Management Assistant
Company: CarMax
Location: Tucson
Posted on: January 15, 2021
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Job Description:
7249 - Tucson - 4755 N Oracle Rd, Tucson, Arizona, 85705CarMax,
the way your career should be! General Summary: Under general
direction from the Business Office Manager, this position is
responsible for providing administrative support to the store
management team and associates as described in the principle duties
and responsibilities below.Principle Duties and Responsibilities: *
Coordinate employment process for job applicants visiting the
CarMax location. This includes but is not limited to:* Partner with
hiring team members and job applicants to obtain scheduling
availability* Confirm schedules for hiring team and provide
supplemental paperwork to hiring team members* Provide supplemental
paperwork to job applicants prior to interview day* Update job
applicant status and information in AIMS* Process job applicant AOI
and provide results to hiring team* Maintain job applicant files*
Greet job applicants who are visiting location for interviews*
Respond to general inquiries from job applicants* Coordinate all
new associate orientation. This includes but is not limited to:*
Ensure that all new associate paperwork is completed accurately and
timely (i.e., I9s, dispute resolution agreement, etc.)* Set up and
maintain associate personnel files* Key all new associates into the
CarMax Manager Self Service (MSS) system* Train new associate on
clocking in and out of KRONOS* Set up and train new associate in
KMXU and ensure all KMXU training is completed* Process all
Personnel Action forms in MSS and CarMax payroll system (VIPER)*
Assist in planning and executing store events. Examples include:
Communication meetings, regional team store visits, various
associate and manager meetings, etc.* Maintain the store's
Associate Care & Communication (AC&C) binder* Process incoming
store invoices and assist associates with travel and expense
documents for payment using CarMax systems and programs* Assist
store management team with Concur related activities* Maintain and
order all store supplies, posters and other communication
documents* Complete clerical responsibilities associated with
Workers Compensation and associate leave of absence* Provide
support of all business areas as needed while adhering to CarMax
guidelines* Responsibilities may include, but are not limited to:
copying, filing, answering phones, data entry and reconciliation of
missing dealer plates or information* Answer multi-line phone
system, respond to callers' needs and direct calls as appropriate.
Will also operate paging/intercom system when necessary * At the
discretion of the Business Office Manager or Manager on Duty in the
Business Office, Associate will also perform Business Office
functions including but not limited to:* Process paperwork
associated with retail/wholesale automobile sales may include
printing daily reports, maintaining deal jackets, contacting
finance companies regarding contracts, obtaining required
information regarding registration and/or titling, processing
reassignments, and auditing completed paperwork* Process auction
sales, dealer registration, and/or appraisal lane purchases to
include the collection of titles (calls and follow up), payoffs,
proper paperwork and signatures from customers in order to send the
appropriate documentation to the Home Office for the funding of
drafts* Manage multiple pay types including receiving and counting
money, distributing funds, preparing deposits and handling of the
safe with considerations to security and loss prevention.* Process
paperwork affiliated with the state DMV. This may include
submitting paperwork necessary to title or and register a vehicle
for a customer after the sale or obtaining a title for a customer
after the sale.* Mentor new Business Office Associates, as well as,
train other store departments on Business Office process and
procedureJob Specifications: * One or more years of experience
providing administrative support in a multi-user office environment
is required* High school diploma is required, some college or
college degree is preferred* Experience with MS Office products
(Excel, Word, PowerPoint), internet search engines and email
systems is required* Ability to prioritize and multi-task in a
deadline oriented environment which requires above average
organizational skills and attention to detail* Demonstrates
effective communication with both internal and external customers
(written and verbal)* Conveys a professional and positive image*
Maintains confidentiality of all records, files and reports within
the scope of the position* Understands numeric filing system*
Completes CarMax provided training as required* Reports Loss
Prevention and/or Human Resource related issues to management*
Ability to lift objects that weigh as much as 15-20 lbs* Ability to
read, interpret and transcribe data in order to maintain accurate
records* Uses resources and partnership to balance the needs of the
customer and the business* Develops partnerships with the Sales
team and other departments in order to provide quality customer
serviceWorking Conditions: * Pleasant, but noisy office
environment, taking direction from more than one manager* Numerous
distractions and disruptions due to incoming communication* May
require walking or standing for extended periods of time* Variety
of work schedules with shifts that may include nights, weekends,
and holidays* Wears CarMax clothing (acquired through the Company)
at all times while working in the storeAbout CarMaxCarMax disrupted
the auto industry by delivering the honest, transparent and
high-integrity experience customers want and deserve. This
innovative thinking around the way cars are bought and sold has
helped us become the nation's largest retailer of used cars, with
over 200 locations nationwide.Our amazing team of more than 25,000
associates work together to deliver iconic customer experiences.
Along the way, we help every associate grow their career and
achieve their best, at work and in their community. We are
recognized for our commitment to training and diversity and are one
of the FORTUNE 100 Best Companies to Work For--.CarMax is an equal
opportunity employer, and all qualified candidates will receive
consideration for employment without regard to race, color,
religion, sex, sexual orientation, gender identity, genetic
information, national origin, protected veteran status, disability
status, or any other characteristic protected by law.Upon an
applicant's request, CarMax will consider reasonable accommodation
to complete the CarMax Job Application.SDL2017
Keywords: CarMax, Tucson , Management Assistant, Executive , Tucson, Arizona
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