Job Description

Title: Office Manager  

Reports to: Controller

FLSA Status : Exempt   

Location/Hours: 2801 University Blvd NE, M- F , some weekends, 8 : 00am – 5 :00pm, some overtime as needed .  

Role Summary : Manages the w ork flow of the accounting office to ensure a ccurate reporting for end of month financial statements . Trains office p ersonal i n order to a ccomplish this goal . Responsible for accounting office and other administrative functions . Responsible for processing semi-monthly payroll.  

Principal Accountabilities :  

1. Hires, trains, and supervises office personnel.  

1. Analyzes and organizes office operations and procedures.  

1. Backs up all desks in the office as needed  

1. Completes daily bank reconciliations and researches any outstanding items  

1. Posts all incoming ACH funds, funding notices, AR, etc.  

1. Posts & reconciles finance reserve statements monthly  

1. Reconciles Business Office grosses to Accounting Grosses  

1. Assists Controller at month end close  

1. Reviews schedules as requested and work with staff to ensure all work is current  

1. Assists in completion of annual reviews/audits.  

1. Ensures compliance with all government regulations.  

1. Manages floor plan audits as needed  

1. Oversees collection of past due accounts  

1. Prepares reports as requested by management and/or dealer principal.  

1. Enter all new hires in the DMS payroll application  

1. Posts & reconciles all sales commission worksheets to the GL for payroll processing  

1. Review time sheets regularly for missed punches, errors, etc.  

1. Process payroll for Chevrolet employees  

1. Work with HR Director to ensure correct deductions for benefits are updated in the DMS  

1. Reconcile benefit schedules on a monthly basis to ensure deductions are correct  

1. Maintains a professional appearance.  

1. Attends manager meetings as requested .  

1. Other tasks as assigned.  

Essential Skills and Experience:  

1. B.A./B.S. degree from an accredited university in a related field, and,  

1. 3+ years progressively responsible experience with 1+ year in supervision in sales, customer service, or a n equivalent combination of education and experience.  

1. Effective knowledge and use of software applications including Microsoft Office, Excel, and office management practices.  

1. High school diploma or general education degree (GED) and/or training; or equivalent combination of education and experience.  

1. Previous related experience desired .  

1. Must have a current NM driver’s license and a clean driving record.  

1. Must be adept at both oral and written communication techniques and maintain effective working relationships with a range of audiences, from customers, prospective customers, vendors, owners, other staff members, and the public at large.  

1. Communicate clearly and concisely, verbally and in writing; develop and maintain effective working relationships with supervisors, coworkers, all members of the Galles team.  

Beneficial Skills and Experience:  

1. Previous e xperience working in car dealership settings.  

1. Bilingual, English/Spanish.  

Physical and Mental Challenges:  

1. Consistent sitting for many hours at one time. Majority of day (65%+) is spent sitting at a desk.  

1. Regular use of the telephone and e-mail for communication is essential.   

1. Hearing and vision within normal ranges is essential for normal conversations, to receive oral and written information and to prepare or inspect documents.  

1. Good manual dexterity is required for regular and consistent use of keyboard and mouse and other office equipment.  

1. Ability to climb stairs on occasion.  

1. Must be able to occasionally lift up to 25 pounds.  

1. Majority of the job is located inside a climate-controlled office, during regular hours of operation.  

1. May be expected to drive a company or personal vehicle, as a normal course of job performance. Must be insurable through MVD.  

1. High levels of stress associated with working with the public in adversarial situations, extreme deadline issues and intense sales environment.  

1. Requires discriminating and critical thinking skills, guided and creative problem solving and ability to keep confidences and apply discretion on a regular basis.  

1. This is a ‘safety sensitive’ position in which performance by a person under the influence of drugs or alcohol would constitute an immediate or direct threat of injury or death to that person or another. As such, employees in this role are subject to random drug screening.  

1. Additional challenges may arise, at which time Galles may revise this job description.  

Benefits:   

1. Employee Discounts on Vehicle Purchases  

1. PTO / Sick Time  

1. 100% Employer Paid Health insurance  

1. Dental, Vision insurance  

1. Short Term, Long Term Disability  

1. Life Insurance  

1. Accident Insurance  

1. 401K with Contributions  

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