Administrative & DMV Services Coordinator

Principal Responsibility: The Administrative & DMV Services Coordinator performs general clerical administrative and DMV work. The work involves general office support services including but not limited to filing auction contracts and other documents, copying, scanning documents, and performing accounts payable tasks. Those include taking payment, answering telephones, taking messages, and answering questions.  They direct inquiries to responsible staff.  Work often requires coordination with other departments. The work is performed under the general supervision of the Administrative & DMV Services Manager.

Position is: Hourly     Position Reports to: Administrative & DMV Services Manager

Position Supports: Executive Team, APAA Company

The Administrative & DMV Services Coordinator is Responsible For

1. Collect payment for unpaid invoices, update invoice fees and statuses in auction management software, and assist with past due or incorrect invoices.


2. Welcomes and assists visitors, customers, and clients to the office; queries visitors by directing them to appropriate staff or offices or answering questions.


3. Ensuring that clients are promptly notified of the status of their inventory in newly posted auctions and assisting in correcting any discrepancies.


4. Assist in overseeing the processing of auction invoices into paper and electronic accounting systems.


5. Help maintain accounts payable report spreadsheets for each auction.


6. Files, copies, and scans documents into an organized company online drive file sorting database.


7. Helps prepare and modify documents, including correspondence, reports, drafts, memos, and emails at the direction of the Administrative & DMV Services Manager.


8. Assist the Vehicle & Equipment Manager in maintaining proper documentation following local, state, and federal regulations.


9. Notarizes documents related to auctions.


10. Maintains current working knowledge of online auction resources.


11. Receives and routes mail and deliveries to appropriate staff.


12. Performs basic housekeeping duties in the reception lobby and administrative office.


13. Prepare state paperwork related to vehicle registration, title, tags, and any other legal documentation, following all relevant regulations.  


14. Keep comprehensive and organized records for future reference. Ensures proper documentation per tags, titles, and registrations.


15. Conduct administrative audits of all motor vehicle transactions as required by the State of Alaska.


16. Works in a constant state of alertness and a safe manner.


17. Performs other duties as assigned and supports APAA with miscellaneous tasks and special projects.
     

Supervisory Responsibilities

This position has no supervisory responsibilities.

Knowledge, Skills, & Abilities

1. Excellent organizational skills with the ability to confidentially process and maintain data with attention to detail.


2. Strong administrative and electronic communication skills, professional phone skills, and mobility to perform related tasks.


3. Basic understanding of accounts payable, accounts receivable, and general invoicing best business practices.


4. Proficient technical writing skills to effectively draft emails, memos, and correspondence for internal and external communication with staff and customers/clients.


5. Ability to demonstrate strong computer skills, learn different software programs, and proficient typing skills.


6. Able to prioritize and plan work activities, use time efficiently, plan for additional resources, set goals and objectives, and develop realistic action plans.


7. Ability to meet attendance requirements; ensure work responsibilities are covered when absent; arrive at meetings on time.


8. Ability to maintain a positive, supportive, solution-focused attitude.

Minimum Qualifications

1. High school diploma or GED equivalent.


2. An associate’s degree in accounting, Business Administration, or a related field from a two-year college, vocational school, or technical school is preferred but not required.


3. A minimum of one year of accounts payable experience and/or training is preferred but not required.


4. Proficiency in Google Workspace Applications.


5. Valid Alaska Driver’s license


6. Ability to pass a background and reference check.


7. Ability to become a Notary in the State of Alaska.

Working Environment

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  APAA is a locally grown and Alaskan-owned small business that maintains high standards within a fast-paced environment that requires regular attendance and attention to multiple ongoing tasks that may overlap. Occasional overtime is required.

Job Type:          Full-time & Part-time

Benefits:           401(k)

                           401(k) matching

                           Employee Assistance Program

                           Employee Discount

                           Paid Time Off

                           Paid Holidays

                           Professional Development Assistance

                           Referral Program

                           Health Insurance, Dental, and Vision

                           Employer-funded life insurance, short–term and long–term disability

Schedule:         M-F, 9a- 6p, 1-Hour Unpaid Break for an 8-Hour Shift 

Experience:      General office clerical experience for one year (Preferred)

                           Accounts payable for one year (Preferred)

                           MS Office/Google Workspace applications for one year (Preferred)

General Expectations

1. All client materials and information will be held strictly confidential outside the company. 


2. All telephone calls and correspondence, both internal and external, will be returned within one business day and within two hours whenever possible.


3. All employees are responsible for utilizing company technology accurately to leverage online resources and further our competitive advantage in the market.


4. Every member of the team is responsible for bringing solutions to the table; we never present a problem without a recommendation for its resolution.


5. Each member of the team is responsible for the relationships we have with our clients; attention to the client experience is always top of mind.


6. Employees will provide staff assistance as requested with a spirit of helpfulness. This means each employee may be asked from time to time to cover in other departments as a matter of exception, not routine.


7. Employees are encouraged to recommend ideas for the betterment of the company, innovations, and improvements within their department and position.