SUMMARY
The Office Clerk/Errand Runner is responsible for performing a range of clerical tasks to support
daily operations and completes daily company errands.
RESPONSIBILITIES include the following. Other duties may be assigned.
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 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 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.
Assists Office Clerk/Title Clerk with daily processing of all vehicle deals (pull jackets, type jackets,
make copies, send out bank contracts, updates Contracts in Transit report, etc.). Verifies
accuracy and completeness of all documents. 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.
Assists Office Clerk/Title Clerk to provide buyers orders, recap sheets, and lease worksheets to
Office Clerk/Accounts Receivable for processing. Verifies accuracy of all information
(salespersons, aftermarket product information, etc.) prior to submitting buyers order.
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). 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.
Assists Office Clerk/Title Clerk with processing all titles, registrations, and license plates. Verifies
documents for accuracy. Updates inventory screen in DealerTrack with license plate numbers.
Makes copies of all documents for vehicle deal jackets. Forwards license plates and registrations
to Sales Managers. Forwards titles to financial institutions.
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.
Prepares and posts outgoing mail on postage machine. Notifies A/P Clerk when meter requires
refill.
Operates computer system with DealerTrack DMS software to perform daily duties.
Operates a multi-line phone system. Answers incoming calls in a prompt, polite, professional
manner, 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 KPA, Ninjio, and Safeguard.
Maintains a professional appearance and clean and neat work area at all times.
Maintains company vehicle 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.
Will perform other duties that may be assigned by the Office Manager.
Must have a valid Driver’s License with an acceptable Driver’s Abstract.
Benefits:
Excellent benefits, including medical, dental, vision insurance coverage, 401(K) for qualified employees.
To apply, click REPLY then Reply by Email. Please don’t forget to:
1. Include an email address in your resume
2. Attach your resume to your email