MASTER TEMPLATE - General Office Clerk

General Office Clerk

The basic function of the General Office Clerk is to provide deal compliance, inventory control, and wholesale sales support within the business office. Confirm all internal controls and asset safeguarding are being followed daily. Assure all documents are processed in a timely manner with efficiency. Ensuring all regulatory compliance processes and procedures are followed at all times. Perform compliance verification on all vehicle transactions. Provide ongoing support to your managers. The position requires attention to detail and accuracy.

Essential Duties:

• Thoroughly verify all deal documents meet the compliance requirements prior to billing. Including all internal documents and processes. All local, state, and federal regulations and laws. If errors or missing documents are found you are required to document and inform your supervisor for instructions on how to resolve all errors.
• Ensures monthly physical inventories are performed and turned into the office manager for reconciliation.
• Reconciles other select accounts monthly and analyze and report any abnormalities.
• Ensures all schedules are reviewed and reconciled throughout the month and prepare to meet with the office manager on assigned dates for review prior to performing adjusting entries.
• Ensures proper approvals are obtained on all transactions and entries.
• Process all wholesale transactions and post through accounting to the GL.
• Process all additional work (titles and payments) needed to complete the wholesale billing process and meet all deadlines with auctions and all other regulatory requirements. Send titles express delivery and follow up on all pending transactions while keeping a status spreadsheet.
• Stock in all new & used vehicle inventory on a timely basis throughout the month as work flow demands.
• Scan all work papers processed within your job duties and all other documents as assigned by supervisor.
• Must adhere to the general office clerk daily check sheet, unless otherwise directed by immediate supervisor.
• Perform all additional tasks assigned by your supervisor.
• Maintains a professional appearance.
• Communicate professionally with all required points of contact electronically, in person, on the phone or via any other method of communication.

Competencies

• Effective professional written & verbal communication with customers, vendors, management, subordinate staff & other co-workers
• Ability to manage multiple daily tasks and utilize advanced organizational skills
• Ability to utilize all office equipment to full function.
• Ability to utilize all computer software and systems.
• Must maintain ethical consistent practices at all times

Work Environment

Employee regularly works in an office setting. Employee may be exposed to outside weather conditions while conducting audits and transporting documents from one dealership to another. Employee may also as needed work near or within the service and parts department where noise levels may be higher and may have fumes commonly used in an automotive repair facility.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is frequently required to sit, stand, walk, drive, talk, write, type and hear. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Position Type/Expected Hours of Work

This is a full-time, onsite position. Standard days and hours of work are Monday through Friday, 7:30 am to 4:00pm unless business or deadlines dictate otherwise particularly as relates to payroll and month-end expectations.

Travel

Local travel to various worksites may be required. Some overnight out-of-state travel required as management training or manufacturer meeting requests dictate attendance.

AAP/EEO Statement

Findlay Automotive Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training.

Disclaimer

This job description is not intended to be an exhaustive list of all responsibilities, activities, skills, requirements, working conditions etc., associated with performing the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise or require new/different tasks, duties, responsibilities and activities be performed as assigned at any time with or without notice.