Automotive Business Office Clerk

US Auto Trust•Irvine, CA

About The Position

The Automotive Business Office Clerk provides general administrative and accounting support to the Finance and Accounting teams. This entry-level role assists with Accounts Payable, Accounts Receivable, recordkeeping, reporting, records requests, and special projects. The ideal candidate is organized, detail-oriented, dependable, and comfortable supporting multiple team members and adapting to changing priorities. Previous accounting or automotive dealership experience is helpful but not required; DMV experience is a plus. The role also monitors and manages records requests received through US Auto Trust’s centralized records-request email. It processes requests from current or former customers, manufacturers/OEMs, and other authorized parties; identifies the appropriate dealership, department, and records; retrieves and compiles responsive documents; confirms authorization before releasing records; tracks requests through completion; and protects confidential information in accordance with applicable privacy and information-security requirements. Unusual, legal, regulatory, or sensitive requests are escalated to management as appropriate.

Requirements

High school diploma or equivalent 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.
Strong organizational and time-management skills.
Ability to follow established processes and instructions.
Comfort 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.

Nice To Haves

Associate’s or bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
Prior accounting, bookkeeping, administrative, or office experience; entry-level candidates will be considered.
Exposure to Accounts Payable and/or Accounts Receivable.
Automotive dealership experience.
DMV experience.

Responsibilities

Provide day-to-day support to members of the Finance and Accounting teams.
Assist with Accounts Payable, including invoice processing, data entry, document organization, and payment support.
Assist with Accounts Receivable, 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 preparation of spreadsheets, reports, and other financial information.
Support month-end and year-end accounting activities as assigned.
Gather documentation and information for audits, reconciliations, and other accounting needs.
Provide support with DMV-related functions and documentation as needed.
Assist Finance and Accounting team members with special projects, reporting, research, and other departmental initiatives.
Communicate with internal departments and external vendors to obtain information or supporting documentation.
Perform general administrative duties for the Finance and Accounting department.
Maintain the confidentiality of financial, employee, customer, and company information.
Monitor and manage records 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.
Perform other related duties and projects as assigned.