Billing Clerk

Position Summary

The Billing Clerk is responsible for accurately processing and recording vehicle sales, service transactions, and related financial documents within the dealership. This role ensures all billing information is complete, accurate, and compliant with dealership policies, manufacturer requirements, and accounting standards.

Essential Duties and Responsibilities

• Process billing for new and used vehicle sales, service work, and related transactions.
• Verify accuracy of deal paperwork, pricing, taxes, and fees before posting.
• Enter and post deals into the dealership management system (DMS).
• Prepare and reconcile invoices, contracts, and supporting documentation.
• Coordinate with sales, finance, and accounting departments to resolve discrepancies.
• Ensure all required documents are complete, signed, and properly filed.
• Maintain accurate records of billed and pending transactions.
• Assist with title, registration, and payoff processing as needed.
• Support month-end closing activities and reporting requirements.
• Maintain compliance with dealership policies and manufacturer guidelines.
• Respond to internal inquiries regarding billing status and corrections.
• Assist with audits by preparing and organizing billing documentation.

Qualifications

• Strong attention to detail and accuracy in data entry and calculations.
• Basic understanding of accounting and billing processes.
• Strong organizational and time management skills.
• Ability to work with deadlines in a fast-paced environment.
• Proficiency with computers and dealership management systems preferred.
• Good communication and problem-solving skills.
• Ability to maintain confidentiality of financial information.

Education and Experience

• High school diploma or equivalent required.
• 1–3 years of clerical, accounting, or dealership office experience preferred.
• Automotive dealership billing or accounting experience strongly preferred.
• Experience with DMS systems is a plus.
• On-the-job training provided for qualified candidates.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Frequent use of computers, keyboards, and office equipment.
• Ability to occasionally lift up to 20 pounds.
• Ability to perform repetitive data entry and document handling tasks.
• Ability to work standard office hours with occasional overtime during month-end close.

Work Environment

Work is performed primarily in a dealership office environment with frequent computer use, paperwork processing, and collaboration with accounting and sales departments in a structured, deadline-driven setting.

Equal Employment Opportunity Statement

The Company is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status under applicable law.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required for this position. Management reserves the right to modify, add, or remove duties and assign other responsibilities as necessary.