CHOICE BUSINESS SOLUTIONS BELIEVES THERE IS NO WRONG PERSON. WE KNOW THAT EVERYONE IS UNIQUE AND TALENTED IN THEIR OWN WAY. WE ARE SEEKING THE RIGHT INDIVIDUAL TO JOIN A BUSINESS AS AWE ARE SEEKING AN ENTHUSIASTIC, ACCOUNTS PAYABLES OFFICER.
ACCOUNTS PAYABLES OFFICER
POSITION SUMMARY – OVERVIEW
THIS POSITION IS MAINLY RESPONSIBLE FOR THE PROCESSING OF SUPPLIER INVOICES AND PETTY CASH
REQUESTS AND OTHER REIMBURSEMENTS, IN COMPLIANCE WITH COMPANY POLICIES AND
PROCEDURES AND CARRIES OUT OTHER DUTIES RELATED TO THE PAYABLES FUNCTIONS AS DIRECTED.
REQUIRED EDUCATION, EXPERTISE AND EXPERIENCE
THIS POSITION REQUIRES:
· TERTIARY EDUCATION WITH TRAINING IN ACCOUNTING AND/OR BUSINESS ADMINISTRATION OR CERTIFIED
· ACCOUNTING TECHNICIAN DESIGNATION.
· AT LEAST 2 YEARS EXPERIENCE IN THE ACCOUNTS PAYABLES FUNCTION.
· WORKING KNOWLEDGE OF GENERALLY ACCEPTED ACCOUNTING PRINCIPLES AND PRACTICES.
· WORKING KNOWLEDGE IN THE PREPARATION OF ACCOUNTING JOURNALS
SPECIAL KNOWLEDGE AND SKILLS REQUIRED
· WORKING KNOWLEDGE OF SAGE 300
· EFFECTIVE ORAL AND WRITTEN COMMUNICATION SKILLS.
· EXCELLENT INTERPERSONAL SKILLS.
· EXCELLENT TIME MANAGEMENT SKILLS.
· ABILITY TO MULTI-TASK AND PRIORITIZE TO MEET DEADLINES
DUTIES AND RESPONSIBILITIES
ACCOUNTS PAYABLES FUNCTIONS
· LIAISE WITH LOCATIONS TO ENSURE THAT INVOICES ARE DELIVERED TO ABTAX WITHIN AGREED TIMELINE.
· CHECK INVOICES AND THEIR ACCOMPANYING PAYMENT DOCUMENTS (PURCHASE ORDERS, CREDIT NOTES, DEBIT NOTES ETC.) FOR ACCURACY AND ADVISE SUPERVISOR OF DISCREPANCIES NOTED.
· ENSURE THAT INVOICES AND PAYMENT DOCUMENTS ARE DULY AUTHORIZED AND APPROPRIATE STAMP AFFIXED TO DOCUMENTS.
· POST INVOICES AND ALLOCATE TO CORRECT EXPENSE/ASSET ACCOUNT WITHIN THE PERIOD THE EXPENSE WAS INCURRED AND PREPARE APPROPRIATE ACCRUALS FOR ALL EXPENSES NOT CAPTURED WITHIN THE RELEVANT CUT-OFF PERIOD.
· ENSURE THAT DOCUMENTS ARE STAMPED WITH GL INFORMATION AND DULY AUTHORIZED; PAID INVOICES MUST BE STAMPED “PAID” AT ALL TIMES.
· ENSURE THAT SUPPLIER PAYMENTS ARE SETTLED AND PREPARED FOR DISPATCH WITHIN THE AGREED PAYMENT CYCLE.
· ENSURE THAT CHEQUE PAYMENTS TO SUPPLIERS ARE PRINTED FROM SAGE AT ALL TIMES; NO WRITTEN CHEQUES SHOULD BE DONE OR ALLOWED.
· RESPONSIBLE FOR RECORDING OF ELECTRONIC PAYMENTS ON THE DATE OF PAYMENT AT ALL TIMES.
· RESPONDS TO SUPPLIER QUERIES AND RECONCILES SUPPLIER STATEMENTS AND WHERE NECESSARY REPORT ALL DISPUTED PAYMENT ISSUES TO MANAGEMENT FOR CORRECTIVE ACTIONS TO BE TAKEN.
· MONITOR THE CLIENTS EMAIL ACCOUNT FOR SUPPLIER QUERIES AND PAYMENT REQUESTS ON A DAILY BASIS AND ENSURE THAT CUSTOMER QUERIES ARE RESOLVED WITHIN 2 DAYS OF ORIGIN; PAYMENT REQUESTS MUST BE PREPARED EXPEDITIOUSLY AFTER THE APPROPRIATE VERIFICATION.
· OBTAIN SUPPLIER STATEMENTS AND RECONCILE ALL DESIGNATED MAJOR SUPPLIER ACCOUNT ON A MONTHLY BASIS.
· GENERATE THE AGED PAYABLES REPORT ON A MONTHLY BASIS TO SUPPORT THE FINANCIAL STATEMENTS.
· ENSURE THAT ALL PAYROLL TAXES AND OTHER STATUTORY PAYMENTS AND RETURNS ARE SUBMITTED TO THE COLLECTOR OF TAXES BEFORE OR ON THE DUE DATE AND THAT THE DOCUMENTS AND PAYMENT RECEIPTS ARE KEPT SECURED FOR FUTURE USE, AUDITS AND REFERENCES.
· RESPONSIBLE FOR THE USE AND CONTROL OF THE COMPANY’S CHEQUES – ENSURE THAT CHEQUES ARE USED ONLY FOR LEGITIMATE COMPANY BUSINESS AND THAT THEY ARE KEPT IN A SECURE PLACE AT ALL TIMES TO PREVENT FRAUDULENT USE.
· ENSURE THAT ALL PAYMENTS ARE DULY ENTERED IN THE ACCOUNTING SYSTEM IN A TIMELY MANNER
· REVIEWS ALL PETTY CASH CLAIMS FOR ACCURACY AND COMPLETENESS AND ENSURE THAT REIMBURSEMENTS ARE IN LINE WITH THE PROCEDURES APPLICABLE TO THE TYPE OF EXPENDITURE.
· ENSURE THAT ALL PETTY CASH DISBURSEMENTS ARE DULY APPROVED THROUGH THE EVIDENCE OF AUTHORIZED SIGNATURES AND STAMPS.
· BALANCE AND RECONCILE CASH DISBURSEMENTS AND SUBMIT PAYMENT SCHEDULE ALONG WITH SUPPORTING BILLS AND RECEIPTS FOR THE REPLENISHMENT OF THE PETTY CASH.
GCT RETURNS
· PERFORM CALCULATIONS TO DETERMINE SALES TAX LIABILITY AND AGREE TO THE RELEVANT FINANCIAL STATEMENT.
· PREPARE THE GCT RETURNS AND ARRANGE FOR ELECTRONIC PAYMENT TO BE DONE BEFORE OR ON THE DUE DATE.
· ENSURE THAT ALL SUPPORTING DOCUMENTS ARE PRINTED AND PLACED IN FOLDER FOR EASE OF RETRIEVAL FOR STATUTORY/NON-STATUTORY AUDITS.
· MAINTAIN THE SALES TAX ANALYSES IN THE DESIGNATED FORMAT FOR REVIEW AND FUTURE REFERENCE.
MAINTAINS SUPPLIER FILES WITH SUPPORTING DOCUMENTATION FOR PAYMENTS IN A MANNER THAT FACILITATES THE EASY RETRIEVAL OF DOCUMENTS AND ASSISTS WITH THE PURGING OF FILES FOR STORAGE.