Document Control Specialist full-time - Hendrick Automotive Group

Location: 6030 East Independence Blvd, Charlotte, North Carolina 28212

Title:  Document Control Specialist

Department:  Business Office

Reporting To:  Filing Department Head

Exemption Status:  Non-Exempt

Prepared By:    Group Controller                                 

Job Profile:  To accurately maintain file records.

Supervisory Responsibilities:  This job has no direct supervisory responsibilities.

Job Description:

Specific Responsibilities:

• File within our filing system all deals, forms records and reports.
• Is attentive and pleasant to Accounting and Dealership staff.
• Examine incoming material for legibility and classify properly.
• Retrieve file information as necessary using our “Pull a Deal” system. Responds quickly to all Pull-a-Deal requests. Pull-a-Deal/document requests are Top Priority. Informs Department Head know when requests cannot be located.
• Keep files current and maintain a record of files removed.
• Make copies as necessary.
• Scan necessary documents into digital deal jackets.
• Scan Accounts Payable checks into appropriate digital cabinets for assigned dealership.
• Proofread scans for accuracy of  payroll documents.
• Other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

No experience necessary.

Verbal and Writing Ability:

Ability to receive and communicate with CCAO staff courteously, efficiently, and professionally.

Math Ability:

Ability to calculate figures and amounts.

Reasoning Ability:

Ability to solve practical problems.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Word Processing software; Spreadsheet software; Accounting software and Inventory software.

Environment Demands:

Duties are performed primarily in an office setting.  Work includes frequent clerical and administrative responsibilities and interaction with CCAO staff. 

Physical Demands:

The Filing Clerk is regularly required to sit, stand, use hands to finger, handle, or feel and talk or hear.

Competency:

To perform the job successfully, an individual should demonstrate the following competencies:

• Analytical - Collects and researches data.
• Problem Solving - Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time.
• Adaptability - Changes approach or method to best fit the situation.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.
• Judgment - Supports and explains reasoning for decisions; Includes appropriate people in decision-making process.
• Planning/Organizing - Uses time efficiently; sets goals and objectives.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality.

• Quantity - Meets productivity standards; Strives to increase productivity.

NOTE:  This job description in no way states or implies that these are the only duties and responsibilities to be performed by this employee.  The employee will be required to follow any other instructions and to perform any other duties and responsibilities upon the request of a supervisor.  This job description is subject to revision at the discretion of the company.

We are an Equal Opportunity Employer

Hendrick is an Equal Opportunity employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. For more information regarding the EEOC, please visit https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf.