Administrative Assistant III - Title Clerk

Alamo Group Inc.•Shoemakersville, PA

19d

About The Position

Position Summary: Responsible for invoicing, title work, payroll processing, timecard approval, and administrative functions in the Human Resources Departments. Essential Functions of the Job: Invoicing Truck Invoices – Enter truck invoices in JDE after Exworks emails are received or after truck is delivered if no Exworks Rental Invoices Some parts invoices Sending and receiving customer signed paperwork required for revenue recognition and completing a sale of a motor vehicle Warranty Registration Chassis Warranties – Once new chassis are sold and delivered, ensure all customer information is promptly received and forwarded to the appropriate dealer to initiate factory warranties. Maintain iCone end user info as well as additional serialized components as needed MSO/Titles Keep track of MSO’s/titles for every truck For used trucks, transfer all titles into Royal’s name After trucks are sold and paid for, complete MSO’s/titles and send to customer and/or state 2nd Stage Certificates Print out 2nd Stage Certificates for all new vehicles After sold – complete and sent to customer and/or state with MSO License Plates Keep track of plates and order more when supply is low Ensure customers have submitted all necessary paperwork before processing any plates Process metal plates for PA customers and send paperwork to state along with MSO/title Process cardboard plates for out of state customers and send to state along with copies of MSO/title Maintain paperwork that has been sent to state Chassis Ensure that detailed information regarding the chassis is accurately maintained. Request Chassis invoices and send out payment requests (New chassis) Ensure comprehensive documentation of all chassis dealer paperwork and maintain effective communication with dealers. Maintain and handle Customer Supplied Chassis (Upfits) in JDE system Company Licenses and Registration Handle and maintain all paperwork for New Jersey Certifications Invoices Dealer/sales Licenses- Renew before expiration (Every 2 years) Order any new sales licenses determined by company Rental Registrations – Keep track of rental registrations and renew as needed Commission Reports – Complete commission reports for all salespeople for trucks sold each month

Responsibilities

Invoicing
Truck Invoices – Enter truck invoices in JDE after Exworks emails are received or after truck is delivered if no Exworks
Rental Invoices
Some parts invoices
Sending and receiving customer signed paperwork required for revenue recognition and completing a sale of a motor vehicle
Warranty Registration
Chassis Warranties – Once new chassis are sold and delivered, ensure all customer information is promptly received and forwarded to the appropriate dealer to initiate factory warranties.
Maintain iCone end user info as well as additional serialized components as needed
Keep track of MSO’s/titles for every truck
For used trucks, transfer all titles into Royal’s name
After trucks are sold and paid for, complete MSO’s/titles and send to customer and/or state
Print out 2nd Stage Certificates for all new vehicles
After sold – complete and sent to customer and/or state with MSO
Keep track of plates and order more when supply is low
Ensure customers have submitted all necessary paperwork before processing any plates
Process metal plates for PA customers and send paperwork to state along with MSO/title
Process cardboard plates for out of state customers and send to state along with copies of MSO/title
Maintain paperwork that has been sent to state
Ensure that detailed information regarding the chassis is accurately maintained.
Request Chassis invoices and send out payment requests (New chassis)
Ensure comprehensive documentation of all chassis dealer paperwork and maintain effective communication with dealers.
Maintain and handle Customer Supplied Chassis (Upfits) in JDE system
Handle and maintain all paperwork for New Jersey Certifications Invoices
Dealer/sales Licenses- Renew before expiration (Every 2 years)
Order any new sales licenses determined by company
Rental Registrations – Keep track of rental registrations and renew as needed
Complete commission reports for all salespeople for trucks sold each month
Assist HR Manager with clerical duties and employee events
Assist with ADP HRIS administration and JDE Edwards administration
Scheduling interviews
Payroll related functions including timecard approval
File preparation and maintenance