Vacancy: Commercial Assistant – Johannesburg, Gauteng

Debtors-related tasks:

• Processing accounting receivables and incoming payments in compliance with financial policies and procedures.
• Performing day-to-day financial transactions, including verifying, classifying, computing, posting, and recording accounts receivables data.
• Preparing bills receivable, invoices, and bank deposits.
• Processing accounts and incoming payments in compliance with financial policies and procedures.
• Reconciling the accounts receivable ledger to ensure that all payments are accounted for and properly posted.
• Matching open items on customers’ ledger (matching invoices to payments received) on the
  Pastel Accounting System.
• Verifying discrepancies and resolving clients’ billing issues.
• Facilitating the payment of invoices due by sending bill reminders and contacting clients.
• Generate financial statements and reports, detailing the accounts receivable status.
• Keeping records of payments received.
• Identifying which accounts are overdue.
• Contacting clients to confirm payment dates and those with overdue accounts.
• Reporting back to management.
• Recording all cash, EFT, and credit card transactions made.
• Updating unpaid accounts.
• Keeping accounts organized.
• Investigating unauthorised deductions made on accounts.
• Preparing and processing financial documents such as bills, receipts, and invoices.
• Updating and maintaining the database, financial records, and filing systems.
• Tracking and monitoring financial transactions.
• Reviewing financial records, documents, and information to ensure their accuracy.
• Performing account reconciliations and audits
• Reporting financial discrepancies, errors, and customer complaints to the Supervisor.
• Compiling financial spreadsheets, reports, statements, and other documents, as needed.
• Providing customer service by answering questions and resolving queries and issues.
• Ensuring that the financial office supplies are maintained
• Assisting with administrative tasks such as filling out forms, filing, and answering phone calls and emails.
• Acting as a backup for the Creditors Clerk in the Department and interchangeable roles on a rotational basis.

The above duties are specific to the individual’s role in the department but dodoes not limit responsibilities and tasks to be completed when instructed by an individual with authority to do so.
It will be expected that as the studies and knowledge of the Debtor’s Clerk progresses, that
cross-pollination with regards to Creditors and Debtors will occur, and more in-depth
accounting work will be given to the employee to complete, eg. Asset register monthly
maintenance, intercompany loan account reconciliations, certain trial balance checks and
when needed by the Accounting Officer or Head of Department.
Creditors-related tasks:

• Performing a 3-way check of all supplier documents once received by matching supplier invoices with goods received notes, purchase orders, credit notes, etc. in preparation for the reconciliation process.
• Liaising with suppliers in terms of account queries to ensure accurate processing for timely payment.
• Performing Creditors reconciliations on a monthly basis.
• Processing manual and EFT payments into the cashbook module of Pastel.
• Ensuring regular maintenance of supplier credit applications.
• Ensuring regular maintenance and accuracy of supplier master file information in Pastel including supplier details.
• Ensuring that only active suppliers are available for processing.
• Ensuring correct allocations of supplier payments into relevant General Ledger accounts.
• Accurate processing to General Ledger accounts.
• Following up on internal queries with staff to ensure that Creditors are paid accurately and on time.
• Processing of standard month-end transactions.
• Acting as a backup for other Debtors Clerks in the Department and interchangeable roles on a rotational basis.
• Assisting with the preparation of the internal and external audit process