Job Description

Position Title:

Deal Clerk

Job Code:

DEALCLER

Department:

Accounting

Department #:

1221

Reports To:

Office Manager/Controller

FLSA Status:

Non -Exempt

Basis of Pay:

Hourly rate for hours worked

Job Function:

Accounting

Base Pay Range:

$23.00 - $30.00 per hour

POSITION SUMMARY

:

The Automotive Deal Clerk is responsible for accurately processing all related documentation for vehicle sales transactions for 24 Auto Group dealerships. This position ensures complete and accurate lender contract documentation and timely funding of deals. The Deal Clerk plays a critical role in maintaining precise accounting records with financial integrity, operational efficiency, meticulous attention to detail, sound data management practices, and clear professional communication across departments.

PRINCIPAL DUTIES AND RESPONSIBILITIES

:

Deal Processing and Documentation

Review all deal jackets for accuracy, completeness, and compliance prior to posting. Responsible for daily closing and posting of retail, wholesale, and dealer swap deals across assigned stores. Work collaboratively with the accounting team to ensure all deals are processed accurately and on schedule. Verify all collected funds and confirm the accuracy of associated deal paperwork prior to final posting. Apply daily back-office locks in the DMS for deals that have been received and scanned by accounting. Post deals accurately to the Dealership Accounting System (DMS) and ensures all supporting documents are properly recorded/scanned. Prepare and submit deal packages to lenders; track funding status and resolve discrepancies promptly. Electronically file all customer documents in designated shared drive folders, ensuring consistency and accessibility across stores.

Inventory and Purchasing Transactions

Perform daily posting of vehicle purchases based on Bill of Lading and/or purchase documentation. Ensure timely and accurate posting of new and used vehicle inventory and reconcile related accounting schedules. Assist with monthly reconciliation of floorplan accounts and other assigned schedules, including New and Used Inventory, Lien Payoffs, & Vehicle Payables Maintain accurate documentation for vehicle purchases, trades, and wholesale transactions.

Financial Coordination and Compliance

Prepare, review, and reconcile the reporting, forwarding, billing, and reconciliation of all F&I products in accordance with dealership policies and manufacturer requirements. Complete and maintain the IRS Form 8300 Cash Reporting Log in compliance with federal regulations. Record vehicle sales transactions, payoffs, and floorplan movements in accordance with internal controls. Support Controllers and the CFO with special projects, audits, and assigned accounting schedules as needed.

Administrative and Cross-Functional Support

Coordinate with Sales, F&I, and Title departments to resolve deal discrepancies or missing documentation. Always maintain the confidentiality & security of sensitive financial and customer information. Assist with title, registration, and compliance documentation as required. Provide timely and professional support to dealership personnel and external partners. Participate actively in departmental process improvements and operational efficiency initiatives.

QUALIFICATIONS & EXPERIENCE:

---------------------------------

Education & Experience

:

associate's degree in accounting, business, or related field preferred. Minimum of two (2) years' experience in automotive dealership accounting, preferably experience in breaking down and posting deals Experience with dealership management systems (DealerTrack, CDK, Reynolds & Reynolds, or equivalent) strongly preferred.

Skills & Competencies

:

Exceptional attention to detail and accuracy in financial and documentation processes. Strong mathematical reasoning and numeric accuracy for verifying financial calculations, taxes, and costs. High level of emotional intelligence, demonstrating professionalism, empathy, and composure under pressure. Outstanding communication skills, both verbal and written, with an ability to collaborate effectively across departments. Strong data security awareness and adherence to confidentiality protocols. Proven organizational and time management skills with the ability to prioritize and meet deadlines. Demonstrated integrity, reliability, and commitment to dealership policies and compliance standards.

Technical Proficiency:

Proficiency in Microsoft Office Suite (Excel, Word, Outlook). Familiarity with automotive DMS platforms (DealerTrack, CDK, Reynolds & Reynolds, or equivalent). Understanding of data privacy regulations and secure document management protocols. Proven knowledge of accounting principles and basic dealership operations.

Miscellaneous Expectations

------------------------------

Maintain professionalism and discretion when handling confidential or sensitive information. Adhere to all 24 Auto Group policies, procedures, and code of conduct. Participate in ongoing training, professional development, and process improvement initiatives. Support dealership initiatives and contribute to a culture of operational excellence and customer satisfaction.

Physical Requirements

-------------------------

Prolonged periods of sitting and computer use in a professional office environment. medium/high stress level with constant month-end deadlines Occasional standing, walking, or lifting of light materials (up to 15 pounds). Ability to maintain concentration and accuracy on detailed tasks for extended periods with frequent interruptions.

Reporting Structure

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This position reports directly to the Office Manager and indirectly to the Controller. The Automotive Deal Clerk works closely with the Finance & Insurance (F&I), Sales, and accounting departments to ensure timely and accurate completion of all deal processing tasks.

Disclaimer:

This is not an exhaustive list of responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this job description is intended to be an accurate reflection of the current job, the dealership reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change (i.e. emergencies, changes in personnel, workload, rush jobs, technological developments, month-end etc.).