Billing Clerk

Position Summary

The Automotive Billing Clerk/ Deal Poster is responsible for accurately reviewing, posting, and reconciling vehicle sales deals in the dealership’s accounting system. This role ensures that all vehicle sales transactions are posted correctly, commissions are calculated accurately, and financial records align with dealership policies and manufacturer requirements. The position plays a key role in maintaining accurate sales reporting and supporting month‑end close.

Key Responsibilities

Deal Review & Posting

Review completed new and used vehicle deals for accuracy and completeness

Verify sales contracts, buyer’s orders, trade information, incentives, and funding details

Post vehicle deals to the accounting system in accordance with dealer procedures

Ensure correct posting of vehicle cost, gross profit, taxes, fees, and accessories

Post aftermarket products, warranties, and F&I income accurately

Reconciliation & Accuracy

Reconcile posted deals to sales logs, deal schedules, and management reports

Identify and resolve discrepancies related to pricing, incentives, trade payoffs, or funding

Maintain accurate vehicle inventory and cost of sales records

Work closely with F&I, sales managers, and title clerks to resolve deal issues

Commission & Incentive Support

Ensure sales commissions are calculated accurately based on posted deals

Assist with commission reports and corrections as needed

Review and process check requests associated with vehicle deals, including we‑owes, bird dogs, and other deal‑related payments.

Month-End & Reporting Support

Assist with month-end close related to vehicle sales

Ensure all deals for the period are posted timely and accurately

Provide supporting documentation for audits and management review

Compliance & Internal Controls

Ensure compliance with dealership accounting policies and internal controls

Maintain organized deal files and digital documentation

Support audit requests and internal reviews related to vehicle sales

Qualifications

Required

High school diploma or equivalent

2+ years of automotive dealership accounting or sales office experience

Strong attention to detail and accuracy

Ability to manage high deal volume and deadlines

Basic proficiency with Microsoft Excel and accounting systems

Preferred

Prior experience as a Deal Poster or Sales Accounting Clerk

Experience with dealership management systems (DMS) such as CDK, Reynolds & Reynolds, or Dealertrack

Skills & Competencies

Strong analytical and reconciliation skills

Excellent organizational and time‑management abilities

Ability to work independently and collaboratively

Clear written and verbal communication skills

High level of confidentiality and professionalism

Ability to work in a fast‑paced, deadline‑driven environment

Work Environment

Office‑based dealership or centralized accounting office

Frequent interaction with sales managers, F&I, accounting staff, and management

Physical & Other Requirements

Prolonged periods of sitting and computer use

Ability to review detailed financial documents and contracts

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