Administrative Assistant

Job Description

Job Description

Job Summary:

The Administrative Assistant will assist with the necessary legal documents needed to process transactions of all vehicle sales. This includes verifying costs, New York State Department of Motor Vehicles documents, various financial institution contracts, warranty and protection contracts, the sale of back-end products and deal add on products.

Essential Job Duties and Responsibilities: (Additional duties as assigned)

The Administrative Assistant is responsible for reviewing all documentation to determine if there are discrepancies and contacting customers about their accounts, ensuring all information is up to date. This position is also responsible for the following: 

• Preparing tax and title documents.
• Submitting all legal transfer documents to the DMV.
• Preparing stock cards for new and used vehicles.
• Receiving and processing paperwork from the financial department.
• Posting vehicle sales and purchases according to accounting and VMS.
• Inputting inventory control information.
• Preparing trade-in vehicle files.
• Posting aftermarket information to the online spreadsheet.
• Ensuring that name and address files are updated on an ongoing basis.
• Performing clerical duties such as typing, filing, and sorting mail as needed.
• Maintaining CSI in top 10% of group.
• Supporting and endorsing dealership policies and procedures as set forth by Dealership Management and Manufacturers’ standards.
• Cross-trains others for this position as directed by management

Supervisory Responsibilities:

The Administrative Assistant has no direct supervisory responsibility.  

Required Experience and Education:

• High School Diploma or General Educational Diploma (GED)
• Experience as a title clerk or general accounting experience desired. 
• Adherence to laws and confidentiality guidelines. 

Required Skills and Attributes:

• Must be able to manage multiple priorities effectively as well as multitask.  
• Must have strong organizational skills and be highly detail oriented.
• Must have excellent verbal, written, and electronic communication skills. 
• Must have the ability to interact well with customers and coworkers, be a team player, and maintain a professional demeanor.  
• Must exhibit analytical skills with the independent ability to research and initiative to conduct same.

Equipment, Machines and Software Used:

• Computer software:  Microsoft Office to include Word, Outlook, Excel, and QuickBooks.

Physical and Mental Requirements:

• Ability to sit, stand, walk, talk, hear, use hands to point,  grasp, handle or feel, push, pull, reach, crouch, bend, kneel, climb, and perform repetitive motions of the hands and/or wrists.
• Mental and visual attention required to perform work dealing primarily with preparing and analyzing data and figures, using a computer terminal, and reading.

Physical Exertion:

• Exerts up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently to lift, carry, push, pull, or otherwise move objects.
• Light exertion can involve sitting, walking and/or standing most of the time.

Environmental Conditions:

• Work is performed in an office setting.  
• Occasional weekend and evening hours are required.

Hazards and Safety Precautions:

• Hazards: Slips, trips and falls, ergonomic injuries, and occasional lifting.
• Safety Precautions:   Breaks are encouraged to allow for stretching and training is provided covering slips, trips, and falls, safe lifting and stretching techniques.

• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
• This job description in no way states or implies that these are the only duties to be performed by the employee(s) occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.
• The dealership reserves the right to add to or revise an employee's job duties at any time at its sole discretion.
• This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.