SUMMARY
The Office Clerk/Errand Runner is responsible for performing a range of clerical tasks to support daily operations and completes daily company errands.
ESSENTIAL DUTIES:
- Attends scheduled appointments at the Motor Vehicle Licensing office (DMV) and as directed by Office Clerk/Title Clerk. Immediately communicates any discrepancies, issues, and/or important information to Title Clerk.
-
Performs daily errands, to include but not limited to:
-
Delivers and picks up documents to/from lending institutions as instructed, securing a signed delivery acknowledgement slip for each document delivered.
-
Takes deposits to banks and secures proper receipts for each transaction. Immediately notifies Senior Office Manager or A/R Clerk for direction if any discrepancies and/or issues arise.
-
Runs other company errands, order pickups, etc. as directed by Senior Office Manager.
-
Distributes documents or packages to intended recipients.
-
Prepares deal jackets for scanning: removing staples and paper clips, copying front cover of jacket, removing extra copies of multi-part forms.
- Scans vehicle deals into electronic filing system daily; accurately assigns file name and file location. Maintains an accurate report of all scanned deals; maintains organization of completed deal jackets in assigned areas. Ensures that the goal is met on a weekly basis.
-
Maintains itemized log of all key codes requests processed by dealership.
-
Verifies accuracy and completeness of all vehicle deals (pull jackets, type jackets, make copies, send out bank contracts, updates Contracts in Transit report, etc.). Immediately notifies Finance Managers of any missing or incomplete documents and follows up on pending documents/information. Files within appropriate file system all dealership deal jackets with forms, records, reports, correspondence, or other important material.
-
Verifies accuracy of all information (salespersons, aftermarket product information, etc.) prior to submitting buyers order.
-
Verifies funding for financed vehicle sales. Prepares title documents and verifies for accuracy, calculates weight tax, and generates check requests. Submits batches and check requests to Office Clerk/Accounts Payable Clerk for processing. Files all Notice of Transfer documents within ten days of sale date.
- Verifies all titles, registrations, and license plates documents for accuracy. Updates inventory screen in the DMS platform with license plate numbers. Makes copies of all documents for vehicle deal jackets. Forwards license plates and registrations to Sales Department. Forwards titles to financial institutions.
-
Prepares and posts outgoing mail on postage machine. Notifies A/P Clerk when meter requires refill.
- Operates computer system with DMS software to perform daily duties.
-
Operates a multi-line phone system. Answers incoming calls in a prompt, polite, professional manner, using the set script, transferring callers to the appropriate person or department, or utilizing the paging system to notify employees of the phone call. Takes detailed messages to include caller’s name, telephone number, time of call, and information requested, and delivers to appropriate party in a timely manner via hand-delivered note or email. Screens incoming calls as requested by managers.
- Develops knowledge of basic dealership information in order to respond to callers who have general inquiries; transfers all specific inquiries to appropriate departments/employees.
-
Verifies and files within appropriate file system dealership forms, records, reports, correspondence, or other documents.
-
Searches for and retrieves information contained in archived files as requested. (Archiving, printing, and distributing said files).
-
Maintains confidentiality in all aspects of company information. Protects sensitive information and secures all documents at the end of work shift. Secures computer when not in the immediate vicinity of desk area.
- As a representative of the company, maintains a polite and professional manner at all times.
-
Operates office machines such as computer, printer, scanner, paper shredder, typewriter, adding machine, calculator, and copier/facsimile.
-
Maintains accurate timecard, utilizing time clock for daily time punches to record time on/off company premises/work shift, and requesting time punch modifications via online account.
- Completes all training requirements within 30 days or by the set deadline. Training includes but is not limited to Cyber Security and Safety Training.
-
Maintains a professional appearance and clean and neat work area at all times.
-
Maintains company vehicles in like-new condition; keep clean and free of damage. Immediately reports any concerns or damage to Office Manager. Physical check of vehicle condition and completion of vehicle log required on a daily basis.
- Understands and upholds the Company standards, policies, and procedures.
ADDITIONAL DUTIES:
-
Assists Office Clerk/Title Clerk to provide buyers orders, recap sheets, and lease worksheets to Office Clerk/Accounts Receivable for processing.
- Assists Office Clerk/Title Clerk with processing all new and used vehicles for registration in the State of Hawaii with the Motor Vehicle Licensing office (DMV).
- Assists Office Clerk/Title Clerk with processing all titles, registrations, and license plates.
- Assists Office Clerk/Title Clerk with processing monthly vehicle registration renewals for used vehicles. Verifies stock numbers and inventory account codes. Updates inventory screen with notes.
-
Assists with receptionist duties as answering Incoming telephone calls and distributing messages. Provides clerical and secretarial assistance to departments as needed.
-
Other duties as assigned by the Business Office Manager or Director of Finance.
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.
- Excellent work ethic and positive attitude.
-
Excellent organization and time management skills.
-
Ability to prioritize and complete assignments on time.
-
Ability to multi-task in a fast-paced environment.
-
High degree of accuracy with strong attention to detail.
-
Excellent communication skills to effectively convey information to coworkers and customers.
-
Proven ability to work both individually and as a team.
-
Computer literate with proficiency in MS Office, Google products and email.
-
Ability to be resourceful and responsive.
-
Dependability and dedication.
-
Ongoing willingness to learn and adapt to changes in the workplace.
EDUCATION AND/OR EXPERIENCE
Associates Degree (AA) or equivalent from two-year college or technical school, or six months related experience and/or training; or equivalent combination of education and experience.
COMPUTER SKILLS:
- Proficient computer skills
-
Proficient Microsoft Office skills
-
Basic Google Suite skills
-
Proficient with Email & Communication
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.
-
Ability to read and comprehend simple instructions, short correspondence, and memorandums.
- Ability to write simple correspondence.
- An ability to effectively present information in one-on-one and small group situations to management, customers, clients and employees of the organization.
-
Ability to speak, read, and write fluently in English.
MATHEMATICAL SKILLS
-
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
-
Ability to apply concepts of basic algebra and geometry.
REASONING ABILITY
-
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to deal with problems involving several concrete variables in standardized situations.
-
Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
CERTIFICATES, LICENSES, REGISTRATIONS
-
Valid Driver’s License and clean driving abstract
WORK HOURS:
- Regular Business Administration Office Hours
-
Longer hours may be required when running errands and completing month-end/year-end tasks.
MENTAL DEMANDS:
-
Ability to work with multiple projects, tasks and deadlines.
-
Continuous alertness and attention to detail, concentration and ability to perform mathematical calculations to produce accurate work
- Ability to work and effectively communicate with leadership and Store Personnel on time-sensitive matters.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and color vision. Appropriate clothing and closed toed shoes must be worn at all times.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently exposed to moving mechanical parts. The employee is occasionally exposed to fumes or airborne particles and outside weather conditions. The noise level in the work environment is usually moderate.
