ASSISTANT OFFICE MANAGER

STOKES-TRAINOR CHEVROLET BUICK GMC CADILLAC JOB DESCRIPTION Job Title: Assistant Office Manager/Accounting Clerk Department: Administrative Reports To: Office Manager/Controller

SUMMARY Obtains confidential, financial data for use in maintaining accounting records by performing the following duties.

ESSENTIAL DUTIES include the following. Other duties may be assigned. Compiles and sorts documents, such as invoices and checks, substantiating business transactions. Verifies and posts details of business transactions, such as funds received and disbursed, and totals accounts. Prepares vouchers, invoices, checks, account statements, reports, and other records as directed by management. Emails daily reports to managers. Emails inventory reports to salespeople twice weekly. Processes all vehicle purchases including customer, dealer transfers, and wholesales. Prepares all contract packages to send to financial institutions and cost out all deals in accounting. Prepares transaction sheet on all vehicle sales, including wholesales. Keeps track of funding by financial institutions on customers’ loan packages. Prepares the check and proper paperwork for payoff of trade-in vehicles. Pays off any sold unit that is floorplanned. Checks behind F&I Managers for proper buy rates, warranty and product cost, and proper signatures on contracts. Purifies new inventory and certified used inventory for month end. Reconciles and deposits service and parts receipts, including charge cards, on a daily basis. Receipts all monies received from vehicle sales, checks for money due, and provides drafts for dealer signature. Enters finalized cash receipts and updates accounts receivables ledger by customer. Receipts in account receivable checks and prepares the deposit. Reconciles statements and follows up collections as necessary by alerting the proper manager to collect. Prepares accounts receivable statements monthly. Answers accounts receivable phone calls and follows up on inquiries. Updates customers’ account information. Stocks in new and purchased vehicles and inputs vehicle into the computer system as needed. Reports sold units through the factory reporting system. Maintains accurate delivery records. Cross-trains others for this position as directed by the management. Posts open items in accounts payable for select vendors. Fills in for other administrative positions as needed and directed by management. Assists with related special projects as required. Performs other duties as assigned. Maintains a professional appearance and a neat work area.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE Bachelor’s degree (B. A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, Customers, and the general public.

MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. CERTIFICATES, LICENSES, REGISTRATIONS Valid Driver’s License By signing below. I verify that I have received a copy of this job description. Signature:____________________________________________________ Date: _______________________________________________________