File Clerk

Job Description

Job Description

Benefits:

• Health insurance
• Paid time off
• 401(k)
• Dental insurance
• Employee discounts
• Flexible schedule

The File Clerk is responsible for organizing, maintaining, and retrieving dealership records in both paper and electronic formats. This position ensures customer, vehicle, financial, and legal documents are accurately filed and readily accessible while maintaining confidentiality and compliance with dealership policies and manufacturer requirements.

Essential Duties and Responsibilities

• Organize and maintain physical and electronic filing systems. 
• File vehicle sales jackets, repair orders, title documents, customer records, accounting documents, and vendor paperwork. 
• Retrieve files upon request for managers, accounting staff, finance personnel, and auditors. 
• Scan paper documents into the dealership management system (DMS). 
• Purge outdated records according to legal retention schedules.
  Label, index, and catalog files for quick retrieval. 
  Assist with manufacturer, state, and internal audits by locating requested documentation. 
  Ensure file rooms remain organized and secure. 
  Perform general clerical duties including copying, faxing, scanning, and data entry. Verify documents are complete before filing.

Required Qualifications

• High school diploma or GED required. 
• Previous clerical, administrative, or filing experience preferred. 
• Automotive dealership experience is a plus. 
• Basic computer skills including Microsoft Office. 
• Ability to learn dealership management systems (CDK, Reynolds & Reynolds, Dealertrack, etc.). 
• Strong organizational and time-management skills. 
• Excellent attention to detail. 
• Ability to prioritize multiple tasks. 
• Professional communication skills. 
• Ability to work independently and as part of a team.

Knowledge, Skills, and Abilities

• Strong organizational skills. 
• Accuracy and attention to detail. 
• Confidential handling of sensitive information. 
• Basic data entry proficiency. 
• Ability to work under deadlines. 
• Problem-solving abilities. 
• Dependability and punctuality. 
• Customer service orientation. 
• Ability to maintain orderly records in a fast-paced environment.

Performance Expectations

The successful File Clerk will:

• Maintain an accurate filing system with minimal errors. 
• Retrieve requested documents promptly. 
• Ensure files are complete and properly organized. 
• Support dealership compliance with document retention policies. 
• Maintain confidentiality and professionalism. 
• Contribute to efficient dealership operations through dependable administrative support.