Position Summary

The Billing Clerk is responsible for accurately processing and billing retail, wholesale, fleet, and dealer trade vehicle transactions while ensuring compliance with dealership policies, accounting procedures, lender requirements, and applicable federal and state regulations. This position works closely with Sales, Finance & Insurance (F&I), Accounting, Title, and Management to ensure transactions are processed accurately, funded timely, and properly recorded in the dealership management system (DMS).

Key Responsibilities

• Bill all retail, wholesale, fleet, and dealer trade vehicle transactions into the dealership management system (Dealertrack/DMS).
• Verify completed deal jackets prior to billing.
• Review selling prices, taxes, fees, trade values, payoffs, rebates, and F&I products for accuracy.
• Post vehicle sales transactions to the general ledger.
• Review funding status and assist in resolving funding issues.

Accounts Receivable

• Generate customer, dealer, and lender invoices.
• Bill wholesale customers and dealer trades.
• Process receivables from lenders, warranty administrators, and GAP providers.
• Follow up on outstanding receivables.

Vehicle Inventory Administration

• Verify vehicles are stocked correctly.
• Match purchase documentation to inventory records.
• Record floorplan payoffs when applicable.
• Assist with inventory reconciliations.

Deal Review & Quality Control

• Review transactions for required signatures, lender stipulations, sales tax accuracy, payoff amounts, insurance, odometer disclosures, and required documentation.
• Return incomplete or inaccurate deals for correction.

Accounting Responsibilities

• Post daily vehicle sales activity.
• Prepare daily sales journals.
• Reconcile accounting schedules.
• Assist with month-end closing.
• Reconcile Contracts in Transit, Finance Reserve Receivable, Dealer Trades, Customer Deposits, Sales Tax Payable, and Vehicle Receivables.

Payoff Administration

• Prepare payoff requests.
• Verify lienholder payoff amounts.
• Process trade payoffs.
• Track payoff confirmations and outstanding liens.

Vendor Billing

• Process invoices for transportation, reconditioning, auction fees, repairs, advertising, and other dealership expenses.
• Verify invoices against purchase orders and supporting documentation.

Reporting

• Prepare daily billing logs, unfunded contract reports, Contracts in Transit reports, sales reconciliations, and payoff reports.
• Assist the Controller with month-end reporting and audit preparation.

Compliance & Internal Controls

• Maintain organized deal jackets and records.
• Support internal and external audits.
• Ensure compliance with dealership policies and applicable federal and state regulations.
• Maintain confidentiality of customer information.

Qualifications

• High school diploma or GED required; Associate degree preferred.
• Two years of dealership accounting or billing experience preferred.
• Experience with Dealertrack, CDK, Reynolds & Reynolds, Tekion, or similar DMS preferred.
• Proficiency with Microsoft Office, especially Excel.
• Strong organizational, mathematical, and communication skills.

Physical Requirements

• Primarily sedentary office work.
• Frequent computer and keyboard use.
• Occasional standing, walking, and lifting up to 20 pounds.

FLSA Classification

This position is classified as Non-Exempt under the Fair Labor Standards Act (FLSA) and is eligible for overtime pay in accordance with applicable law.
 

Equal Employment Opportunity

Gulliver Auto Group is an Equal Opportunity Employer. This job description is intended to describe the general nature of the position and is not an exhaustive list of duties. Management reserves the right to modify responsibilities as business needs require.