Accounts Clerk I – Foreign Payables (Direct to Client)

Account Clerk I

JOB TITLE: Accounts Clerk I
LOCATION: Frederick Street, Port-of-Spain
SALARY: $5,976.00


JOB SUMMARY:
Responsible for completing a variety of accounting clerical tasks inclusive of data entry, reviewing, sorting and filing documents relative to invoices, reconciliations, purchase orders, receiving documents and journal vouchers; ensuring that foreign vendors and suppliers are paid within established time limits. To perform similar duties in all accounting modules as required.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. To perform day-to-day processing of foreign payable accounting transactions:

• To receive and verify invoices, purchase orders and receiving documents for incoming foreign inventory and supplies within 1 day of receipt, ensuring that records are accurate and complete and contain appropriate authorization for payment.
• To apply relevant conversion rate for invoice value and to appropriately record liability/expense for all foreign purchase orders in Accounts Payable database within 1 day of receipt.
• To verify and prepare inventory costing on goods received; accounting for invoices, shipping charges, brokerage fees and any other related costs and to submit completed costings to Inventory Control within 4 hrs of receipt of documents.
• To prepare and submit copies of validated Receivers to Marketing Dept. within 24 hrs of receipt of inventory costings and to allocate and enter original Receivers in Accounts Payable database within 2 days of submission to Marketing, with no instances of delinquency.
• To match supplier invoices to purchase orders and receiving documents and to set up a schedule for payment within the established credit terms. 
• To submit validated invoices weekly to the Supervisor for timely payment with no instances of delinquency.
• To prepare Bank requests for foreign drafts and to dispatch immediately upon receipt.
• To allocate wire transfers and draft payments and enter in AP module within 2 days.
• Any data entry errors, related to payments, to be located and immediately corrected, or reported to supervisor for guidance.
• Verified reports, invoices, receiving documents, vouchers and related documents to be neatly filed with appropriate labels for easy retrieval, with no instances of backlog in this area.
• To compile monthly audit of Foreign Payable module for submission to Supervisor within 2 days of completion of monthly work.
• To prepare and process Exim Bank payment report for verification and approval.
• To file all documentation related to the duties of the Accounts Clerk I (Foreign Payables)

2. To reconcile foreign supplier accounts:

• Monthly supplier statements to be compared with invoices and verified for payment within 2 days of receipt.
• Discrepancies and variances to be immediately identified and investigated; reported to suppliers and; to be followed-thru for corrections.
• Payments to be issued to suppliers within the established credit terms; with no instances of delinquency in this area.

3. To assist in any other duties as required, inter alia:

• To conduct scheduled audits of Petty Cash as required.
• To conduct scheduled physical inventory audits for retail and stockroom locations as required.
• To provide support to Accounts Department to complete special projects and any other delegated activities that may be assigned.

4. Additional tasks and responsibilities:

• Reconciliation of the following balance sheet accounts: AR Suspense; Goods in Transit; Foreign Payables to Sub-Ledger
• Analysis of the following expenses: Gain/Loss on Forex.
• Variance Analysis for Foreign Payables and Goods in Transit.
• Allocation of expenditure on the Republic Bank Credit Card.
• Assist with the preparation of letters for the department and sourcing of foreign exchange for foreign supplier payments.

EDUCATION & EXPERIENCE REQUIREMENTS:

• A minimum of (5) GCE O’Level passes grades A or B or CXC passes Grades I or II, including Mathematics and Accounts.
• CAT Level 1
• Computer Literacy – Microsoft Office (Excel, Word), knowledge of the Internet and communicating via Electronic Mail.
• Knowledge of clerical and data entry procedures.
• At least one (1) year experience in a similar position or related field.
• Some experience with spreadsheets and automated accounting system