Accounting Specialist Job at Patriot Harley-Davidson in Fairfax

Job Title: Accounting Specialist

Department: Administration

Supervisor: Controller

Summary Description

The position is responsible for the operation of all accounting related features of the dealership management software, assisting with the preparation of financial and statistical reports for dealership management and for the submission of monthly financial information to Harley-Davidson Motor Company.

Duties and Responsibilities

• Provide high quality assistance to office personnel to ensure a smooth running and productive office environment.
• Prepare letters, reports, financial contracts, and other correspondence.
• Set-up and maintain an accurate easy to access filing system for all important receivable documentation.
• Reconcile cash registers & petty cash on a daily basis.
• Coordinate and track vehicle sales documentation process.
• Ensure all Major Units are entered into Lightspeed and proper documentation is ready and available for unit sale.
• Ensure all funding packages are compiled and funded in a timely manner.
• Update the CIT log for all funding/hold checks and cancelations.
• Finalize and SWR all sales units in a timely manner.
• Ensure all funding confirmations and payoff requests get submitted to Grand Rapids.
• Ensure all trade-ins get paid off/titled and into Lightspeed accurately and documentation to the sales department for sale.
• Submit and track all NSF customer communications in attempts to reduce/remove issues
• Compute and process payroll data.
• Compliance with Department of Motor Vehicle regulations, the filing of all required reports, and the remittance of all payments on a timely basis.
• Resolve accounting issues as they arise in the daily processing of dealership transactions.
• Investigate and trace errors and record adjustments to correct inadvertent postings to incorrect accounts.
• Reconcile all subsidiary ledgers to general ledger control balances on a daily, weekly and monthly basis. In some cases, maintain spreadsheets or other auxiliary sub-ledgers to supplement standard accounting software capabilities as prescribed by the Operations Manager.
• Prepare daily bank deposits by compiling and reconciling accounting reports and media from point of sale cash drawers with receipts accepted in currency, checks and credit cards.
• Supervise the maintenance of vendor records and tracking of outstanding obligations payable by due date so as to optimize cash flow and take full advantage of vendor payment terms beneficial to the dealership.
• Supervise the examination and distribution of vendor invoices and other payment requests to appropriate general ledger account classifications.
• Supervise the issuing of checks in payment of merchandise purchases, supplies, services and customer accommodations.
• Supervise the compliance with Department of Motor Vehicle regulations, filing of all required reports, and remittance of all payments on a timely basis.
• Supervise the compliance with all taxing authority requirements and making timely deposits of required taxes and filing of tax returns as required.
• Audit and resolve any anomalies encountered in daily financial transactions as recorded by others in dealer management system modules and execute the daily transfer of transactions from dealer management system modules to the accounting software in use.
• Prepare special financial analyses as directed by the Operations Manager and the General Manager.
• Perform other related duties as assigned or requested.

Supervisory Responsibilities

• None

Qualifications & Job Requirements

• Bachelor’s Degree with a major in accounting.
• Minimum of two years’ experience as a full charge bookkeeper.
• Experience with relevant accounting software programs – ADP Lightspeed NXT, Talon, ADP, Reynolds and Reynolds, Peachtree, QuickBooks, ATX, etc.
• Must be computer literate and proficient with Microsoft Office Suite, along with general email/internet.
• Experience using various Google Drive applications to include but not limited to Google Sheets and Google Docs a plus.
• Experience in the professional use for research, of an Internet browser.
• Ability to communicate effectively to resolve problems with other dealership employees, suppliers, Harley-Davidson representatives and governmental agencies.
• Must be able to multitask and input data with accuracy and efficiency in a high paced environment.

Physical Demands

• Frequently works on a computer in a typical office environment.

Working Conditions

• The noise level in the work environment can be loud at times.
• Potential exposure to battery acid, gasoline, chemical cleaning materials or other toxic materials commonly found in a motor vehicle service department.
• Occasionally exposed to exhaust fumes or other airborne particles.