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Company: McEnearney Business Machines (MBM)

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Job Ref.:

Job Title: Accounting Assistant - General Ledger



Job Type: Permanent full-time

Job description:

Accounting Assistant - General Ledger

Job Summary:    
To provide day-to-day accounting support geared towards assisting in the achievement of the finance departmental objectives and support throughout the organization relating to the Company's Finance department     
Key Responsibilities:     

  • Ensure monthly paysheets are received from Human Resource at least one week before the 25th of every month. Split overtime into the relevant category e.g. time and a half or double time and record on the sheets.    
  • Prepare Cost of Commission report for the relevant month in question from the commission earned reports from the Sales Director/Managing Director.     
  • Prepare Acting Allowance Report as indicated on the weekly timesheets submitted for all monthly paid employees & pass to the relevant Manager/Supervisor for approval.    
  • Enter all information relating to overtime, acting allowance, loans & special arrangements on the Paymaster system for all monthly paid employees.    
  •  Print the Job Data Edit Report for  Monthly payrolls and double check with all approved timesheets to ensure accuracy.   Make adjustments where necessary.    Calculate the Monthly payrolls when all adjustments are completed and print all the relevant reports from Paymaster.    
  • Prepare all reports showing payroll by departments ensuring that they correspond with the net amount to be remitted to Republic Bank Limited (RBL).    
  • Prepare RBL ACH transmittal letter and attach all supporting reports and pass to the HR Coordinator for check back, then to the CFO & MD for final approval.    
  • On receipt of approvals, convert the file to RBL's CSV format & upload on their website. Also ensure a scanned copy of the ACH transmittal letter is emailed to RBL to ensure timely release of the funds to the relevant employees.    
  • Print all pay slips and distribute to all employees.    
  • Save Monthly payroll sand print all the sub-reports e.g. NIS, Health Surchage, P.A.Y.E., Pension, Staff Loans, etc.    
  • Prepare Wages Distribution journal, Pension journal & NIS journal, pass to CFO for approval and upload in Dynamics GP.    
  • For all Statutory Deductions, prepare the cheque payment vouchers, attach all the relevant supporting documents and forward to the Accounting Assistant for payment by the 12th working day of the following month.    
  • For all Other Deductions e.g. Pension, health & standard distribution etc., prepare the cheque payment vouchers, attach all the relevant supporting documents and forward to the Accounting Assistant for payment on a timely basis.    
  • Analyze all Payroll accounts and ensure that the correct amounts were booked to the relevant accounts and subsequently remitted to the relevant authorities.  These accounts must have a zero balance after all payments are made in the following month.    
  • Prepare Man Hours Report detailing all permanent and temporary staff and forward to HR Coordinator.
  • Accruals & Prepayments: Review and monitor accruals for Bonus, Sales commissions, general expenses. Prepare Journals to adjust accrual by the 6 working day before the month end close for Flash Reporting.
  • Review the prepayment accounts monthly to charge insurance and other prepayments to the profit and loss in the reporting month. Prepare Journals to adjust accrual by the 6 working day before the month end close for Flash reporting.
  • Reconcile and Adjust Prepayments and Accruals by the 2nd working day of the following month for month end close.     
  • Updating the Fixed Asset Register with all additions, ensuring transaction entry to the General Ledger is accurate and complete.
  • Reconcile all assets that are under a contractual agreement for rental and maintenance 
  • Ensuring the capitalization of Fixed Asset is in accordance with Fixed Asset guidelines in Blue Books and depreciation rate is the same for each class of assets.    
  • Prepare monthly reconciliations Fixed Asset Register to the General Ledger.    
  • Preparing schedules for VAT on sales and VAT on purchases and imports for the 2-month cycle due by the 20th of the following month.    
  • Preparing VAT returns for the Accountant's review and preparing the VAT Payable cheque (if applicable) by the 23rd of the following month.    
  • Prepare Bank Reconciliations for all banks by the 1st working day of every month.    
  • Must be aware of and comply with all safety policies and procedures and all HSE requirements in the environment in which the company and client operates.    
  • Perform any other related duties required by the job function.    
  • Maintaining accurate filing of documents.    
  • Assisting with the provision of support and requested information to Auditors (Internal and External) as required.

Education / Qualifications:     

  • Level 1 ACCA qualification    
  • At least 5 Ordinary Level Passes including Mathematics and English    
  • Proficiency in Microsoft Office Suite    
  • Experience with Microsoft Dynamics GP will be considered an asset    

Relevant Experience    

  • At least 2 years experience in a similar capacity    
  • Experience with Microsoft Dynamics GP will be considered an asset    

Internal Relationships:     

  • Interface with all departments, levels of staff.     

External Relationships:     

  • NIB and other Statutory agencies as required. 

This vacancy is closed.

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