Accounts Clerk

To perform a range of Clerical, Accounting and Support function for the Finance department.

Essential Duties and Responsibilities:

The Accounts Clerk will be responsible for:

1. Assisting in month end reporting procedures
2. Processing accounts payables and receivables.
3. Performing filing and general administrative tasks.

Accounts Receivables duties:

1. Ensuring all charge invoices are accurately filed away on a timely basis.

1. Reconciling invoices to statements before sending out to customers on a regular basis.

1. Liaising with customers on all outstanding debts.

1. Making arrangements to collect payments from customers.

1. Systematically calling and liaising with all customers under their charge duly noting dates to correspond with them.

1. Placing delinquent customer accounts on hold and informing them of this move.

1. Meeting with customers who come in and resolving issues.

1. Issuing receipts to customers.

1. Ensuring new charge customers have filled out credit application forms which have been approved by the Credit Controller and an authorized credit limit established.

1. Informing customers of nearing credit limit and payments are due.

1. Ensuring all payments together with invoices are passed for entry and application on a timely basis.

1. Log all invoices received for both Cash and Charge.

1. Account for missing invoices, investigate and locate them.

1. Account for missing purchase orders and send out daily emails requesting the CSR to submit.

1. Preparation of credit notes.

1. Preparation of delivery notes and maintenance of the log book.

1. Log and account for all receiving reports.

1. Log and file invoices which have been edited and reprinted.

1. Log and file invoices which have been void.

1. Preparation and maintenance of South document transmittals.

Accounts Payables duties:

1. Ensure all procedures are followed for preparation of cheques.
2. Data entry of invoices, credit notes and all other charges and payments relating to accounts payable
   function.
3. Receiving and Matching of Invoices on Purchase Orders on Accounting Software.
4. Matching of Payment of all local Invoices.
5. Ensure filing system is accurately maintained for all suppliers’ invoices and credit notes.
6. Ensures that all vendor accounts are reconciled to supplier statements on a monthly basis.
7. Preparation of bank letters.
8. Daily dispatching of cheques. 
9. Preparing all Journal entries relating to the payable accounts
10. Maintaining schedules of the Accounts Payable for internal circulation.
11. Monthly reconciliation of all L accounts relating to local accounts payable
12. Preparing monthly payables reports for Management Accounts
13. Addressing queries from suppliers and internal Divisions, providing research and follow up as required
14. Analyzing VAT for local suppliers
15. Recalculation of  translation of foreign exchange rates to the prevailing market rates
16. Preparing Audit Schedules related to Accounts Payable function.

CORE COMPETENCIES

• Excellent numerical skills and attention to detail
• Strong verbal and written communication skills and “people” skills
• Must be flexible, honest and reliable
• Organization-the ability to establish priorities and courses of action for self and/or others
• Flexibility- the ability to adjust to changing needs, adapt to different people, willingness to do whatever is necessary to get the task done

• Strong Knowledge of Collection regulation and credit practices.
• Must possess a high level of moral judgment for handling confidential information and monetary transactions.
• Strong diplomatic, negotiation, conflict resolution skills in order to handle late payments and delinquent accounts.
• Strong work ethic and positive team attitude.
• Excellent Team work and team building Skills.
• Strong Analytical skills

MINIMUM QUALIFICATIONS

• A minimum of five (5) CXC/Ordinary Level passes, including Mathematics, English and Principles of Accounts
• CAT qualified or Pursuing FIA/ACCA / ABE/ or Equivalent.
• A minimum of one (1) year experience.
• Proficiency in Microsoft Office applications.
• Computer Literate

• Pursuing Tertiary Level Accounting Qualification
• Ability to read/write English at a proficient level.
• Experience with Microsoft Dynamic Great Plains will be an asset.
• Experience working in an Accounts Receivable Capacity.
• Able to perform moderate to complex accounts reconciliations.
• Experience in Cashing

• Knowledge of an Accounting software package
• Strong proficiency in Microsoft Office applications

Customer Focus:

Develop strategies to satisfy the customer needs and the ability to influence employees to provide the service.

Communication:

Communicate strategies for a diverse workforce and to manage relationships to accomplish company and departmental goals. Maintain open and consistent communications.

Risk Management:

Identify the potential risks and associated benefits of business development for MESL, optimising profitability through the effective management of resources available.

Dimensions and Scope of Role

• Operates within the framework of the Policies and Procedures of the Company.
• Operates within the framework to the job functions as may be required.
• Operated within the framework of the Employee Manual.

Management may assign other tasks than these tasks set out in this Job Description or from time to time may vary this Job Description.