.

e. Collaborates with E-lien vendors and ensures all electronic title data is recorded and released accurately.

f. Monitors title processing files, ensuring all records are complete, current, and actionable. Manually adds accounts as needed and verifies timely resolution and retirement of processing items.

g. Organizes, maintains, and updates digital and physical records in accordance with Credit Union standards and regulatory requirements.

h. Ensures accuracy, completeness, and legal compliance of all processed titles, communicating any exceptions to management promptly.

i. Documents all actions and correspondence clearly within Credit Union systems to maintain audit readiness and accurate tracking.

j. Upon receipt of title documents, determines the appropriate DMV office for processing and completes paperwork accordingly.

k. Proactively monitors processing accounts and ensures timely, accurate lien perfection or resolution.

l. Provides cross-functional support as needed and participates in continuous process improvements.

2. Coordinates with Internal and External Stakeholders to Resolve Complex Title Issues and Ensure Legal Compliance

a. Investigates and resolves complex title discrepancies involving member processing, previous liens, dealership errors, or external institution delays.

b. Coordinates with members, auto dealers, financial institutions, and state agencies to obtain necessary documentation and resolve pending title requirements.

c. Utilizes strong interpersonal and communication skills to guide members and third parties through complex title scenarios, often requiring negotiation and creative problem-solving.

d. Manages incoming and outgoing correspondence for assigned title processes, ensuring timely and compliant responses.

e. Handles incoming inquiries from members, internal departments, and external agencies with professionalism and efficiency, escalating only when necessary.

f. Processes member requests for title transfers due to relocation, name changes, or lien satisfaction, including out-of-state and cross-jurisdictional updates.

g. Coordinates directly with dealerships, financial institutions, state DMVs, and private sellers to facilitate complex title scenarios and secure legal ownership and lien documentation.

h. Maintains high performance during periods of elevated volume or urgency, leveraging strong time management and coordination skills to uphold title integrity through negotiation and regulatory navigation.

3. Demonstrates deep understanding of Credit Union products, member service standards, and operational accuracy

a. Maintains working knowledge of consumer loan products and documentation standards to ensure accurate title processing that aligns with each loan type.

b. Leverages understanding of Credit Union services and systems to support cross-departmental coordination, resolve member questions, and recognize opportunities for service improvement.

c. Acts as a knowledgeable representative of the Credit Union during communications with members, auto dealers, lienholders, and government agencies, maintaining a positive and professional image at all times.

d. Responds to member inquiries and service requests related to titling, lien releases, ownership transfers, and DMV requirements in a prompt, courteous, and informed manner.

e. Upholds credit union goals, policies, and compliance standards while balancing member needs, regulatory expectations, and operational efficiency.

f. Participates in departmental process enhancements, system upgrades, and internal initiatives that support service excellence and legal compliance.

g. Takes ownership of assigned queues, processing workloads with attention to timeliness, accuracy, and impact on downstream loan and member services.

h. Supports fraud prevention and risk mitigation by verifying identity, documentation, and lien accuracy before submission or release.

i. Maintains organized records and ensures proper documentation of all communication, exceptions, and escalated issues.

4. Establishes and maintains the related duties as required or assigned.

a. Organizes and maintains personal queue.

b. Attend and participate in meetings as required.

c. Stay informed regarding legal and regulatory changes.

d. Keep work area clean, secure, and well maintained.

e. Complete special projects as assigned.

f. Complete assigned trainings, and exams.

g. Assists all other employees in department operational duties as needed.

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Training/Education/Certification:

• High school graduate or equivalent

• Lending Training or equivalent experience

Required Knowledge:

• Strong working knowledge of Credit Union loan products, collateral requirements, and internal procedures related to lien perfection and title compliance.

• In-depth understanding of lending practices, vehicle loan documentation, and compliance standards across multiple jurisdictions.

• Advanced knowledge of multi-state title processing laws, lien perfection procedures, and all associated documentation requirements.

• Familiarity with internal systems such as AIR, InBranch, LoanPro, and electronic lien vendors used in title tracking and loan servicing.

• Proficient in Microsoft Office applications and other core software tools required for communication, documentation, and workflow management.

• Understands the relationship between title processing accuracy, loan security, risk mitigation, and overall Credit Union profitability.

• Completes required internal training, including Lending Classes and regulatory compliance courses, to ensure up-to-date and accurate processing standards.

Experience Required:

• Minimum of 2 years of experience in consumer lending, title processing, or a related financial services role; Credit Union experience strongly preferred.

• Excellent communication, interpersonal, and member service skills.

• Proven ability to analyze and resolve complex problems with sound judgment and attention to detail.

Skills/Abilities:

• Excellent written and verbal communication skills, including the ability to manage sensitive or escalated interactions with professionalism.

• Professional appearance, attitude, and demeanor, consistently representing the Credit Union positively.

• Advanced attention to detail, accuracy, and strong organizational and analytical abilities.

• Proficient in operating relevant computer applications and systems such as WDE phone software, Smart Fax, AIR/InBranch, and other applicable tools.

• Ability to interpret regulatory resources and legal documentation related to title processing and lending.

• Highly motivated, goal- and sales-oriented, with the ability to motivate others and work both independently and collaboratively as part of a team.

• Strong problem-solving skills with the capacity to manage multiple tasks, prioritize effectively, and perform well under pressure.

• Efficiency, interpersonal skills, and a proactive mindset essential to successfully fulfilling position responsibilities.