Junior Office Clerk​/Errand Runner Level 3

Description

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…