Auto Dealership Controller

Controller/Secretary-Treasurer

The Controller/Secretary-Treasurer must fairly represent the financial condition of the company, develop controls necessary for the proper conduct of business, maintain accurate records and establish and maintain the data processing capabilities to accomplish the company’s objectives. He/she must administer all personnel policy. Minimum three years experience as Controller, CDK experience preferred.

Essential Duties

• Prepare a complete financial statement and submit it to the manufacturer by the 10th of each month.
• Interpret and analyze the financial statement continually.
• Keep the General Manager informed about trends, expense management and cash needs of the business.
• Develop and maintain an effective cash management system. Responsible for total fiscal management of the company.
• Establish departmental goals consistent with company goals, planning, and control.
• Decision making in General Manager’s absence and relieving the General Manager of various administrative details.
• Supervision, training and control of office and clerical staff, including yearly performance appraisals.
• Hiring and termination of all administrative, office, and clerical personnel.
• Purchase and control of office supplies, equipment, machines.
• Purchase and control of computers, telephones, etc.
• Automate all possible systems and establish controls.
• Coordinate with outside computer companies on computer performance and utilization.
• Train and supervise all system operators.
• Responsible for all accounting functions and procedures.
• Approve adjustments to inventory accounts.
• Administer payroll policies.
• Coordinate annual audit and physical inventory.
• Cash administration - checkbook, bank records, accounts payable disbursements, cash flow, expense control.
• Maintain floor plan payments with financial institutions.
• Preparation of yearly financial statements and reports to owners.
• Calculation of commissions and bonuses and finalization of sales journals.
• Account reconciliation and audits - monthly and yearly.
• Review and prepare tax returns - Sales Taxes, Payroll Taxes, Property Taxes, etc.
• Responsible for all clerical work for dealerships.
• Calculation and posting of Standard Entries Journal, General Journal, and new & used Sales Journals.
• Finalize and audit year end reports for accountant. Preparation of Company Accounting Manual.
• Credit policy and credit issuance in coordination with the General Manager.
• Supervise collection procedures and handle difficult cases with lawsuits and small claims court, etc. Verify credit references.
• Preparation of Credit Policy Manual for Company.
• Control of accounts receivable and vehicle receivables.
• Review of credit applications.
• Determine acceptability of checks.

Other Duties

• "Right-To-Know" Coordinator.
• Chairperson of Safety Committee.
• Act as representative of the company in dealings with attorneys, manufacturers, salespeople, insurance agents and customers.
• Purchase property and liability insurance in cooperation with the General Manager.
• Special projects and analysis as requested by the General Manager.
• Numerical control of all parts, service, body shop, sales and invoices.
• Attend departmental and outside meetings as required.
• Communicate management's policies and procedures to all employees and ensure that they are understood and followed.
• Receive continuous training on all personnet tax, legal and accounting issues and communicate pertinent data to departmental managers.

Qualifications

• Administration or Accounting Degree or commensurate experience.
• Ability to read and comprehend instructions and information.
• One year of experience in a dealership position.
• Working knowledge of dealership financial statements.
• Ability to explain technical financial information in an understandable manner.
• Excellent communication skills.
• Professional personal appearance.
• A valid driver's license and good driving record.

The controller regularly reports the accurate financial state of the company to the dealer and general manager, including cost and income analyses against forecasts.

Core Responsibilities:

• Prepare the monthly financial statement in the time and manner specified by the manufacturer.
• Controller may be required to:
• Verify that warranty claims, rebates and co-op advertising, etc. are current for manufacturer accounts.
• Evaluate the daily operating control and financial reports, advising dealer of trends.
• Assist in developing dealership financial forecasts
• Supply department managers with applicable reports and budgets.
• Project cash flow needs, suggest ways to use surplus to the greatest advantage
• Audit general ledger and other accounts for irregularities.
• Comply with government finance regulations, ensuring proper income, payroll tax and retirement plan forms are filed and kept current.
• Evaluate dealership computer system to ensure operation at maximum efficiency.
• Work with dealer to evaluate current insurance coverage, renew or purchase liability and property coverage, process and claims.
• Compare general ledger against other records to confirm payables, reserve accounts and reconciliation
• Ensure proper internal accounting controls are in place, and oversee CPA document preparation or annual audit and physical inventory.
• Apply depreciation rates to capital assets.
• Attend manager meetings.
• Review evolving tax code and suggest necessary changes in business procedures to accommodate changes.
• Keep reserves for trade receivables and potential liabilities.
• Ensure accurate data entry and reporting within dealerships.
• In addition, Controller should:
• Possess basic math skills.
• Be capable of speaking with customers or employees; reading/understanding manuals, operating and maintenance instructions, and safety regulations; and writing financial/marketing reports and other correspondence.
• Be professional and courteous in attitude, wardrobe and grooming.
• Complete other duties as assigned.

Education and/or experience: Bachelor's degree from four-year college/university, 1-2 years work-related experience/training, or an equivalent combination.