Accounting & Support Officer

Reconciliations and Controls

• Prepare daily bank reconciliations for NCB/SAGICOR and any other operating bank account assigned and request transfer of excess funds. 
• Prepare reconciliations for all assigned General Ledger accounts daily.
• Manage NHT/JFMP Portfolio including reconciling accounts and remit funds to the National Housing Trust within the stipulated timelines.
• Investigate all outstanding entries on the general ledger reconciliations with a view to clearing these items daily.
• Compare and analyse JETS reports with the related ICBS reports
• Prepare JETS fee reimbursement request and submit to Head Office Accounts for transfer to JETS by the stipulated deadline
• Ensure that captured ABM cards  are dispatched to branches and other financial institutions timely
• Prepare and submit invoice for the billers on Online Financial Services (OFS) platform and post adjustments to the related General Ledger accounts
• Monitor Share Loan Attention Report monthly and address all exception items (matured, in arrears etc.) as required
• Prepare and post journal entries for Unposted Mortgage items daily
• Prepare and post journal entries for Unposted Credits and Debits daily
• Investigate and clear outstanding items on reconciliations (Note Clearing, Time Clearing, Unposted Debits and Credits etc.) as advised by Head Office Accounts
• Receive critical maintenance documents from the branch network and other departments and perform quality checks of data entered in the system within agreed SLA

Account Maintenances and Support

• Prepare and post requests received from Heritage International monthly and remit funds by the given due date
• Prepare and post journal entries to close and/or maintain mortgage accounts such as escrow balancing, loan term adjustments, moratorium and capitalization requests etc.
• Apply NHT benefits to existing VMBS mortgage accounts
• Calculate management fees for special arrangements such as CUMBO/HOAP
• Prepare Audit Confirmation and/or Appropriation Statements for mortgage accounts as requested
• Prepare loss/surplus statements for properties sold by the Society
• Receive and respond to requests for assistance from branches/departments for investigations/corrections to accounts
• Post interest rate adjustments on savings, loan and time accounts
• Prepare and post returned cheque transactions
• Prepare and post written back cheque transactions
• Prepare Foreign Currency Inflows report for submission to Bank of Jamaica
• Prepare Renegotiated Facility Report for Bank of Jamaica
• Monitor Overdraft Reports for branches and ensure that the required correspondences are sent to customers in an effort to recover the amounts
• Ensure that requests for maintenance and/or corrections received from branches and other departments via Spiceworks are accepted immediately and addressed according to the related SLAs

Cash and Liquidity Management

• Receive and process branch cash order requests received weekly to meet BOJ cash order dates (Mondays & Wednesdays) except on holidays
• Obtain approval and advise Head Office Accounts of cash order amounts in order to ensure that the BOJ account is adequately funded
• Process transactions on the Treasury cash box as required so that the cash box correctly reflects the Treasury’s cash position
• Upload cash order to BOJ CIFTS System by 12:00pm on order day
• Prepare letter to Guardsman Ltd indicating branch allocations and total amounts to be collected
• Supply ABM replenishment imprests to Guardsman as required
• Source FX cash to replenish FX Imprest amounts
• Submit wire transfer request to increase NCB bank balance when necessary ( to  facilitate FX withdrawals)
• Package & distribute FX cash in accordance with branch orders received
• Ensure that the Imprest is checked twice weekly in accordance with the Society’s policies and procedures
• Ensure that cash is always secured and logs updated under dual custody
• Verify cash and cheques with Inter-branch Transfer Vouchers (ITVs) received from the branches under dual control
• Prepare lodgement of excess foreign currency cash when necessary and collate & batch cheques by currency for deposit to the Society’s bank account daily
• Verify and acknowledge cash and cheque amounts entered on the FX Transfer Database
• Prepare spreadsheets (daily) for all cheques deposited to the Society’s bank accounts and send via email to the relevant parties Tally copies of Money Orders and send along with cover sheet to the Compliance Unit
• Contact branches when errors are detected and respond to enquiries
• File ITVs and copies of lodgement vouchers with a cover sheet
• Ensure that foreign drafts to be encased by other financial institutions are accompanied by a directive letter
• Complete and submit Transaction Threshold Report (TTR) in accordance with AML regulations when necessary
• Prepare letter of authorization to NCB when requesting FX cash withdrawals
• Prepare Declaration of Source of Funds to the bank for deposits as required
• Prepare and submit to Bank of Jamaica a monthly projection for cash orders
• Prepare directives to Guardsman allocating amounts for cash floats
• Advise branches at least 3 days in advance of changes pertaining to the BOJ Cash Order for holiday periods and send follow-up reminder on the day of cash order
• Acknowledge receipt of cash order requests from the respective branches and advise when requests will be completed
• Verify accuracy of armoured courier bills before submitting for authorization and payment
• Update database to capture trends in cash orders/needs as well as cash receipts
• Hold key/combination to the safe/vault
• Maintain cheque stock (all currencies) and dispatch to branches/departments as requested
• Process requests for stop payment of cheques (all currencies)

Foreign Exchange Reporting

• Review purchases and sales report generated from ICBS; collate with counterparty purchases and sales executed by Treasury Front Office
• Prepare schedule of foreign currency purchases and sales and input information in the BOJ E-Gate system by 3:30 pm
• Prepare consolidated Foreign Exchange Transactions Report and send to the Research Division of BOJ by the 5th work day of each month
• Review reports for each branch by currency in order to determine counter and market rates for cash and cheques
• Calculate daily foreign currency surrenders based on counter and market rate purchases and report to BOJ by 10:15 am.
• Prepare foreign exchange transactions schedules monthly and the Foreign Exchange Gain Report

ABM Offsite Management

• Contact Guardsman ABM Dispatch when alerts are received with respect to: Receipt Printer errors  Paper jams  Bins low/out of cash  Power outages  Card reader errors etc.
• Increase message monitoring on weekends and public holidays
• Periodically contact service stations to verify that machines are operational
• Liaise with Group ICT when Guardsman Armoured Limited is unable to resolve issues
• Liaise with IBM when requested by the Guardsman ABM Team
• Liaise with Computer Environmental Solutions, Guardsman and the Service Stations to finalize the maintenance schedule for the off-site ABMs as required
• Fill ABM stationery requests from Guardsman Armoured Limited
• Ensure information accessed is handled in accordance with the Society’s Information Security (IS) Policy
• Other related duties as assigned by Supervisor/Manager