Administrative & DMV Services Manager

Principal Responsibility: The Administrative & DMV Services Manager provides general office support with a variety of clerical tasks, including assisting with the coordination of office services, files, auction contracts, and documentation, oversees certain accounts payable tasks, including pay or credit invoices, manages administrative staff, and oversees DMV services. The Administrative & DMV Services Manager provides administrative support to APAA. 

Position is:  Full Time: Hourly                                               Position Reports to: CEO, COO

Position Supports: Executive Team, Department & Auction Managers

The Administrative & DMV Services Manager 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. Oversees processing of auction invoices into paper and electronic accounting systems.
5. Maintains accounts payable report spreadsheets for each auction.
6. Files, copies, and scans documents into an organized company online drive file sorting database.
7. Assist and direct administrative staff with miscellaneous clerical duties and special projects.
8. Prepare and modify documents for APAA and DMV, including correspondence, reports, drafts, memos, and emails.
9. Assist the Vehicles Manager in maintaining proper documentation following local, state, and federal regulations.
10. Notarizes documents related to auctions.
11. Maintains current working knowledge of online auction resources.
12. Receives and routes mail and deliveries to appropriate staff.
13. Performs basic housekeeping duties in the reception lobby and administrative office.
14. Assist in the pickup process to ensure all regulatory requirements are met.
15. Prepare state paperwork related to vehicle registration, title, tags, and any other legal documentation, following all relevant regulations.  
16. Keep comprehensive and organized records for future reference. Ensures proper documentation per tags, titles, and registrations.
17. Conduct an administrative audit of all motor vehicle transactions as required by the State of Alaska.
18. Works in a state of alertness and a safe manner.
19. Performs other duties as assigned and helps support APAA with miscellaneous tasks.

Manager Responsibilities

This position supervises staff assigned to the administrative office.
Responsible for overseeing department scheduling, reviewing leave requests, and tracking attendance.
Observe, review, and evaluate the work performance of department staff.

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, ability to 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 and communicated when absent; arrive at meetings on time.
8. Ability to maintain a safe, positive, supportive, solution-focused attitude.
9. Requires the use of Alaska License and Vehicle Information Network (ALVIN), which includes passing a background investigation and fingerprinting.

Minimum Qualifications

1. 1 year of prior supervision experience is preferred but not required.
   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 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

Benefits:           401(k)

                           401(k) matching

                           Employee Assistance Program

                           Employee Discount

                           Paid Time Off

                           Paid Holidays

                           Professional Development Assistance

                           Referral Program

                            Employer-paid life insurance, short-term and long-term disability

                           Health Insurance, Dental, and Vision

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

Experience:      Supervisor 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 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.

Salary : $22