Accounting Manager - Motown Harley-Davidson

Job Title:            Controller

Department:       Administration

Supervisor:         General Manager

Summary Description

This position is the top-level financial position in the dealership and requires the ability to direct accounting work of some complexity. Dealership accounting is deceptively complex and requires knowledge of accounting theory, principles and procedures and the ability to apply that knowledge creatively to a well-defined standard system designed for use by Harley-Davidson motorcycle dealerships.

This position is responsible for supervising the accounting use of dealership management software; supervising the work of accounting assistants; supervising the preparation of financial and statistical reports; responsible for the submission of monthly financial information to The Motorcycle Company (TMC) and Harley-Davidson Motor Company, and also responsible for oversight of administration of onsite human resources.

Daily work is performed independently and is subject only to review by TMC, ownership and audited by external certified public accountants. The ability to interact positively with non-financial personnel, discern their financial information needs, and then create and interpret financial reports to assist them in executing their responsibilities is a required skill.

Duties and Responsibilities

• Assist TMC in establishing the accounting policies, practices, standards and controls of the dealership and supervise the maintenance of all books and records recording dealership assets, liabilities, ownership investments and revenue and expense transactions.
• Prepare and review monthly trial balances and general ledger detail postings.
• Investigate all anomalies or errors and prepare general journal entries to adjust accounts and reports to appropriate amounts.
• Reconcile subsidiary ledgers to general ledger control balances.
• Maintain spreadsheets or other auxiliary sub-ledgers to supplement standard accounting software capabilities.
• Resolve accounting issues as they arise in the daily processing of dealership transactions.
• Recommend and implement changes to continuously improve systems and financial performance.
• Prepare special financial analyses as directed by management.
• Supervise and oversee proper functionality of the payroll processing, time clock and scheduling systems.
• Communicates payroll information to employees in a timely manner and resolves payroll issues as they arise.
• Oversee and monitor preparation of daily bank deposits compiled and reconciled from accounting reports and point of sale cash drawer media for all methods of payment.
• Monitor, control and ensure the timely collection of customer accounts receivable and contracts in transit.
• Manage all aspects of inventory accounting, including valuation, internal controls and reporting procedures.
• Review and finalize all motorcycle sales transactions.
• Compile payroll information for submission to an external payroll service and or TMC, processing payrolls using accounting software functionality.
• Supervise compliance with motor vehicle regulations, the filing of all required reports, and the remittance of all payments on a timely basis.
• Comply with all taxing authority requirements. Make timely deposits of required sales taxes and file all sales tax returns as required.
• Represent the dealership with banks, insurance providers and other financial services firms and negotiate favorable rates and programs for the dealership with vendors.
• Supervise and ensure all major units are entered into inventory and ready for sale immediately after arrival.
• Supervise and ensure submission of all funding packages to financial institutions.
• Ensures adherence to TMC policy in submitting and tracking financing contracts in transits.
• Prepare deal jackets for audit process in a timely manner.
• Supervise and ensure all sales deals are finalized and SWRs submitted in a timely manner.
• Ensure all journal entries and expenses are allocated and recorded properly.
• Supervise the management of cash by accelerating receipts, timing disbursements to the dealerships best advantage, and utilizing all available credit facilities to take maximum advantage of all cash available to the dealership.
• Supervise compliance with taxing authority regulations, the filing of all required tax returns and reports, and the remittance of all tax payments on a timely basis.
• Complete and ensure proper submission of all DMV paper work to the DMV on time and accurately for all major unit sales.
• Supervise compliance with Department of Motor Vehicle regulations, the filing of all required reports, and the remittance of all payments on a timely basis.
• Supervise the investigation of any anomalies noted in dealership books and the preparation of general journal entries to adjust accounts and reports to appropriate amounts.
• Prepare special financial analyses as needed by management.
• Assist TMC in establishing major economic objectives and policies for the dealership and supervise the preparation of periodic financial, statistical, and graphical reports that summarize the dealership’s financial position and results of operations for each accounting period.
• Prepare special financial analyses as directed by management.
• Oversee the hiring process. Provide “hands-on” support to departmental managers to ensure uniformity with regard to dealership hiring practices.
• Responsible for the New Employee Orientation and Training Program to ensure that all personnel are properly introduced to all departments and activities throughout the dealership.
• Facilitate all dealership wide, departmental and individual training and development.
• Assist managers in developing and monitoring developmental plans for individuals in their departments.
• Conduct periodic employee feedback sessions to assess employee morale and job satisfaction.
• Serve as liaison, between the dealership and the payroll/benefits company, regarding employee benefits.
• Ensure an effective Employee Performance Management Process is applied consistently throughout the dealership. The process includes establishing individual performance goals, periodic performance reviews, yearend performance review and coaching process for employees not performing at an acceptable level.
• Ensure training and development processes are aligned with the Performance Management Process.
• Act as a liaison for managers and employees when working on performance or behavioral improvement plans as well as assisting employees with conflict resolution.
• Ensure Safety and Health processes meet organization objectives and regulatory compliance.
• Maintain records for all work injury claims and OSHA requirements.
• Oversee and manage any Worker’s Compensation claims.
• Maintain employee rosters and communication directories.
• Ensure new hire training includes appropriate content to reinforce the dealership’s philosophy on customer service and our commitment to make it right.
• Maintain central location for all Standard Operating Procedures (SOP’s), job descriptions and organization charts.
• Maintain procedures and benefits available to employees and to provide a framework for employees to resolve employment situations in a fair and consistent manner.
• Maintain all required employment records in compliance with regulations and in a secure location and ensure completeness of them.
• Maintain employee schedule online/enter all employees in schedule base maintain schedules audit departments for schedules posted.
• Enter all new hires in time clock system/payroll system.
• Audit and ensure completeness of all time cards every pay period.
• Manage and ensure coverage of all receptionists.
• Perform other related duties as assigned or requested.

Supervisory Responsibilities

• Supervises all onsite human resources administration.
• Establish departmental work schedule, balancing the workloads of all employees.
• Establish job assignments for all Accounting Department personnel within their skill level.
• Set policies and procedures for the Accounting Department.
• Manage employee performance (evaluate and counsel).
• Conduct employee performance reviews with all Accounting Department employees.
• Work with all Accounting Department employees to establish training plans.

Qualifications & Job Requirements

• 4-year college degree with a major in accounting is required.
• Certified Public Accountant, Certified Management Accountant or progress towards certification is highly desirable.
• Master of Business Administration degree with an emphasis on accounting and finance is highly desirable.
• 7 years minimum experience including at least 2 year experience as a Controller for a small or medium size company.
• Must be computer literate and proficient with Microsoft Office Suite, along with general email/internet.
• Experience using various Google Drive applications to include but not limited to Google Sheets and Google Docs a plus.
• Excellent communication skills including written and verbal / interpersonal.
• Capable of maintaining confidentiality of appropriate information.
• Must be able to multitask and input data with accuracy and efficiency in a high paced environment.

Physical Demands

• Frequently works on a computer in a typical office environment.

Working Conditions

• The noise level in the work environment can be loud at times.
• Potential exposure to battery acid, gasoline, chemical cleaning materials or other toxic materials commonly found in a motor vehicle service department.
• Occasionally exposed to exhaust fumes or other airborne particles.