Accounting Clerk FMG/AC2

The incumbent is responsible for providing a diverse range of accounting and administrative support services to the Finance and Accounts Department

Salary Range:  $1,439,455.00  -  $1,935,907.00

Summary:        

The incumbent is responsible for providing a diverse range of accounting and administrative support services to the Finance and Accounts Department by ensuring all documents are properly collated for correct payment procedures, timely statutory and voluntary payments, maintaining utility and payment voucher files, and preparing withholding tax certificates.  The role also supports inventory control through participation in stocktaking exercises and performs any additional duties as assigned to ensure smooth departmental operations.

Key Outputs:

• Payment register/requisition prepared and submitted
• Suppliers’ queries addressed
• Cheques prepared and disbursed
• Audit schedules
• Suppliers’ statements
• Journal entries
• Voluntary and statutory payments made
• Utility files maintained
• Payment vouchers filed
• Minutes recorded, transcribed, and distributed
• Correspondence from the department collated, edited, compiled, and distributed
• Reports and notes produced, reproduced, and distributed
• Documents appropriately filed and maintained
• Prepare with-holding tax certificate miscellaneous (Director’s fee)
• Participate in stocktaking exercise
• Any other duties assigned
• Prepare reports using Power point

Duties and Responsibilities:

•  Respond to queries from suppliers and creditors, regarding payments and invoices and overall state of their account.

• Communicate to suppliers and creditors our ability to meet payment due dates.

• Contact suppliers whenever a payment is ready.

• Processing invoices from the account’s payables module.

• Checking the Registry for completeness and accuracy.

• Submitting the register to the Accountant for verification and then to the Financial Controller for approval.

• Prepare payment requisitions along with the invoice, purchase requisition, purchase order and goods received note for submission to Accountant and Financial Controller for approval.

• Print cheques from the Accounts Payable module.

• Check printed cheques, purchase requisition, payment register and outstanding invoice to ensure all figures and payees correspond.

• Ensure cheques and payment requisitions are signed by signatories.

• Prepare Cheque Register for all disbursement to be made.

• Initiate the disbursement process ensuring each payee signs the register for cheque collected.

• Verify cheques disbursed on request by the Bank.

• Reconcile suppliers’ statements to accounts payables Sub ledger.

• Prepare audit schedules for various expense accounts to ensure integrity in the designate accounts for Annual Audits

• Prepare Journal entries in Excel Worksheet and then input data in the General Ledger in ACCPAC in the absence of Management and Cost Accountant.

• Ensure that all voluntary and statutory payments are made on time as per FAA Act.
• Prepare Statutory Monthly Payroll Deduction Returns

• Education Taxes
• Payroll Taxes
• NIS Taxes
• NHT Taxes

• Print cheque payment register from ACCPAC.

• Prepare payment vouchers.

• Print Cheques.

• Ensure that all the relevant documents Purchase Requisition, Purchase Order, Invoices or Pro-forma Invoices are received prior to the processing of payments, sort and file accordingly.

• Maintain a separate utility file for each category for each plant and depot.

• Maintain a file for all major suppliers – (Reconciliation)

• Print and maintain a file for batch reports and posting Journals.

• Ensure that all payment vouchers are properly filed in a sequential format and the related cheque stub is attached by reviewing files and communicating with the other Accounting Clerk.

• Monitor archived documents relating to Accounts Payables.

• Maintain a register for all C.O.D payment.

• Collate all deduction listings both voluntary and statutory generated from fortnightly and monthly payroll for over (42) Forty-Two companies/institution Sort by payee/Institutions order.

• Compute total to be paid for each institution e.g. Credit Union, Banks etc give to Senior Accounting Clerk to update the payables ledger prior to preparing cheque requisition and making payments

• Assists with inventory counts for the company.

• Provides assistance to the Costing unit as is required
• Any other duties assigned by the manager or supervisor

Minimum

Qualifications:

• Four (4) passes in CXC or GCE “O” level subjects including a numeric subject and English Language
• Certificates in Accounting from Post- Secondary Institutions and in-service training courses in Government Accounting and Voucher Preparation are assets.

• Minimum of 2 years’ experience in an accounting or administrative role.
• Strong organizational and time management skills.

Competencies:

Core:

• Sound oral and written communication skills
• Excellent interpersonal and customer service skills
• Excellent integrity/ethics displayed in the execution of duties
• Strong understanding of basic accounting principles

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and accounting software (SAGE).

Functional:

• Excellent knowledge of Government Accounting
• Keen attention to details
• Excellent time management and organizing skills
• Sound problem solving and judgement skills

• Excellent written and verbal communication skills.
• High level of accuracy, confidentiality, and attention to detail.

Liaison(s)

Internal/external

• Financial Controller
• Financial Accountant
• Human Resource Manager
• National Housing Trust Offices
• National Insurance Scheme Offices
• Tax Administration Offices
• Suppliers and creditors

Performance Standards:

Job/duties are satisfactorily completed when all key deliverables standards are met:

• Payment register/requisition accurately prepared and submitted within established time frame
• Suppliers queries addressed in a timely manner
• Cheques accurately prepared and disbursed within established timeframe
• Audit schedules submitted within established timeframe
• Suppliers’ statements accurately maintained in accordance with established standards
• Journal entries are accurate and done within established timeframe 
• Voluntary and statutory payments made in accordance with established timeframe
• Utility files maintained in keeping with established standards
• Payment vouchers filed in keeping with established timeframe
• Reports must be prepared and submitted in a timely and accurate manner to ensure effective decision-making.

Authority:

N/A

 Working Conditions

• Office environment
• May be required to work beyond normal working hours