Debtors clerk

JOB DESCRIPTION

DEBTORS CLERK

Job Title Debtors Clerk Reports To Finance Manager / designated supervisor 1. JOB PURPOSE

To provide accurate and timely accounts receivable, cashbook and accounts payable administration. The role supports effective cash flow, accurate allocation and reconciliation of transactions, supplier and customer account maintenance, financial controls, and reliable month-end reporting in accordance with company procedures and applicable financial requirements.

2. KEY RESPONSIBILITIES AND DUTIES A. Debtors / Accounts Receivable A. Debtors / Accounts Receivable

Maintain accurate customer account records, invoices, statements, receipts and supporting documentation.

Issue customer invoices and statements in line with approved billing instructions, contracts and agreed billing cycles.

Allocate receipts and remittances to the correct customer accounts and investigate unidentified or misallocated payments.

Monitor aged debtors, follow up overdue balances professionally by email and telephone, and maintain clear collection notes.

Resolve customer billing queries by coordinating with operations, contract owners and other relevant departments.

Prepare aged-debtors reports, collection updates, reconciliations and escalations for the Finance Manager.

Recommend escalation of long-outstanding or disputed accounts in line with the company's credit-control and approval procedures; refer legal action to authorised management.

B. Cashbook and Bank Reconciliations

Capture daily bank transactions and maintain accurate cashbook records in the accounting system.

Match receipts, payments, bank charges and other transactions to supporting documents and the correct general ledger accounts.

Perform regular bank reconciliations, investigate reconciling items and follow up outstanding entries to resolution.

Maintain records of deposits, electronic transfers, payment confirmations and other cashbook supporting documents.

Escalate unusual, duplicate or potentially unauthorised transactions promptly in accordance with internal controls.

C. Creditors / Accounts Payable

Receive, check and capture supplier invoices and credit notes, ensuring that required supporting documents and approvals are in place.

Match invoices to purchase orders, goods-received records, service confirmations or other approved evidence, where applicable.

Verify supplier details and account allocations, identify duplicate invoices and resolve discrepancies before processing.

Reconcile supplier statements to the accounting ledger and follow up missing invoices, credits and disputed balances.

Prepare creditor ageing and payment-run information for review and approval by authorised personnel.

Maintain complete and organised supplier records and respond to supplier account queries professionally.

D. Month-End, Reporting and Controls

Assist with month-end and year-end close activities, including reconciliations, schedules, accrual information and supporting files.

Maintain accurate electronic records and ensure documents are filed securely and can be retrieved for audit purposes.

Support internal and external audits by providing reconciliations, transaction records and supporting documentation when requested.

Comply with delegated authority, segregation-of-duties requirements, confidentiality standards and company finance policies.

Identify recurring errors, control weaknesses or process delays and recommend practical improvements.

Perform other reasonable finance and administrative duties consistent with the role, as assigned by the line manager.

3. MINIMUM QUALIFICATIONS

National Senior Certificate (Grade 12), with Mathematics or Mathematical Literacy and/or Accounting preferred.

A certificate or diploma in Bookkeeping, Accounting, Finance or a related field is preferred; equivalent relevant experience may be considered.

4. EXPERIENCE

At least 2–3 years' relevant experience in accounts receivable, cashbook and/or accounts payable administration is recommended.

Experience with reconciliations, invoice processing, payment allocations, creditor and debtor ageing, and month-end support.

Experience using an accounting or ERP system is required; experience with the organisation's systems will be advantageous.

5. TECHNICAL KNOWLEDGE AND DIGITAL SKILLS

Working knowledge of basic bookkeeping principles, customer and supplier account reconciliations, and cashbook processes.

Proficiency in Microsoft Excel, including sorting, filtering, formulas and reconciliation schedules; experience with pivot tables is advantageous.

Comfortable using email, document management tools and accounting/ERP systems to capture, retrieve and report financial information.