Accounts Payable Clerk

The Accounts Payable Clerk is responsible for the accurate and timely processing of invoices, vendor payments, account reconciliations, and dealership expense transactions. This position ensures compliance with company policies, manufacturer requirements, and accounting procedures while maintaining positive relationships with vendors and internal departments.

The Accounts Payable Clerk plays a critical role in maintaining the financial integrity of the dealership by ensuring obligations are properly documented, approved, and paid according to established schedules.

• Review invoices, and purchase orders, and expense reports for accuracy and proper authorization.
• Verify account coding and approval documentation prior to payment processing.
• Process vendor invoices in the dealership management system (DMS).
• Prepare and distribute vendor payments through checks, or ACH.
• Maintain accurate accounts payable files and electronic records.
• Monitor payment due dates and ensure timely processing to avoid late fees or service interruptions.
• Respond professionally and promptly to vendor inquiries regarding account status and payments.
• Reconcile vendor statements and resolve discrepancies.
• Reconcile accounts payable ledger balances monthly.
• Assist in identifying duplicate payments, credits, and vendor discrepancies.
• Support monthly, quarterly, and year-end accounting close processes.

• Coordinate with Parts, Service, Sales, and Administrative Departments regarding invoices and payment approvals.
• Support audits conducted by manufacturers, lenders, external auditors, and regulatory agencies.

• Maintain confidentiality of financial and employee information.
• Ensure compliance with company accounting policies and internal controls.
• Follow all applicable federal, state, and local regulations.
• Maintain organized accounting records according to company retention policies.
• Perform additional duties as assigned by management.
• Vendor invoices processed accurately and on time.
• Statement reconciliations completed by month-end deadlines.
• Minimal payment errors and correction requests.
• Timely response to vendor inquiries.
• Compliance with accounting schedules and closing deadlines.
• Accurate maintenance of accounting records and documentation.

• High School Diploma or GED required.
• Associate degree in Accounting, Finance, Business Administration, or related field preferred.

• Minimum 1 year of accounting, bookkeeping, accounts payable, or dealership office experience preferred.
• Automotive dealership accounting experience strongly preferred.
• Experience with dealership management systems (CDK, Reynolds & Reynolds, Dealer track, Tekion, or similar) preferred.

• Strong attention to detail and accuracy.
• Understanding of accounting principles and accounts payable processes.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong organizational and recordkeeping skills.
• Proficiency in Microsoft Office, particularly Excel.
• Professional verbal and written communication skills.
• Ability to maintain confidentiality and exercise sound judgment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee may regularly be required to:

• Sit for extended periods.
• Use a computer, calculator, and other office equipment.
• Speak and hear effectively in person and by telephone.
• Frequently use hands and fingers for typing and data entry.
• Occasionally lift and carry items up to 20 pounds.
• Occasionally bend, stoop, reach, and file documents.

The work environment is primarily an office setting. The noise level is typically moderate. Employees may occasionally visit other dealership departments including service, parts, and sales areas.

Viva Auto Group is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable federal, state, or local law.

Nothing in this job description creates a contract of employment, express or implied. Employment with Viva Auto Group is at-will and may be terminated by either the employee or the company at any time, with or without cause or notice, subject to applicable law.