Title Clerk / Accounts Payable Clerk

Job Description

Job Description

Title Clerk / Accounts Payable Clerk

About the Role

The Title Clerk / Accounts Payable Clerk plays an essential role in supporting dealership operations by managing vehicle title processing, payoff administration, and accounts payable functions. This position is responsible for ensuring all title and registration documents are completed accurately and submitted on time while processing vendor invoices, reconciling accounts, and handling vehicle loan and lease payoffs. The successful candidate will work closely with sales, finance, accounting, vendors, lenders, to ensure compliance, accuracy, and efficiency in all transactions. Strong organizational skills, attention to detail, and the ability to manage multiple priorities are critical to success in this role.

Minimum Qualifications

• High school diploma or equivalent.
• Experience in clerical, administrative, accounting, or bookkeeping roles.
• Basic knowledge of vehicle titles, registrations, and related documentation.
• Understanding of accounts payable processes and invoice management.
• Proficiency in Microsoft Office Suite, particularly Excel and Outlook.
• Strong attention to detail, organizational skills, and accuracy in data entry.

Preferred Qualifications

• Previous experience as a Title Clerk, Accounts Payable Clerk, or similar dealership administrative role.
• Familiarity with state DMV procedures and electronic title processing systems.
• Experience using dealership management systems (DMS) and accounting software.
• Knowledge of automotive dealership accounting practices.
• Experience processing vehicle payoffs, lien releases, and trade-in transactions.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Strong customer service and communication skills.

Responsibilities

Title Administration

• Prepare, review, and process vehicle title and registration paperwork for new and used vehicle sales.
• Verify ownership documents, lien releases, and customer information for accuracy and compliance.
• Submit title applications and related documentation to state agencies in a timely manner.
• Track title status and resolve title discrepancies with customers, lenders, and DMV offices.
• Maintain organized and accurate title records for auditing and reporting purposes.
• Ensure all transactions comply with state, federal, and dealership requirements.

Accounts Payable

• Process vendor invoices and ensure proper coding and approval before payment.
• Prepare and issue payments to vendors and suppliers according to established schedules.
• Reconcile vendor statements and investigate discrepancies.
• Maintain accurate accounts payable records and supporting documentation.
• Assist with month-end closing activities and financial reporting as assigned.
• Communicate with vendors regarding payment inquiries and account issues.
• Maintain vendor files and ensure all records are complete and current.

Vehicle Payoffs

• Process vehicle loan and lease payoffs accurately and in a timely manner.
• Obtain payoff quotes from lenders and verify payoff amounts prior to funding and title transfer.
• Prepare and submit payoff payments to financial institutions and lienholders.
• Monitor and track outstanding payoffs to ensure timely completion.
• Follow up with lenders to obtain lien releases, title releases, and required documentation.
• Reconcile payoff transactions and maintain supporting records for audit and accounting purposes.
• Coordinate with sales, finance, accounting staff, lenders, and customers to resolve payoff-related issues.
• Process trade-in vehicle payoffs and maintain accurate records of all related transactions.
• Ensure all payoff transactions comply with dealership policies and lender requirements.

Skills

Attention to detail is critical for accurately processing vehicle titles, registrations, payoffs, invoices, and financial records. Strong organizational skills enable the employee to manage multiple deadlines while maintaining compliance with dealership, state, and federal requirements. Proficiency with dealership management and accounting software supports efficient transaction processing and recordkeeping. Effective communication skills are essential for working with customers, vendors, lenders, DMV representatives, and internal departments to resolve issues promptly. A strong understanding of automotive payoff procedures, lienholder requirements, accounts payable practices, and title release processes helps ensure smooth dealership operations and excellent customer service.

Job Type: Full-Time
Department: Accounting / Administration
Reports To: Office Manager or Controller
Pay Range: Based on experience and qualifications.