College Financial Administrator (Bursar) at ADvTECH

Key Purpose Statement

To provide financial support and assistance to staff and parents at school level and act as the conduit between the School and Group Shared Services in providing input and resolving queries. To assist the School Principal/s with budgetary control and expense management at the School/s. Responsibilities will include payroll checking and input, petty cash, purchase orders, banking, and student number tracking and reconciliation. The incumbent is the primary liaison at the School/Campus for Payroll, Shared Services, and Brand and Group Finance.

Qualification

• Bachelor of Commerce in Accounting

Experience

• 3 to 5 years

Principal Accountabilities

Payroll

• Check monthly payroll (Dummy and Final) and liaise with GSS & Principal to resolve anomalies. Reconcile payrolls.
• Handle individual staff payslip and/or tax queries and resolve these timeously liaising with GSS to do so.
• Set up of IC and other contract staff for employment and payment.
• Review timesheets submitted by ICs and fixed-term contractors before dispatching these to GSS.

School Budget Control

• Review budget and monitor expenditure against actual POs daily, weekly, and monthly, and advise staff and Principal/s accordingly.
• Prepare annual budget/s for the schools and submit them for approval.
• Ensure inclusion and planning for special campus events, tours, and recoveries where appropriate.
• Provide financial support and assistance to Principals as required.
• Handle queries from Schools and respond timeously.
• Prepare variance analysis for Principal and BFM, monthly.
• Advise Principal on trade-offs and opportunities.

Debtors/Receivables

• Meet with walk-in parents to resolve billing and account queries.
• Manage and control the use of the credit card machine at the school, liaising with the service provider as necessary to resolve problems (where applicable).
• Manage and control staff and other bursary applications.
• Provide student numbers as and when required and reconcile these.
• Manage sibling accounts ensuring relevant discounts are applied.
• Collate, capture, and check ad hoc billing for music, bus, aftercare, books, and levies.
• Receive arrears/outstanding debts and advise GSS accordingly.
• Prepare Acknowledgement of Debt and get required signatures.
• Be responsible for all AODs and review the status of these.
• Manage and monitor repayment plans.
• Reconcile student billing.

Cash Management

• Receive cheque and card payments and issue receipts.
• Update cash control schedule/receipt register, monthly.
• Count and bank cash received for fees.
• Manage and control petty cash on campus (petty card cashless).
• Bank payments received for ad hoc purchases and events.
• Monitor and control purchases on Procurement card and reconcile these.
• Prepare input for statutory returns for Brand/Brands timeously.

Creditors/Payables

• Place Purchase Orders (POs) with suppliers after obtaining the necessary quotes and approvals for general items, books, special events, etc.
• Monitor outstanding POs and follow up with suppliers.
• Receive invoices, check these, and get them signed off for submission to GSS.
• Check expense claims and ensure these are approved before submitting them for payment.
• Monitor and report on monthly charges, e.g., rent, water, rates, electricity, photocopies, etc.

Competencies

• Numeracy
• Analytical Thinking
• Planning and Organizing
• Time Management
• Problem Solving
• Verbal and Written Communication
• Customer Service