Automotive Billing Clerk

Automotive Billing Clerk/ Deal Poster

The Automotive Billing Clerk/ Deal Poster is responsible for accurately reviewing, posting, and reconciling vehicle sales deals in the dealership’s accounting system. This role ensures that all vehicle sales transactions are posted correctly, commissions are calculated accurately, and financial records align with dealership policies and manufacturer requirements. The position plays a key role in maintaining accurate sales reporting and supporting month-end close.

Deal Review & Posting

• Review completed new and used vehicle deals for accuracy and completeness
• Verify sales contracts, buyer’s orders, trade information, incentives, and funding details
• Post vehicle deals to the accounting system in accordance with dealership procedures
• Ensure correct posting of vehicle cost, gross profit, taxes, fees, and accessories
• Post aftermarket products, warranties, and F&I income accurately

Reconciliation & Accuracy

• Reconcile posted deals to sales logs, deal schedules, and management reports
• Identify and resolve discrepancies related to pricing, incentives, trade payoffs, or funding
• Maintain accurate vehicle inventory and cost of sales records
• Work closely with F&I, sales managers, and title clerks to resolve deal issues

Commission & Incentive Support

• Ensure sales commissions are calculated accurately based on posted deals
• Assist with commission reports and corrections as needed
• Review and process check requests associated with vehicle deals, including we-owes, bird dogs, and other deal-related payments.

Month-End & Reporting Support

• Assist with month-end close related to vehicle sales
• Ensure all deals for the period are posted timely and accurately
• Provide supporting documentation for audits and management review

Compliance & Internal Controls

• Ensure compliance with dealership accounting policies and internal controls
• Maintain organized deal files and digital documentation
• Support audit requests and internal reviews related to vehicle sales

Qualifications

Required

• High school diploma or equivalent
• 2+ years of automotive dealership accounting or sales office experience
• Strong attention to detail and accuracy
• Ability to manage high deal volume and deadlines
• Basic proficiency with Microsoft Excel and accounting systems

Preferred

• Prior experience as a Deal Poster or Sales Accounting Clerk
• Experience with dealership management systems (DMS) such as CDK, Reynolds & Reynolds, or Dealertrack

Skills & Competencies

• Strong analytical and reconciliation skills
• Excellent organizational and time-management abilities
• Ability to work independently and collaboratively
• Clear written and verbal communication skills
• High level of confidentiality and professionalism
• Ability to work in a fast-paced, deadline-driven environment

Work Environment

• Office-based dealership or centralized accounting office
• Frequent interaction with sales managers, F&I, accounting staff, and management

Physical & Other Requirements

• Prolonged periods of sitting and computer use
• Ability to review detailed financial documents and contracts