Accounting Clerk

Reporting to the Financial Controller, the Accounting Clerk’s primary function is to process payables and receivables as required. This individual also assists the Financial Officer and management in performing various clerical tasks and is responsible balancing cash and maintaining accounting system.

**SPECIFIC ACCOUNTABILITIES**:
**Reception**:

- Answer incoming calls promptly, and direct call to appropriate individual.
- Handle general inquiries from callers or customers
- Revise and distribute company maintenance.
- Perform clerical duties such as arranging for couriers and proofreading
- Assist in other departments as necessary.
- Attend all department meetings.
- Follow all company and manufacture policies, directives and procedures.
- Daily filing of all dealership files/folders (Ex
- Parts, Service, Sales, and Accounting)
- File Maintenance
- Maintaining and ordering of all office/dealership supplies
- Daily mail pickup, sorting and delivery
- Bank run
- Receive and sort any parcel deliveries

**Accounts Payable**
- Data Entry of all Invoices
- Selection of invoices for cheque run for Financial Controller review and process.
- Reconciliation of all Vendor Statements, insure our accounts are maintained in good standing.
- Vendor Communication/ requesting of missing invoices
- Code vendor invoices with direction from controller, service manager and /or dealer principal.
- Communication with Controller on Invoices - Government issued or any out of the norm.
- Ensure all current month AP invoices are entered prior to month end cut off.

**Accounts Receivable assist**
- Ensure over the Phone receivables payment are taken correctly and communicated to Cindy.

**Cash Control**
- ** Balance and Prepare the daily cash control batch.**
- Print report from Point of sale Machine
- Ensure float is maintained for the Cash till
- Enter and print all receipt for any incoming cheques
- Review Cash till and ensure we have adequate variety of currency
- Print and Cross Reference till balancing report to counted cash and machine activity report
- Balance and Make Corrections to till balancing report where required
- Post Balanced till to GL ensuring the proper accounts and control are in place
- Print GL posting for daily batch filing
- Financial Controller to review and do final post
- **
Bank Deposit**
- Prepare Bank deposit form
- Ensure Daily deposit balances to GL Cash and Cheques posting
- Stamp all Cheques
- Go do Bank deposit prior to 3pm daily and a receipt is given for proof of deposit
- ** Daily Batch Filing**
- Ensure that the Daily batch documents are nicely organized, and bank deposit receipt is filed daily.
- Maintain an easy to use daily filing system designed by financial controller.
- ** Any abnormalities from Daily cash control to be communicated promptly to Financial controller.**

**Sales Assist**
- ** Vehicle Stock Ins**
- Data Entry all new /used units into Aristo with correct stock number, vin and corresponding information pertaining to the vehicle.
- Ensure Vehicle is stocked into the inventory with Dealer pack on it as per Financial Controller GL entry procedure.
- Create New/Used vehicle folders
- Entering any dealer purchases into account payables for Financial controller to review and process of payment.
- Sending copy of FCA invoice to Controller for Submission to TD line and review.
- **
Dealer Transfers**
- Sending of all dealer transfer documentation to Financial Controller for processing.
- Holding and Maintaining folder until payment is received. If payment isn’t obtained within five business days, alerting Financial Controller to contact purchasers to inquire about payment status.
- ** DT Driver Slips / Log**
- Maintain daily DT driver expense and hour log for month end submission to the Financial Controller for review
- Enter all DT driver’s time / expenses to proper unit in a timely fashion to ensure proper cost of the unit at the time of resale.
- Distribution of DT driver expense cheques at month end.
- ** Sold Vehicle File**
- Review and Audit all sold unit files to ensure all required paperwork is present and in order as per Miguel’s instructions
- Request any missing documentation from F & I Manager and ensure its obtained in a timely fashion
- File completed folders in an easy to use filing system design by financial controller.
- ** Month End**
- Assisting Financial Controller with required month end processes, documentation scanning and other duties as required.

**Assist in other duties as required by Dealer Principal and Financial Controller.**

**EDUCATION AND EXPERIENCE REQUIREMENTS**
- High School Diploma, business, or accounting certification
- 3-5 years’ accounting experience

**PHYSICAL AND WORK DEMANDS**

**Physical**
- Routinely manage deadlines
- Occasionally manage stressful situations involving upset or impatient people.
- Using computers to look up and enter data. Occasional eyestrain related to computer use.

**Hazards - Low Hazard**

Dust, routin