Operations Assistant – Finance and Administration

Operations Assistant – Finance and Administration

Job Objective:

To provide administrative and clerical support to the Finance and Administration Department of the Accreditation Council of Trinidad and Tobago (ACTT) by handling all correspondences appropriately, ensuring accurate and timely processing of financial data, liaising with suppliers, responding to queries, and providing support in other relevant areas as required to achieve the daily goals of the organisation.

Duties and Responsibilities:

• Maintains filing system in keeping with the established systems (physical or online) and procedures
• Prepares and processes invoices by verifying source documents and distributes accordingly. Petty cash custodian and duties associated with this function.
• Generates receipts for clients and institutions and distributes accordingly.
• Screens and records all incoming and outgoing correspondence in the appropriate logs.
• Prepares, verifies and enters data into appropriate accounting software.
• Follows-up on active matters relating to receivables.
• Assists in collating, drafting, preparing and editing the department’s monthly report.
• Receives and screens incoming calls, determines priority matters and notifies relevant persons accordingly.
• Responds to queries from internal and external stakeholders.
• Prepares and processes journals via Excel and accounting software Record, collate and post Pos Receives, records and posts supplier bills Performs general clerical duties including photocopying, scanning, binding documents, collection and distribution of mail for internal and external use
• Conducts research as necessary.
• Performs any other related duties as may be assigned by your Supervisor/Department head.
• Prepares invoices for clients after a receipt of all documentation.
• Collects revenues for all the Council’s core services including statements of recognition and equivalence, registration, accreditation, programme approval, workshops, conferences and seminars hosted by ACTT etc.
• Supplies relevant departments with information of payments received for the Council’s services.
• Prepares journals and ensures that all relevant backups are attached.
• Prepares statements of reconciliation of income for verification by the Accountant
• Serves as Petty cash custodian with responsibility for the accurate maintenance and security of the imprest system.
• Follows- up with customers on their outstanding payments and the due date by which they are expected to pay.

Qualifications/Certifications:

• Minimum of five (5) CXC/GCE O-Level passes, including English, Mathematics and Principles of Accounts.
• Proficient in the use of Microsoft Office Suite, particularly MS Word, Excel and Power Point.
• Administrative Assistant Certification would be an asset.
• Knowledge or experience with accounting software preferably QuickBooks would be an asset

Experience:

A minimum of two (2) years’ experience in a similar position performing related duties.