Clerk

Contracting Clerk

The Contracting Clerk is a critical member of the dealership's business office, responsible for the timely, accurate, and compliant processing of all new and used vehicle sales and lease contracts. This role serves as the primary link between the Sales and F&I departments, lenders (including Toyota Financial Services), accounting, and the state DMV, ensuring every retail and lease deal is fully funded, properly titled, and compliant with all federal, state, manufacturer, and lender requirements. The ideal candidate is detail-oriented, deadline-driven, and thrives in the fast-paced environment of a high-volume Toyota dealership.

Essential Duties and Responsibilities:

• Deal Processing & Funding: Audit completed deal jackets received from the F&I department, verifying accuracy of buyer information, vehicle data, sale price, taxes, fees, rebates, trade allowance, payoff, and finance terms. Confirm all required signatures, initials, disclosures, and supporting documents (driver's license, proof of insurance, proof of income, residence verification, etc.) are present and properly executed. Package and submit funding requests to Toyota Financial Services (TFS) and outside lenders (banks, credit unions, subprime sources) per each lender's specific funding requirements. Monitor the daily Contracts In Transit (CIT) report, aggressively following up on aged deals to drive funding within established benchmarks (typically 710 days). Resolve funding stipulations by coordinating with F&I managers, sales staff, and customers to obtain missing or corrected documents. Process re-contracts, deal corrections, and unwinds promptly when required.
• Title, Registration & DMV Work: Prepare and submit title applications, registration paperwork, temporary tags, and lien recordings in accordance with state and county requirements. Process out-of-state titles, lease assignments, and dealer-to-dealer trade titles. Track receipt of titles for traded vehicles and follow up with prior lienholders on payoffs and lien releases. Maintain compliance with the state's electronic titling/registration system (e.g., webDEALER, ELT programs). Ensure timely perfection of liens to protect the dealership and lender interests.
• Toyota Manufacturer & Incentive Administration: Submit, track, and reconcile Toyota and TFS incentive claims, customer rebates, dealer cash, and loyalty programs through the appropriate Toyota dealer portals. Verify eligibility for College Grad, Military Rebate, Lease Loyalty, and other Toyota-specific programs before submission. Reconcile chargebacks and resubmit denied claims with supporting documentation. Maintain familiarity with current Toyota and TFS program bulletins, certification requirements, and Toyota Certified Used Vehicle (TCUV) program rules.
• Accounting & Reporting: Post new and used vehicle deals in the Dealer Management System (DMS) CDK Global, Reynolds & Reynolds, Dealertrack, or Tekion with correct accounting entries. Calculate and verify salesperson and F&I commissions, holdback, pack, and gross profit. Reconcile vehicle inventory schedules, contracts receivable, and related general ledger accounts. Generate daily, weekly, and monthly reports on CIT aging, funding cycle times, and deal status for the Office Manager and General Manager. Assist the Controller with month-end closing procedures, including deal recaps and unposted deal review.
• F&I Product & Cancellation Processing: Submit aftermarket product contracts (extended service agreements, GAP, tire & wheel, prepaid maintenance) to the appropriate providers. Process customer-initiated and lender-initiated cancellations of F&I products, calculate prorated refunds, and ensure timely refund issuance to lienholders or customers.
• Compliance: Ensure every deal complies with applicable federal regulations, including the Truth in Lending Act (TILA), Equal Credit Opportunity Act (ECOA), Gramm-Leach-Bliley Safeguards Rule, Red Flags Rule, OFAC screening, and IRS Form 8300 cash reporting. Maintain customer Non-Public Information (NPI) in accordance with dealership privacy policies and applicable law. Retain deal jackets physical and electronic in compliance with manufacturer, lender, and statutory record retention requirements.
• Customer & Internal Communication: Communicate professionally with customers to obtain missing documentation, verify information, or coordinate signature appointments. Serve as a resource to the sales and F&I teams regarding lender guidelines, titling rules, and contract requirements. Coordinate with outside vendors, county tax offices, and lender representatives as needed.