Accounting Assistant (Accounts Payable)

The Assistant Accountant will play a key part in ensuring that supplier invoices are entered into the Accounting system in a timely manner.

Job Summary

Reporting to the Accounting Manager, the Assistant Accountant will play a key part in ensuring that supplier invoices are entered into the Accounting system in a timely manner. The individual will also assist with reconciling vendor statements to the AP subledger, making payments to vendors, as well as reviewing and analyzing expense account entries (where required). He/She will also serve as the main point of contact for the Accounting Department for internal stakeholders as well as vendors.

To be successful at this position, you should have an understanding of key Accounting principles, proficiency with computers and software such as Microsoft (MS) Excel, MS Word and/or Quickbooks. You should also be trustworthy, humble, trainable, proactive, efficient, and organized.

 Key deliverables will include but not limited to:

• Enter vendor invoices to the relevant database in a timely manner, ensuring that transactions are posted to the correct general ledger accounts (where applicable).
• Reach out to the relevant parties i.e. HODs and budget holders, for clarity and approval of various types of expenses. 
• Work with the Accounting Manager to finalize Accounts Payable and other critical reports on the 2nd working day of every week.
• Setup vendor payments as directed by Accounting Manager or Director of Finance.
• Email payment confirmation/ payment advice to vendors within 1 working day of the payment being made. Assist with preparing expense schedules or key month end reports as required.
• Participate in the iterative process of requesting vendor statements and reconciling same to the AP sub-ledger or database.
• Act as the main point of contact for the Accounting Department by answering forwarding calls to the appropriate party.
• Constantly monitor and tag emails sent to the Accounts Payable shared inbox by suppliers.
• Respond to vendor inquiries and emails from internal staff in an expedient manner.
• Ensure that physical and electronic filing systems are maintained.
• Contacting suppliers to negotiate pricing as well as to conduct comparative analyses.
• Prepare purchase orders as required and directed.
• Keep track of and apply for Zero Rated Tax Exemptions from the Tax Administration Office of Jamaica (TAJ). Email same to vendors in a timely manner.
• Seek approval and disburse petty cash, as well as update the requisite tracker where necessary.
• Review department funds and other expense trackers, ensuring that expenses fall in line with policy and alerting your supervisor to differences.
• Any other duties as required.

Qualification, Experience, Skills

• Associate Degree in Finance, Accounting, Economics or Business OR Equivalent professional qualification, e.g. ACCA level 1. In the absence of professional qualification, relevant experience will be considered.
• At least 1-2 years working in Accounts Payable. 
• Intermediate skills in the use of the Microsoft Office Suite.
• Knowledge of general accounting procedures.
• Good oral and written communication skills.
• Excellent teamwork and interpersonal skills.
• Must be humble and receptive to criticism.

Key Work Requirement

• The individual may be required to work on weekends and/or holidays to meet the demands of the position.