Accounts Payable Clerk at Rubicon Energy & Automation

Responsibilities:

Taking ownership of trade and supplier payments in an organized manner and in terms of the company’s policies and procedures.

• Gather the relevant work schedules as assigned by management and ensure that those schedules are adhered to. This includes, but not limited to, ensuring that the list of suppliers / vendors is complete, active, and have supplied the relevant documents (statements, invoices) for review and payment,
• Obtain the statement and verify that it is complete and accurate and that it has been received. Late statements and inaccurate statements will be routed in the formal policy of the company (last in queue, late payment, extra discount etc),

Process and reconcile liabilities

• Download the relevant creditors ledger / supplier account and ensure that the relevant entries are accurate and fields completed.
• Reconcile the statement to the ledger and inspect items that either do not reconcile or are missing on our ledger.
• Liaise with vendor on their statement errors and items previously paid.
• Assist with set off of items.
• Obtain an updated debtors reconciliation to ensure that the suppliers have updated their records (ps : Please note that we do not send our creditors reconciliations to suppliers)
• For items that we have not yet goods receipted nor invoice receipted, please contact the relevant officials to get perform the functionalities.

Prepare payment for release of payments

• After reconciling the account, the reconciled and validated entries must be routed to a payment file and presented for payment to Treasury and banking officials for release.
• Follow up on whether the payment was successfully routed and if not, the payment file must be rerouted for release and removed from the bank control account / suspense account.

Supplier communication

• Liaise with suppliers on disputes and queries.
• Route standard documents e.g. remittances, credit notes to suppliers.
• Attend to queries and disputes.
• Attend strategic workshops and supplier forums.

Reporting

• Completion of payment tasks sheets to detect missing payments.
• Completion of unrecorded liability sheet to manage potential, contingent liabilities.
• Assist with completion of monthly management pack (e.g., list of accounts in debit).
• Assist with ledger reviews (clean up of age analysis, ledger anomalies etc).

Ad hoc duties

• Assist with assignments as requested by management, including but not limited to, audit requests, walkthroughs, enhancement of system notes.
• Assist with special tasks, including but not limited to, general ledger reviews etc.

Key performance indicators

• Number of complaints and queries.
• Volume of items over 180 days.
• Number of unpaid accounts.
• Movement in unrecorded liabilities.

Role requirements are:

• Matric/NQF4 level qualification essential
• Minimum of 3-5 years of relevant accounts payable/creditors experience
• Ability to work well under pressure and deliver to tight deadlines.
• Exceptional attention to detail, with a commitment to accuracy and reliability.
• Effective communication skills, both written and verbal, to present financial information clearly and concisely.