Bookkeeper at South Point Management Services

Job description
Duties

• Bank Reconciliations (BR) and Cash Book Processing (CB) / Creditors (AP):
• Upload bank statements in good time (not more than 2 days / 48 hour delay)
• Run concurrent programs to generate auto recons
• Print and file bank statements
• Assist Financial Accountants with bank recon items
• Rotation of duties with creditor clerks (as required)
• Assistance with Supplier master file data maintenance
• Petty Cash (PC) and Credit Cards (CC):-
• Control & allocation of Petty Cash
• Control & allocation and reconciliation of Corporate Credit Cards
• Reconcile petty cash expenses to cash on hand before replenishment
• Prepare Journal entry (PC and CC) and process in Oracle
• Reconcile control account balances at month end
• Debtors / Receivables (AR):
• Update Rate changes to buildings on Oracle prior to pre-booking going “live” (Intake process)
• Allocate NSFAS swipes/payments and reconcile to schedules sent
• Allocate portion to SASP/SPMS and ensure payment captured and processed in good time
• Ensure ORG transfer is processed not more than 1 week after receipt of funds
• Allocate other bursar debtor payments against individual accounts using the upload Oracle function
• Follow Up on any exceptions created from upload program reports
• Ensure proper records are kept of all such processing (filing Oracle reports and all documentation related to same upload)Hospitality Related debtor processing
• Open new customer accounts in Oracle for clients
• Allocate receipts
• Process invoices in Oracle and match with manual excel invoices submitted to clients
• Reconcile Accounts and follow up outstanding balances with Hospitality administrator
• Process Hospitality refunds in Oracle
• Maintenance of Finance registers to record Sales for Hospitality
• Monthly review of Hospitality Debtors with Financial Accountants
• Inspect and review unidentified receipts for receipts that can be allocated to accounts
• Identify Foreign transfer receipts that require allocation and follow up thereon
• Identify payments returned from the bank and allocate as well as communicate failed payment to initiator
• Email correct department re: any receipt allocated (eg Commercial/Student/Hospitality)
• Correct billing exceptions from monthly rent roll
• Account distribution errors (PM and AR)
• Invalid Ship to errors (Auto Invoice Reports)
• Reprocess any misallocated invoices as required (as FM’s/FA identify in management acc’s)
• Ad Hoc debtor master file data maintenance to prevent exception
• Review all refund deposit requests
• Examine Oracle Tenant Transactions and reconcile to refund
• Ensure any paperwork that has been sent back to administrators is tracked on a register
• Ensure AP invoice prepared correctly
• Review register regularly and follow up long Outstanding items with administrators
• Review AP age analysis and cancel long outstanding refund invoices (>30days unpaid)
• Maintain Payment status spreadsheets re: refunds
• Request returned payments re: Std bank and follow up re-processing thereon
• Allocate receipt to debtor send to administrators to reprocess refund
• Send request to administrators for updated correct banking info
• Ensure when refund returned that not same details that were in error originally
• Request long outstanding refund AP invoices on age analysis from Financial Accountant
• Ensure that these can be cancelled prior to doing so on Oracle
• Inform administrators of refunds not received that are past 30 days due and have been cancelled
• Review Org Transfers and assist student dept administrators therewith
• Review documentation to ensure correctness
• Return requests that are incorrect/incomplete to administrators
• Keep track of returned paperwork on a register that is reviewed for follow upAssist administrators with tracing ORG trf’s in Oracle when they have queries
• Ensure ORG TRF reports are updated and saved on share drive for administrators to access
• Reconcile ORG TRF master account and follow up on long outstanding invoices that have not been paid
• Reconcile Cash Sales Debtor Account (26101 and 27932)
• Follow up on any outstanding balances therein
• Process required invoices to account for cash sale revenue – ensure FA aware of any asset sales processed
• Reconcile any debtor account (as requested by Financial Accountants)
• Ensure Filing re: Refunds / Org Trfs and debtor recons / queries is up to date and correct (review files kept by filing clerk

Clearing Accounts:

• Review 99010 daily and reconcile
• Prepare and capture any corrections as required

Inter-Company:

• Recon daily (98050 and 86100)
• Ensure every DM/CM IC has corresponding entry
• Prepare inter-co corrections (from inter-co weekly schedules that FA does)

Travel and Accommodation:(will be revised with implementation of new travel booking system)

• Prepare travel journal
• Ensure appropriate approvals are received
• Ensure budget tracking up to date
• Ensure records are accurately filed for reference purposes

General:

• Capture AP Invoices as required when creditors clerks are on leave
• Capture Purchase Orders as required and update PO registers
• Assistance with month end preparation of ledger account reconciliations as requested by Financial Accountant
• Provide assistance re: any additional ad-hoc reports/information required
• Provide assistance as instructed by FM’s / FA

Minimum Experience and Requirements

QUALIFICATIONS

• Matric
• National Diploma in Finance or related
• Degree advantageuous

EXPERIENCE & SKILLS

• Experience to be related to Finance or Accounting
• Computer literacy – must have excel (intermediate as a minimum)

Competencies

• Service orientation
• Accuracy/Attention to detail
• Good Communication Verbal and Writte
• Planning & organising
• Numbers Orientated
• Deadline driven
• Fast Learner
• Positive Attitude
• Trustworthy
• Must be able to work in a team
• Assertive and energetic person
• Analytical
• Sense of urgency/result orientation
• Orderly and structured record keeping