File Clerk

Jim Riehl's Friendly Automotive Group; Clinton Charter Township (MI); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Paid time off

401(k)

Dental insurance

Employee discounts

Flexible schedule

Job summary

Jim Riehl's Friendly Automotive Group is seeking a File Clerk to organize, maintain, and retrieve dealership records in both paper and electronic formats, ensuring confidentiality and compliance with dealership policies.

You will file vehicle sales jackets, title documents, customer records, and vendor paperwork; scan documents into the DMS; purge outdated records; and support auditors and staff with accurate, accessible files.

Qualifications

• High school diploma or GED required.
• Previous clerical, administrative, or filing experience preferred.
• Automotive dealership experience is a plus.
• Basic computer skills including Microsoft Office.
• Ability to learn dealership management systems (CDK, Reynolds & Reynolds, Dealertrack, etc.).
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Ability to prioritize multiple tasks.
• Professional communication skills.
• Ability to work independently and as part of a team.

Responsibilities

• Organize and maintain physical and electronic filing systems.
• File vehicle sales jackets, repair orders, title documents, customer records, accounting documents, and vendor paperwork.
• Retrieve files upon request for managers, accounting staff, finance personnel, and auditors.
• Scan paper documents into the dealership management system (DMS).
• Purge outdated records according to legal retention schedules. Label, index, and catalog files for quick retrieval. Assist with manufacturer, state, and internal audits by locating requested documentation. Ensure file rooms remain organized and secure. Perform general clerical duties including copying, faxing, scanning, and data entry. Verify documents are complete before filing.

Skills

Strong organizational skills

Attention to detail

Time management

Professional communication

Teamwork

Dependability

Education

High school diploma or GED

Tools

CDK

Reynolds & Reynolds

Dealertrack

Microsoft Office

Job description

Benefits

• Health insurance
• Paid time off
• 401(k)
• Dental insurance
• Employee discounts
• Flexible schedule

The File Clerk is responsible for organizing, maintaining, and retrieving dealership records in both paper and electronic formats. This position ensures customer, vehicle, financial, and legal documents are accurately filed and readily accessible while maintaining confidentiality and compliance with dealership policies and manufacturer requirements.

Essential Duties and Responsibilities

• Organize and maintain physical and electronic filing systems.
• File vehicle sales jackets, repair orders, title documents, customer records, accounting documents, and vendor paperwork.
• Retrieve files upon request for managers, accounting staff, finance personnel, and auditors.
• Scan paper documents into the dealership management system (DMS).
• Purge outdated records according to legal retention schedules. Label, index, and catalog files for quick retrieval. Assist with manufacturer, state, and internal audits by locating requested documentation. Ensure file rooms remain organized and secure. Perform general clerical duties including copying, faxing, scanning, and data entry. Verify documents are complete before filing.

Required Qualifications

• High school diploma or GED required.
• Previous clerical, administrative, or filing experience preferred.
• Automotive dealership experience is a plus.
• Basic computer skills including Microsoft Office.
• Ability to learn dealership management systems (CDK, Reynolds & Reynolds, Dealertrack, etc.).
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Ability to prioritize multiple tasks.
• Professional communication skills.
• Ability to work independently and as part of a team.

Knowledge, Skills, and Abilities

• Strong organizational skills.
• Accuracy and attention to detail.
• Confidential handling of sensitive information.
• Basic data entry proficiency.
• Ability to work under deadlines.
• Problem-solving abilities.
• Dependability and punctuality.
• Customer service orientation.
• Ability to maintain orderly records in a fast-paced environment.

Performance Expectations

• Maintain an accurate filing system with minimal errors.
• Retrieve requested documents promptly.
• Ensure files are complete and properly organized.
• Support dealership compliance with document retention policies.
• Maintain confidentiality and professionalism.
• Contribute to efficient dealership operations through dependable administrative support.