Accounts Payable Clerk

Title: Accounts Payable Clerk                                        

Dept.: Finance                                                                                                                                                                          

Reports To: Finance manager                                                  

                                                                                                   

PURPOSE:                                                                                                                                                                                                                                                   

The Creditors Clerk is responsible for managing and maintaining the company’s accounts payable ledger, ensuring that all financial transactions are accurate and in compliance with company policies. This role involves processing invoices, reconciling statements, and liaising with suppliers and internal departments to resolve any discrepancies.

 

Key Responsibilities:

1. Invoice Processing:

• Receive, review, and verify invoices and purchase orders.
• Ensure invoices are approved in accordance with company policies.
• Accurately enter invoice data into the accounting system.

Payment Processing:

• Prepare and process electronic transfers and payments.
• Ensure payments are made on time and accurately.

Reconciliation:

• Reconcile supplier statements with company records.
• Investigate and resolve discrepancies between supplier statements and accounting records.
• Maintain accurate records of all reconciling items.

Record Keeping:

• Maintain organized and up-to-date accounts payable files.
• Ensure all supporting documentation is appropriately filed and easily accessible.
• Maintain vendor master data, ensuring accuracy and completeness.

Reporting:

• Assist in month-end and year-end closing processes.
• Provide support for external audits.

Supplier Liaison:

• Communicate effectively with suppliers regarding invoice and payment queries.
• Negotiate payment terms with suppliers to optimize cash flow.
• Handle supplier queries and resolve any issues promptly.

Compliance and Control:

• Ensure compliance with company policies, procedures, and regulatory requirements.
• Implement and maintain internal controls over accounts payable processes.

 

Qualifications:

• Financial Accounting degree/ diploma or equivalent on the job training
• Proven experience as a Creditors Clerk or in a similar role.
• Proficiency in MS Office, particularly Excel
• Experience with MDA or similar rental administration software advantageous
• Strong numerical and analytical skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to work independently and as part of a team.
• Good communication and interpersonal skills.
• Docuware experience would be an advantage

Key Competencies and expectations:

• Financial Acumen
• Attention to Detail
• Problem Solving
• Time Management
• Communication Skills
• Team Collaboration
• Continuous Improvement
• Integrity and Confidentiality