Cashbook Administrator

**POSITION PURPOSE**

Constructive, professional communication is of the utmost importance for this position.
Proactive and functional logical thought trails regarding the working environment is of utmost importance to ensure effectiveness in the position.

**ESSENTIAL FUNCTIONS AND BASIC DUTIES**

**1. Assumes responsibility for the accurate and timely performance of accounts payable and cashbook processing functions.**
a. Reviews source documents and matches purchase orders, invoices, and receiving documents.
b. Codes invoices to appropriate general ledger accounts.
c. Determines optimum payment dates and takes advantage of all discounts on invoices.
d. Reviews invoices to ensure they are correctly coded, properly authorized, and there are no overpayments or repeat payments.
e. Ensures that approval authority is in accordance with purchasing policies.
f. Processes payments and obtains authorized signatures.
g. Processes the proof of payments to the original payment documentation.
h. Daily follow up of unauthorized payments, still outstanding on the bank.
i. Resolve during the month the current month’s bank reconciliation outstanding items.
j. Ensure the bank reconciliations are cleared of all payment related items on month-end.
k. Ensure that any outstanding items on month-end are followed up and cleared and communicated to the relevant staff.
l. Ensure all payments have all the correct documents, included the POP saved on the system.
m. Ensure all payments outside of Broll system are recorded, authorized and saved with POP for audit purposes.
n. Performs accounting duties in accordance with established Company policies and procedures.

**Assumes responsibility for effectively researching, tracking, and resolving (or properly referring) accounting or documentation problems and discrepancies and queries.**
a. Answers and resolve audit queries - internal or external - with the supply of documented proof and/or supporting information as per the requirement from the audit party.
b. Prompt response on queries and problems both internal and external.

**Assumes responsibility for establishing and maintaining effective business relations with vendors.**
a. Researches and resolves vendor problems and billing discrepancies.
b. Answers vendors' questions or refers them appropriately.
c. Maintains and projects the Company’s professional reputation.

**Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel and with management.**
a. Assists Accounting Department personnel as needed.
b. Keeps management informed of area activities and of any significant problems.
Reports transactions that are outside established purchasing policies to the Controller.
c. Teamwork and cooperation is of the utmost importance at all times. It is expected that this function will be seen to in a positive light. Communication toward colleagues regarding the process flow required to effect prompt payments must be dealt with in a professional, friendly manner.
d. Conflict Management needs to be handled in a constructive positive manner at all times.
e. Maintains regular contact with other departments to obtain information and/or to correct transactions.

**Assumes responsibility for related duties as required or assigned.**
a. Ensures that work area is clean, secure, and well maintained.
b. Performs general accounting duties as needed.
c. Maintains confidentiality.
d. Completes special projects as assigned.

**PERFORMANCE MEASUREMENTS**

1. Accounts Payable / Cashbook functions are accurate, current, and timely.

2. Accounting errors, discrepancies, and violations in purchasing policies are promptly identified and resolved.

3. Accounting duties are performed in accordance with established procedures and standards.

4. Good proactive communication and coordination exist with Company personnel. Assistance is provided as needed. Teamwork is of the utmost importance.

5. Effective business relations exist with suppliers and vendors.

6. Management is appropriately informed of area activities.

**EDUCATION/CERTIFICATION**:
Matric.
Additional bookkeeping qualifications and / or courses preferred.

**REQUIRED KNOWLEDGE**:
Knowledge of Company purchasing policies.
Understanding of basic bookkeeping concepts and procedures.

**EXPERIENCE REQUIRED**:
One to two years of previous accounts payable experience preferred.

**SKILLS/ABILITIES**:
Well organised, accurate, and attentive to detail.
Good math skills.
Able to use accounting software and spreadsheets.
Cooperative and willing to assist others.
Good communication skills.
Proactive and deadline driven.
Conflict Management skills.