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Job Ref.:

Job Title: Accounts Clerk I

Sector: ACCOUNTING,AUDIT,FINANCE,ECONOMICS,PURCHASING,INSURANCE ADMIN,

Location: CENTRAL -COUVA,POINT LISAS

Town / City:

Job Type: Permanent full-time

Job description:

NATIONAL ENERGY SKILLS CENTER

JOB DESCRIPTION AND SPECIFICATION

 

Job Title:

Accounts Clerk I

Job Summary:                 The incumbent for responsible with providing clerical and accounting support for the accounting department. He/she must maintain accurate records and files, process and mail invoices and payments, type reports, and key data into a general ledger computer system.

Essential Duties and

1.

Issue invoices in accordance with approved instructions received from

 
 

the respective departments.

   

Responsibilities:

     

2.

Maintain the Accounts Receivables Folder and Pro forma Invoice folder.

 
   
 

3.

Collect funds for invoices issued, prepare receipt accordingly, enter on

 
   

dynamics and apply to invoice.

   
 

4.

Ensure all receivables receipts are entered.

   
 

5.

Follow up with debtors to collect outstanding monies and alert the

 
   

Accountant as soon as problems are encountered.

 
 

6.

Process bank deposits.

   
 

7.

Liaise with HR to make arrangements to schedule to driver for Accounts

 
   

Department drop off and collection – documents and cheques.

 
 

8.

File all journals in the Finance Department, all banking and investments

 
   

letters and general correspondence appropriately in the relevant folders.

 
 

9.

Maintain the bank transaction log. This includes drafts, bank transfer and

 
   

wire transfers (US and TT). Ensure that every transaction is entered in

 
   

the log upon payment.

   
 

10.

Assist with the preparation of schedules for the audit.

 
 

11.

Copy documentation for the audit folder as necessary.

 
 

12.

Assist with the follow up actions from the external auditor.

 
 

13.

Provide all information with respect to the Receivables and Stipends to

 
   

the external auditors.

   
 

14.

Responsible for Direct Payment when the Accounts Payable Clerk is

 
   

absent.

   
 

15.

Ensure that there is no duplicate payment of invoices by reviewing all

 
   

invoices that do not relate to the current month and certify that these

 
   

invoices have not previously been paid by stamping "Not previously

 
   

Paid".

   
 

16.

Ensure that the Vice President of the respective departments approve

 
   

the invoice as acknowledgement that the service was done.

 
 

17.

Complete the verification exercise by using both the Excel Cheque Log

 
   

and Dynamics to confirm that the invoice has not been previously paid.

 
   

After the verification exercise has been completed Stamp the invoices

 
   

for such payments with the "not previously Paid".

 
 

18.

Ensure that payments are duly authorized before issuing cheques.

 

 

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  1. Prepare the CPV and print cheque and Edit List and pass to Assistant Accountant I for verification and posting
  1. Ensure that all direct Payments are supported with an Invoice and must be entered via the control account. Direct payments are paid directly from bank account and expensed accordingly (e.g. utility bills, payroll cheques, travelling allowances, petty cash reimbursements).
  1. Submit cheques for signature to authorised bank signatories and ensure that when you receive the signed cheques there are 2 signatures on it.
  2. Call all suppliers to advise them when cheques are ready for collection.
  3. Assist in other areas when the need arises

Qualification and

 

5 CXC O’Levels including Accounts. Level I – ACCA, or equivalent would be an

 
 

asset.

                 

Experience:

                   
                       
     

Experience in accounting/ finance would be an asset.

       
                           
       

Entry

     

Attributes:

 

Accurately  assess  and  analyse

large  sums  of

financial  data  and

 
   

recommends solutions to problems

         
                 
                             

Operate and work both autonomously and in a team environment Manage time and tasks

Knowledge of: Software Applications- Microsoft Suite Applications (Access, Excel, Word,)

Knowledge of Microsoft Great Plains Accounting, Fixed Assets, Inventory

modules or similar software.

Knowledge of modern office methods and procedures

Accuracy, judgment, a high degree of initiative, discretion and diplomacy Knowledge of major policies and procedures governing assigned programs Ability to develop and maintain effective working relationships

Ability to follow oral and written instructions Knowledge of customer satisfaction principles

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Job Requirements:

Awareness of the NESC’s business/environment

 

Operating knowledge of and experience with personal computers and

 

peripherals, and ability to use office software applications (Microsoft

 

Suite)

 

Effective time management skills, strong multi-tasking ability and ability

 

to be flexible and adapt to changing priorities

 

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