To manage the Institute s Accounts Payable function in an effective and efficient manner using best practice solutions

Transcription

1 NMIT JOB DESCRIPTION Post Title: Reports to: Accounts Payable and Receivable Supervisor Finance Manager PURPOSE To manage the Institute s Accounts Payable function in an effective and efficient manner using best practice solutions To manage the Institute s Accounts Receivable function in an effective and efficient manner using best practice solutions To provide monthly monitoring of Accounts Payable and Receivables to the Finance Manager To provide month end accounting support to the Finance Manager Provide accounting support to the Finance Manager FUNCTIONAL RELATIONSHIPS INTERNALLY: Accounts Clerks Finance Manager Other members of Finance team All Institute staff involved with purchasing Programme Area and Group administrators, and administrative staff across NMIT All Institute staff with budgetary responsibility EXTERNALLY: Institute Payables and Receivables Bank Olympic Software PC Banking Debt Collection Agencies Others as required 1

2 KEY RESPONSIBILTIES ACCOUNTS PAYABLE Manage Accounts Payable clerk(s) in day-to-day functioning and provide full cover when absent Provide training to new staff for the Accounts Payable function Ensure all payments are correctly authorised and processed in line with Institute policies and procedures Check all inputted invoices are correct in respect of codes, GST and creditor Prepare and process weekly payment runs Reconcile creditor statements and solve discrepancies Management of the accounting system Accounts Payable module Maintain effective filing systems for all Accounts Payable reports and source documents Maintain finance databases for payment authorities and telephones Reporting on Accounts payable to the Finance Manager Administer foreign currency payments ACCOUNTS RECEIVABLE Manage Accounts Receivable clerk(s) in day-to-day functioning and provide full cover when absent Provide training to new staff for the Accounts receivable function Ensure all invoices, credit notes and payments are correctly authorised and processed in line with Institute policies and procedures Check and monitor that all Account receivable transactions comply with GST legislation 2

3 Check all inputted invoices and credit notes are correct in respect of codes and debtors Monitor and provide monthly reporting on all debtors to the finance team leader Manage the relationship with the Institutes debt collection agencies to ensure the best return on outstanding Accounts Receivable for the institute Managing the debt collection process within the institute Liaise with the Artena administrator with regard to developing and managing the Accounts Receivable software Liaise with the Customer Services Team leader to ensure that student invoicing and credit notes process and transactions comply with the institutes processes Maintain effective filing systems for all Accounts Receivable reports and source documents MONTH END PROCEDURES Prepare and import monthly charging files into computer accounting system Prepare & process journals Assist Finance Manager with month end financial procedures Internal charges, Balance payroll to Tech One, Accruals, processing standing journals BALANCE SHEET RECONCILIATIONS Prepare monthly and annual balance sheet reconciliations as required PC BANKING Management of the PC banking software and related transaction processing OTHER Prepare and input payment batches using Institute computerised direct credit payment system Ensure stationery is purchased and available as required 3

4 Accurately maintains office manuals and training notes Assist where necessary with other administrative functions within the Finance team including cover when other staff are on leave Achieve annual training and development plan JOB COMPETENCY SUPERVISING STAFF Proven experience in supervising Accounts Payable and Accounts Receivable staff ATTENTION TO DETAIL Maintain a checklist covering items that might be overlooked Checks work for errors or omissions before dispatch Assures all steps of procedures have been completed Sets example of high quality work CUSTOMER FOCUS Establishes and maintains effective relationships Manages accounts payables and accounts receivables queries Resolves general accounting queries as and when required by the Finance Manager MANAGING THE JOB Establishes priorities systematically and develops schedules to manage these Have systems in place to enable staff to cover when absent without problems Capacity to handle high volume of work on continual basis 4

5 TEAMWORK INITIATIVE Support colleagues by covering when absent and assisting when needed Participates in the development of team goals and plans Improves systems to improve efficiency and accuracy PERSON SPECIFICATION Able to manage own workload, set deadlines and operate independently with minimum levels of supervision Very high levels of accuracy and attention to detail in text, data entry and numeric work Committed team member who supports and encourages others High level of Accounts Payables and Accounts Receivable systems experience High level of Excel and Word skills Good oral and written communication skills Excellent keyboard skills, with experience in data entry Committed to continuous improvement in service delivery and process review Able to work effectively with staff and managers at all levels within the Institute Commitment to the Institute s Te Tiriti o Waitangi policy Willingness to participate in collaborative relationships between Iwi and NMIT Studying towards obtaining an accounting qualification 5