Accounts Payables Clerk

DECASSERES FARM LIMITED Telephone: 876 901 9202 / 876 923 6429

DFL IMPORTERS AND DISTRIBUTORS LIMITED

JOB DESCRIPTION

1. JOB TITLE:                          Accounts Payables Clerk

1. DEPARTMENT:                   Accounts Department

1. REPORTING TO:                Senior Accountant

1. STAFF REPORTING:         nil

1. CO-ORDINATING              Internal

RELATIONSHIPS:             Procurement Department

Inventory Department All Departments

External

All Suppliers Local & Overseas All Service Providers (Utilities) All other Creditors

6.     SCOPE OF JOB

The candidate will report to the accountant and will be responsible for accounting and clerical tasks related to accounts payable transactions. The duties include receiving, verifying, reconciling, and logging invoices, maintaining, and updating the accounts payable ledger, and assisting in generating financial statements and reports. In addition, he/she will ensure that records for creditors are accurate, up to date, and available upon request for Statements to be shared.

7.       KEY RESPONSIBILITIES AND DUTIES

7.1        To ensure that all incoming invoices and credit notes from suppliers and creditors are processed daily once approved by the department head responsible for creating the liability.

7.2        To ensure that all invoices correspond to the Purchase Order generated for the particular transaction.

7.3        To ensure that the invoices are properly coded to the correct accounting class within the general ledger daily and with the cut off time.

7.4        To be responsible for settling outstanding debts within established credit terms by way of cheque disbursements, wire transfers, and credit card payments in an efficient and timely manner.

7.5        To ensure that all cheques, wire transfers, and credit card payments are applied to the vendor/creditor account and to the specific invoice for which the payment is made daily.

7.6        To request and ensure vendors’ statements are reconciled with accounts payable sub-ledger weekly/monthly.

7.7        To be responsible for preparing and maintaining a list of all cheques paid out (ensuring that all cheques which are drawn, cancelled, or voided are recorded in the cheque register book and are signed for upon collection)

7.8        Ensure cheques disbursed are communicated to suppliers for collection by the receptionist.

7.9        To be responsible for preparing accruals for utility bills and other pertinent expenses (ensuring that payment deadlines are met within the cycle in order to avoid disruption in services).

7.10     To be responsible for ensuring that all accounts payable transactions are entered into the system timely and accurate.

7.11     Ensuring that all payments that are made each month are filed in sequential order on a timely basis.

7.12     Preparation of audit schedules that are assigned is completed by the 10^th of the following month (see list).

7.13     Ensuring that all cheques which were cancelled or voided in a month are filed and passed on to the accountant and ensure that all cheques are accounted for that month.

7.14     To identify invoices that are related to fixed assets additions & prepaid expenses and forward them to the accountant in order to update the respective schedules.

7.15     To maintain separate payment files for utilities & that each receipt that is given is attached to the respective payment.

7.16     Communicate and give feedback on any issues or concerns expressed by suppliers timely.

7.17     To assist in the quarterly and monthly physical stock-taking as required.

7.18     To perform any other duties assigned in order to complete the financial statements.

8.         STANDARDS

8.1          Maintain an average aged payables report of at least 30 days or based on the credit terms of the vendor.

8.2          Monthly accounts payable report detailing vendor account status and approaches to resolve same.

8.3          To consistently communicate with the suppliers and other creditors in mitigating amounts to over 30 days.

8.4          Maintaining a positive supplier/creditor relationship that fosters growth and stability.

8.5          Be courteous, professional, and punctual at ALL times.

8.6          Quality – always demonstrate accuracy and neatness.

8.7          Teamwork – exhibit objectivity and openness to achieve targets while contributing to a positive team spirit.

9.               AUTHORITY:

NIL

10.            JOB REQUIREMENTS

10.1          Educational Requirement:

CAT, AAT, or ACCA level I or bachelor’s degree in accounting or related field.

10.2              Skills:

• Computer literate.
• Data entry proficiency.
• Attention to detail.
• Organizational Skills.
• Interpersonal Skills.
• Basic Mathematical skills.
• Problem Solving Skills.
• Negotiation Skills.
• Time Management.
• Critical Thinking Skills.