Automotive Business Office Clerk

Description

The Automotive Business Office Clerk provides general administrative and accounting support to the Finance and Accounting teams. This is an entry-level position designed to assist across various functions, including Accounts Payable (AP), Accounts Receivable (AR), recordkeeping, reporting, and special projects.

The ideal candidate is organized, detail-oriented, dependable, and comfortable supporting multiple team members and shifting priorities. Previous accounting or automotive dealership experience is helpful but not required. DMV experience is a plus.

Essential Duties and Responsibilities

• Provide day-to-day support to members of the Finance and Accounting teams.
• Assist with Accounts Payable functions, including invoice processing, data entry, document organization, and payment support.
• Assist with Accounts Receivable activities, including payment posting, account research, recordkeeping, and follow-up support.
• Assist with reconciling records and researching discrepancies as directed.
• Maintain organized and accurate accounting files, records, and supporting documentation.
• Assist with data entry and the preparation of spreadsheets, reports, and other financial information.
• Support month-end and year-end accounting activities as assigned.
• Assist with gathering documentation and information for audits, reconciliations, and other accounting needs.
• Provide support with DMV-related functions and documentation, as needed. Prior DMV      experience is a plus but not required.
• Assist Finance and Accounting team members with special projects, reporting, research, and other departmental initiatives.
• Communicate with internal departments and external vendors as needed to obtain  information or supporting documentation.
• Perform general administrative duties in support of the Finance and Accounting department.
• Maintain the confidentiality of financial, employee, customer, and company information.
• Perform other related duties and projects as assigned.

Records Requests

• Monitor and manage requests received through US Auto Trust’s centralized records-request email.
• Process records requests from current or former customers, manufacturers/OEMs, and other authorized parties.
• Determine the appropriate dealership, department, and records needed to respond to each request.
• Retrieve and compile responsive documents from dealership systems and internal teams.
• Confirm that requests are appropriately authorized before releasing records.
• Coordinate with dealership personnel when additional documents or information are required.
• Track records requests from receipt through completion and maintain organized documentation of requests and responses.
• Protect confidential customer and company information and follow applicable privacy and information-security requirements.
• Escalate unusual, legal, regulatory, or sensitive requests to management, as  appropriate.

Requirements

• High school diploma or equivalent required.
• Associate’s or bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred, but not required.
• Prior accounting, bookkeeping, administrative, or office experience preferred; entry-level candidates will be considered.
• Exposure to Accounts Payable and/or Accounts Receivable is a plus.
• Automotive dealership or DMV experience is a plus, but not required.
• Basic proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Strong attention to detail and organizational skills.
• Ability to accurately enter and maintain financial and administrative information.
• Ability to manage multiple assignments and changing priorities.
• Strong communication and interpersonal skills.
• Willingness to learn and assist across different areas of the Finance and Accounting department.
• Ability to maintain confidentiality and exercise appropriate discretion when handling sensitive information.

Knowledge, Skills & Abilities

• Strong attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to follow established processes and instructions.
• Comfortable working with numbers, spreadsheets, and detailed documentation.
• Ability to work collaboratively and support multiple team members.
• Ability to research basic discrepancies and escalate questions appropriately.
• Positive attitude and willingness to take on new responsibilities as business needs evolve.