Accouting Assistant I

To process and ensure accurate and timely payments and maintain proper accounting records.

Duties and Responsibilities:

• Effect data entry of approved invoices in the tray for processing. 

• Prepare cheques and ACH payments weekly or as required. 

• Submit for approval or signature in the company of AP cheque preview report and approved invoices. 

• Ensure ALL cheques, blank AND those prepared for signature are: 

Logged when removed from the vault.
Logged when returned to the vault.
ALL cheques must be returned to the vault daily, so the AP person must log where the cheques were sent forsignature and ensure they are retrieved to be secured in the vault. 

• Report weekly on cheques generated by bank account: information to influence cash flow. 

• Generate weekly AP Aged summary. 

• Review amounts over 60 days: investigate, locate support documents and process, and report to the Head Finance and Accounting on status each week. 

• Ensure all vendors are identified by class, and ensure completeness and accuracy of addresses and contact information. 

• Reconcile AP subledger to Supplier statements received. 

• Ensure the total Accounts Payable subledger reconciles to the General Ledger control A/c. 

• Organisation of documents: payment documents to be filed weekly in the relevant files to allow for ease of retrieval. 

• Ensure records of approved and released ACH payments with adequate supporting information are filed logically and sequentially and can be easily retrieved as required. 

• Process appropriately authorised project related payments. 

• Perform reconciliations of supplier statements to financial records. 

• Respond to all vendor and internal inquiries regarding payments and outstanding invoices. 

• Perform any other related duties as necessary. 

QUALIFICATIONS AND EXPERIENCE:

Minimum Requirements:

• Minimum ACCA Level II or equivalent. 

• A minimum of two (2) years experience performing clerical and/or sub-professional duties in an accounting environment. 

• Any equivalent combination of training and experience. 

Special Skills and Knowledge:

• Considerable knowledge of relevant company procedures. 

• Knowledge of relevant accounting principles and techniques. 

• Excellent organizational skills and attention to detail. 

• Good verbal and written communication skills. 

• Good analytical, problem solving and information gathering skills. 

• Must have a high degree of confidentiality. 

• Competence in use of word processing and accounting systems.