Accounts Clerk

Accounts Clerk

Salary: $5,000.00 to $6,000.00

Position Summary

This Position directly impacts the cash flows of the

company through efficient and effective maintenance of

the company’s income and expense accounts, to ensure

that the following monthly goals are achieved.



Collections – No less than 90% of the weekly target of

outstanding money is collected.



Aged Receivables -No more than 15% of invoices are

overdue for more than 120 days.



A key focus for this position will be ensuring that no less

than 90% of the monthly receivables forecast is collected

and there are zero annual write off or allowances for bad

debts.

Additionally, support will be given to the Accounts

Supervisor by efficiently and accurately processing

receipts, deposits, customer account reconciliations,

and all other accounting processes as required to ensure

the effective management of the accounts receivables

process and the accounting software.



Responsibilities

Accounts Receivables

1. Manage and maintain the company's aged receivables listing by prioritizing the outstanding invoices by age or value, developing a relationship with the debtor’s main accounts payable personnel and initiating contact to all targeted customers on a daily basis via phone and/or email, ensuring that the customer’s account does not become negligent (over 120 days).

2. Inform the Accounts Supervisor/Manager of any customer’s account that has reached 90 days, via a detailed excel report weekly, so that the appropriate steps can be taken to ensure that the customer’s account does not pass 120 days overdue.

3. Meet with negligent customers to discuss payment plans and retrieve outstanding payments.

4. Prepare and dispatch collections letters for negligent customers.

5. Ensure that all contact information for the customers’ accounts payable personnel, such as

names, phone numbers and email addresses, is accurate and updated as needed on the accounting software to ensure that contact is made directly to the person responsible for payments toward the customer’s account.

6. Prepare and distribute statements to customers via email no later than the 7th working day of each month, so that customers are aware of any outstanding balances due for payment.

7. Reconcile customer ledger accounts no later than the last working day of each month to ensure all information such as outstanding balances and available credits are accurate to prevent any errors/delays in receiving payments.

8. Maintain the cash/cheque collection register by logging all available payments to be collected, updating the file with all received payments ensuring that the information is accurate at all times and distributing the information to the service department and the Accounts Supervisor/Manager daily, no later than 2:30pm, so that that all payments are collected on time.

9. Update the accounting software by accurately entering all daily payment receipts as needed. No later than 10am daily.

10. Prepare the weekly deposit as needed. 11. Print, package and dispatch all invoices with corresponding supporting documentation. 12. Manage all accounting documents and records, such as customer invoices, credit notes, deposits and outgoing correspondences, by accurately filing all documents in its relevant folders.

13. Ensure the timely renewal of all insurances by acquiring quotes that provide the best value for money and gaining the necessary approvals from management and maintaining all insurance files.

14. Assist in the filing of any insurance claims. 15. Assist the Accounts Supervisor with the reconciliation and preparation of all financial

documents for the accountant for preparation of all end of year financial statements as needed.

16. Report weekly and Yearly to the Accounts Supervisor and management on the following:

➔ Daily Reports - to be submitted no later than the 3:30pm each day. ❖ Daily Action item report – Tasks completed and follow up tasks.

➔ Weekly Reports - To be submitted no later than 4pm Friday each week. ❖ Aged Receivables- Report on the total outstanding invoices, filtered by number of days

outstanding, where the oldest invoices are prioritized.

❖ Collections - Report on the total collections made each week, and a forecast of collections for the following week.

❖ Percentage customers contacted - Report on the targeted customers to be contacted for the week and the % of customers contacted form the list, along with the status of the payment.

❖ negligent customers - Report on customers who have become negligent with their payments, ie, customers who have invoices over 90 days due.

➔ Yearly Reports - to be submitted no later than the 2nd working day of the new year

❖ write offs and allowances for bad debts – Submit a list of possible write offs or allowances for bad debts stating reasons for each so that management can decide on how to proceed.


Organizational Skills

1. Ability to organize and prioritize a busy

workload to ensure targets are achieved.

2. Excellent attention to detail and a very high

standard of accuracy when processing

receipts and reconciling accounts.

3. The ability to communicate and present

information effectively with all levels of internal

and external customers verbally and in writing.

4. Ability to multitask and work under pressure to

meet tight deadlines.

5. Ability to build customer relationships.

6. Flexible and adaptable, responsive, and

positive work attitude

7. Ability to maintain HIGH levels of

confidentiality and professionalism



Qualifications

● Minimum 5 CXC O’level passes (inclusive of

Mathematics and English)

● 2-3 years’ experience in a similar position

● ACCA Level I/Accounting Certificate would be an asset

Specific Knowledge

• Working knowledge of accounting software

(Quickbooks, Peachtree, Sage)

• Strong working knowledge and proficiency in

Microsoft Office (Excel, Word & Outlook)

• Knowledge of accounting rules and procedures

(IAS and IFRS)

• Knowledge of Accounts Receivables

General Industry Knowledge ● Basic knowledge of Janitorial and Facilities

management practices

Department Administration

Report to: Accounts Supervisor

Supervises: N/A

External Relations with: ● Accounting Officers, Management & Staff at

customer/supplier account


Work day:

Daily from 7:30 am to 4:30 pm. (1) Saturday a month is

required for training. Schedule is subject to company’s

needs.

Required Tools

● Desktop computer

● PBX Telephone System

● Mobile phone

● Printer

● Scanner

● Calculator

● Peachtree software

● Quickbooks software

● Microsoft Office Suite

● Email access

Flexible Schedule & Travel

● His/ Her work schedule will be subject to the

requirements of the job.

● In addition to normal work days, some evenings

and weekends are required

● Travel may be required to accompany the

Accounts Supervisor on meetings with customers

regarding collections.

Training Required

● Company Policies, Procedures & Practices

● Product Knowledge & Information

● Records Management and filing practices

● Contract Renewal Procedure and Tools

● Collections Procedures and Practices

● Knowledge on service cards and signing sheets

Key Results & Deliverables (What does Success look like)

● No less than 90% of the weekly target of

outstanding money is collected.

● 100% of weekly targeted customers are contacted

and receivables status is updated.

● No more than 10% of invoices are overdue for

more than 120 days.

● Zero write-offs or allowances for bad debts.

● 100% on time preparation of customer invoices

with 100% accuracy

● 100% accuracy of all filing and data entry.

Other As the company grows there will be a need to expand the scope of responsibility to new areas and duties to meet the needs of both the customer and the company.