Automotive Business Office Clerk

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.