File Clerk - Toyota Chula Vista

File Clerk - Toyota Chula Vista

The File Clerk is responsible for maintaining organized, accurate, and secure filing systems for dealership records, including accounting documents, repair orders, deal jackets, HR files, and other confidential materials. This role ensures that all documentation is filed promptly, retrieved efficiently when needed, and complies with dealership, manufacturer, and regulatory record retention requirements.

Essential Functions:

• Organize and maintain paper and electronic filing systems for accounting, sales, service, and parts departments.
• File deal jackets, repair orders, invoices, and other documents daily in the proper sequence and location.
• Retrieve files as requested by authorized personnel in a timely and professional manner.
• Ensure the confidentiality and security of all sensitive documents and comply with privacy policies.
• Maintain an accurate log or index of files to track stored and archived records.
• Perform periodic audits to ensure documents are properly filed and retained per company policy.
• Assist with scanning and uploading documents into electronic systems as directed.
• Shred or dispose of outdated records according to retention guidelines.
• Support the accounting and administrative teams with clerical tasks such as copying, data entry, or mail distribution as needed.
• Maintain cleanliness and organization of the file room and storage areas.
• Maintain satisfactory attendance.
• Performs other related duties as assigned.

Supervisory Responsibilities:

• None.

Qualifications:

Minimum Qualifications:

• Previous clerical or administrative experience in a dealership or office setting.
• Ability to handle confidential information with discretion.
• Ability to lift up to 15 pounds at times.
• Ability to perform all essential functions of the job description.

Preferred Qualifications:

• Previous experience in an automotive dealership, accounting office, or administrative environment.
• Familiarity with dealership management systems (e.g., CDK, Reynolds & Reynolds, or Dealertrack).

Physical Demands:

• Frequently stands, walks, sits; uses hands; frequently reaches with hands and arms; frequently talks and hears.
• Occasionally climbs or balances; occasionally stoops, kneels, crouches, squats or crawls; occasionally lifts up to 15 pounds.
• Prolonged periods sitting at a desk and working on a computer.
• Environment/Noise: Primarily in an office or file room environment within a dealership.
• Climate controlled.
• Noise level is quiet to moderate.

Employee Benefits Include:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Employer Paid Life Insurance
• Employer Paid AD&D
• 401k (with Employer match)
• Vacation Package
• Tenure recognition and awards
• Vehicle Purchase Discount Program
• Vehicle Service Discount Program
• Golf Benefits at Maderas Golf Club (subject to qualification)

If you receive an offer of employment, it will be a conditional offer contingent on the successful completion of a pre-employment drug screen and background check.

Sunroad is committed to providing reasonable accommodations to qualified individuals with disabilities to ensure equal employment opportunities and access to all programs, services, and activities. If you require accommodations to participate in the application process or to perform the essential functions of the job, please contact the HR Department to discuss your needs confidentially. We will work with you to identify appropriate accommodations based on your specific circumstances and in compliance with applicable laws.

We are an Equal Opportunity Employer (M/F/D/V) and maintain a drug-free workplace. If you receive an offer of employment, it will be a conditional offer contingent on the successful completion of a pre-employment drug screen and background check.

Sunroad is an Equal Employment opportunity and Affirmative Action Employer. We are committed to providing equal opportunity in all of our employment practices, including selection, race (including traits historically associated with race such as hair texture and protective hairstyles such as braids, locks, and twists); religion; religious creed; religious dress/grooming; color; age (40 and over); sex; sexual orientation; gender; gender identity (meaning a person's identification as male, female, a gender different from the person's sex at birth, or transgender); gender expression (including a person's gender-related appearance or behavior, whether or not stereotypically associated with the person's sex at birth); national origin; ancestry; citizenship status; uniform service member status; military or veteran status; marital status; pregnancy; childbirth; medical conditions related to pregnancy, childbirth, or breast feeding; medical condition (including cancer related or HIV/AIDS related); handicap; physical disability; mental disability; genetic characteristics; genetic information; or any other protected status in accordance with the requirements of all federal, state and local laws. Our Equal Employment Opportunity Policy applies equally to interns and volunteers.