Toyota of Pasadena

Toyota Pasadena is seeking a dependable, detail-oriented Automotive Contract Clerk to join our Accounting Department. The ideal candidate will have previous automotive dealership experience and knowledge of vehicle deal processing, contract administration, lender funding, and dealership accounting. This position requires strong organizational skills, accuracy, and the ability to manage multiple priorities in a fast-paced dealership environment.

Key Responsibilities

• Process, review, and verify new and used vehicle sales contracts for accuracy, completeness, and proper documentation.
• Review daily vehicle deal postings and reconcile sales transactions to ensure accuracy between the dealership management system and general ledger.
• Verify that applicable customer promises and due bills are properly documented in the deal jacket.
• Process and reconcile dealer trades, including reviewing supporting documentation, verifying vehicle costs and amounts due, and ensuring accurate accounting entries.
• Review deal jackets to ensure all required forms, signatures, disclosures, and supporting documents are included.
• Review and reconcile monthly commission statements to ensure accurate calculation, posting, and payment of employee commissions.
• Prepare and complete IRS Form 8300 for reportable cash transactions in accordance with federal reporting requirements.
• Submit completed contracts to banks and financial institutions for funding.
• Maintain and monitor weekly contracts-in-transit (CIT) reports, follow up on outstanding funding, resolve delays, and provide management with regular updates until deals are fully funded.
• Review lender funding statements and reconcile contract amounts against expected proceeds.
• Research and resolve funding discrepancies, missing documentation, contract corrections, and outstanding lender stipulations.
• Communicate with the Finance & Insurance (F&I) Department, Sales Department, lenders, and management to resolve deal-related issues.
• Process and post vehicle deals into the dealership management system, ensuring accurate accounting entries.
• Review and reconcile vehicle deal figures, including selling price, taxes, fees, down payments, trade-in allowances, and lender proceeds.
• Process trade-in vehicle payoffs, verify payoff amounts, and follow up on outstanding balances.
• Obtain and review reserve statements from banks and reconcile reserve income against dealership records.
• Monitor and reconcile accounting schedules related to vehicle sales, contracts in transit, and outstanding receivables.
• Assist with DMV, title, and registration paperwork to ensure required documentation is complete and accurate.
• Maintain organized physical and electronic deal jackets and ensure all supporting documentation is properly filed.
• Assist with month-end closing, account reconciliations, and other accounting responsibilities as assigned.
• Reconcile vehicle sales tax, verify tax calculations, and investigate and resolve sales tax discrepancies.
• Ensure all transactions and documentation comply with dealership policies, lender requirements, and applicable state and federal regulations.

Qualifications

• Previous automotive dealership experience required.
• Previous experience in automotive contract processing, billing, or dealership accounting required.
• Knowledge of vehicle sales contracts, lender funding procedures, and dealership deal processing.
• Understanding of dealership accounting, including vehicle deal postings, CIT, reserve income, and trade-in payoffs.
• Familiarity with IRS Form 8300 reporting requirements.
• Previous experience with Reynolds & Reynolds dealership management system required.
• Strong computer skills and proficiency in Microsoft Office, particularly Excel.
• Excellent attention to detail and organizational skills.
• Strong communication, problem-solving, and follow-up abilities.
• Ability to manage multiple priorities, meet deadlines, and work efficiently in a fast-paced environment.
• Professional, dependable, and able to work independently as well as part of a team.

What We Offer

• Competitive pay based on experience.
• Full-time employment.
• Professional and supportive work environment.

Compensation & Benefits

Pay: $25.00 – $30.00 per hour, depending on experience.

Expected Hours: 40 hours per week.

Benefits Include:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Toyota Pasadena is an Equal Opportunity Employer.