Accounting/Titling Specialist

Position Summary

The Accounting & Inventory/Title Specialist supports the accounting and operations teams by managing accounting transactions, buy package processing, inventory documentation, and vehicle title activities. This role ensures financial transactions and title documentation are completed accurately, in compliance with company policies and state motor vehicle regulations.

The position plays a key role in supporting financial reporting, processing accounts payable activities, and ensuring timely title completion while providing operational support to branches and the accounting department.

Accounting Responsibilities

• Ensure the accuracy of sales, cost of sales, and posting to the accounting system
• Review sale recaps for accuracy and post recaps to the general ledger system
• Serve as a contact for branches with questions related to sale recaps and accounting documentation
• Enter all deposits into the accounting system, including cash, credit card, and wire transactions
• Maintain cash handling and wire notification systems
• Monitor and record daily bank activity
• Obtain and verify documentation to process payments for accounts payable
• Verify incoming Accounts Payable batches for accuracy
• Perform required data entry functions related to Accounts Payable processing
• Print and distribute Accounts Payable checks on a timely basis
• Ensure company policies and procedures are followed for all payment processes
• Research and resolve vendor account reconciliation issues
• Provide reporting to upper management as required
• Create and post journal entries
• Reconcile general ledger accounts
• Assist with month-end reporting and financial statement distribution
• Maintain Accounts Payable records for organized departmental access
• Shred voided checks in accordance with company procedures
• File 1099 forms at year-end
• Set up and maintain vendor records, including scanning and maintaining W-9 documentation
• Post charges to truck records
• Review and approve expense reports, ensuring expenses are properly coded and supported by documentation
• Provide clerical and administrative support to the accounting department as needed

Inventory & Titling Responsibilities

• Process buys and trade packages in accordance with established company policies and procedures
• Execute vehicle title processing activities while ensuring compliance with company guidelines and state motor vehicle regulations
• Maintain accurate records and documentation for inventory transactions and title processing
• Communicate with branch teams and purchasing managers regarding issues related to buy packages, titles, invoices, and accounting documentation
• Identify discrepancies or issues in buy packages and title documentation and communicate findings for resolution
• Assist with processing Premium buys, invoices, and title documentation
• Oversee and assist with Premium title issues
• Research and interpret individual state title requirements
• Support management with problem resolution that falls outside normal business operations and procedures
• Perform additional accounting, administrative or operational duties as assigned by department leadership

Critical Competencies

• Teamwork – Builds partnerships and works collaboratively to achieve shared objectives
• Communicates Effectively – Delivers clear communication tailored to the needs of different audiences
• Situational Adaptability – Adjusts approach in response to shifting priorities and operational needs
• Ensures Accountability – Delivers accurate and timely work while taking ownership of responsibilities
• Attention to Detail – Ensures accuracy in financial documentation, titles, and transaction processing
• Plans and Aligns – Prioritizes work effectively to meet deadlines and operational requirements
• Resourcefulness – Identifies solutions and gathers information needed to resolve issues
• Optimizes Work Processes – Seeks opportunities to improve efficiency and strengthen operational processes
• Problem Solving – Research discrepancies and resolves operational and accounting issues efficiently
• Organization – Maintains accurate and accessible financial, inventory, and title records

Required Qualifications

• High school diploma or GED
• Strong attention to detail and ability to manage documentation accurately
• Ability to handle multiple priorities in a fast-paced environment
• Strong organizational and communication skills

Preferred Experience & Skills

• Experience working with vehicle title processing and state motor vehicle regulations
• Familiarity with inventory or buy package transaction processing
• Experience with Accounts Payable, reconciliations, and general accounting functions
• Proficiency with Microsoft Office applications, including spreadsheet and word processing software
• Experience with Procede or similar dealership management systems (training provided)
• Ability to research and interpret individual state title requirements
• Experience working in a dealership, transportation, or automotive environment preferred