Debtors Supervisor - Midrand at Dis-Chem Pharmacies

Dis-Chem Pharmacies requires a Debtors Supervisor for their Head Office in Midrand. You will be required to perform Debtors duties while supervising, mentoring and assisting the Debtors Department with their day-to-day functions and duties.

Minimum Requirements…

Essential:

• Grade 12 - Matric
• Minimum of 3 years work experience within the Debtors Department

Advantageous:

• Relevant Finance Qualification

Job Specification…

• Inform relevant persons of accounts opened or account types changed regarding theft or fraud in stores.
• Ensure the following gets done for the Clinic Accounts:
• Review and query all short and overpayments for flu vaccines, wellness and insurance blood, with the Debtors Supervisor.
• Obtain information form the Debtors Supervisor regarding Diabetic Accounts and ensure to send statements and collect payments for these accounts.
• Ensure the following gets done for Investigation Accounts:
• Inform Vincent of accounts opened or account types changed regarding theft or fraud in stores.
• Ensure the following gets done for Sponsorship Accounts:
• Update and maintain monthly journals for the Discovery Travel Bag when applicable.
• Ensure the following gets done for Standard Accounts:
• Send application for new accounts with an application form to the Debtors Manager to get Authorisation from the Finance Manager.
• Send request for limit increases to the Debtors Manager to get Authorisation from the Finance Manager.
• Ensure to collect existing accounts from customers.
• Ensure to post monthly statements to customers before or on the 7th of each month.
• Ensure monthly contact gets made with customers holding active accounts to obtain outstanding money owed to Dis-Chem, this can be done through phone calls, email and SMS.
• Ensure the following gets done for COD accounts:
• Sort and change account type back to COO (Zero, Zero).
• Ensure the following gets done for Medical Aid Rejection Accounts:
• Ensure to follow the standard operating procedures for these accounts and if any discrepancies appear report it to the Debtors Supervisor and or Debtors Manager.
• Ensure the following gets done for Payoff accounts:
• On a monthly basis account should be reviewed to establish if payoff payment was made and if not contact should be made with thecustomer to get information regarding the non-payment of the account to be paid off and if customers have lodged a query with their schemes ensure to follow up again.
• Ensure the following gets done for Final Demand Accounts:
• Send final demands to customers as per standard operating procedures.
• Ensure monthly payments are received for accounts related to administration, sequestration and debt review.
• On late estates one should try and obtain a death certificate, double check living status on home affairs website and obtain contact details for the executor of estate to hand in a claim against the estate.
• Bad debt written off account types should only be used on financial year end and at all other times the amount should be R0.00
• Ensure the following accounts statements are send out on a monthly basis, contacted and/ or collected if not paid and necessary:
• Special Accounts with Discount, Oncology Staff Accounts, HealthworX Doctors Accounts, HealthworX and Staff Accounts.
• Ensure the following accounts are opened, closed, receipted, balanced and maintained on a monthly basis when required:
• Staff Accounts – Store Staff, Staff Account – Head Office Staff and Staff Account - Warehouse Staff.
• Ensure Prepaid Accounts are opened and receipted as per the standard operating procedures and blocked at R1.00 limit and send statements when required.
• Journals for credits on levy recons six months or older should be done at the end of the month and printed for stats when required.
• Ensure the following gets done for return to drawer or lost cheques:
• Collect information from the Bookkeepers, open an account and do a Debtors Journal.
• Ensure all standard operating procedures are followed to collect money from customers.
• Establish and maintain a sound relationship with stores and customers to facilitate the effective management of accounts.
• Ensure frequent communication with staff and customers both verbally and in writing regarding matters relating to accounts payable transactions – act as liaison between debtors and vendors.
• Provide a friendly and efficient knowledgeable service to all Dis-Chem staff and customers visiting or phoning the department.
• Assist customers with general queries as they come in or direct their queries to the relevant people if you are unable to assist them with the necessary information.
• Overview and query outstanding accounts older than the current age period and be sure to also investigate credits and according to standard operating procedures.
• Investigate and correct credits on DEB according to standard operating procedures.
• If all the necessary steps were taken to collect money from customers failed follow the necessary procedures to hand the account over to the attorneys.
• If Final Demand Accounts remain outstanding past the deadline date, hand the necessary paperwork in for request to hand over to attorneys, when request have been granted ensure the account handed over to attorneys are done so through the provided website.
• If accounts aren’t justifiable for handover, in other words an outstanding account is less than R100, attempt to collect money by posting statements, phone or SMS customer – ensure collection cost doesn’t exceed outstanding debt.
• Ensure all incoming mails and phone calls are attended to as they come in on a daily basis as per each individual circumstance and if any discrepancies appear inform the Debtors Supervisor and/ or Debtors Manager.
• Obtain daily bank lists that need to be receipted and refer queries to the appropriate store or phone the relevant bank involved.
• Work through every account type on all age analysis on a monthly basis and act according to each accounts individual circumstance and keep accurate record thereof as per Dis-Chem standard operating procedures.
• Send deposit registers to the relevant Bookkeepers on a monthly basis and include the Debtors Manager in the emails.
• Ensure to hand in request(s) for trace(s) where required during the course of the month and keep accurate record thereof.
• Ensure to hand in request(s) for handover(s) where applicable during the course of the month and keep accurate record thereof.
• Ensure to send the appropriate statements to Duvesco during the course of the month if requested and keep accurate record thereof.
• Ensure monthly statements are sent to the correct people no later than the 7th of each month.
• Ensure to send monthly action deposits after each month and inform Bookkeepers of appropriate action taken and include the Debtors Manager in all communication.
• Send SMS`s requested by the Medical Aid Department on a monthly basis and keep accurate record of SMS`s sent.
• Print debtors all age analysis on a monthly basis and keep accurate record thereof.
• Print COD Investigation Accounts and Debtors Reports on a monthly basis and keep accurate record thereof.
• Each new month ensure electronic data transfer from Unisolv to Excel receipts and receipt reversals should be done on staff accounts for the previous month and accurate record should be kept thereof.
• Ensure recons and journals are done on a daily basis where required and accurate record should be kept thereof.
• Comply with the financial year end standard operating procedures.
• When new stores open ensure the following are done:
• Staff Account gets opened for all Directors.
• Open Staff Cash Accounts (3CO).
• Open Dis-Chem Flu and Wellness Debtors Account (Dis-Chem Clinic Accounts).
• Open Script Tracking Levy Write off Account (910007) (Script Tracking (Write Off) Account (Store)) – Script Tracking w/o to income statement.
• Open Script Tracking Levy Write Off Account (910008) (Script Tracking (Write Off) Account (System Error)) – Script Tracking w/o to Medical Aid W/O Account.
• Open Script Medical Fraud Account (910009) (Script Medical Fraud Account).
• Open Medical Aid Write off Account (920007) (Medical Aid Write off Account (Head Office Only)) – eX Medical.
• Medical Aid administrator change account (920008) (Medical Aid Write off Account (Head Office Only)) – eX Medical Administrator.
• Assist with the opening, closing and maintenance of head office staff accounts.
• Ensure journals are done on staff accounts for badges and uniforms.
• Assist with the accurate administration of cash on delivery receipts.
• Assist with invoicing of relevant charges to accounts.
• Assist with credit notes of relevant refunds on accounts.
• Assist with invoicing and Unisolv functions for wellness, flu vaccines, Diabetics, and insurance blood upon clinic request.
• Maintain queries and proof of payment to Debtors Administrators regarding wellness, flu vaccines, Diabetics, and insurance blood.
• Do receipts and invoices for the clinic in regards to Bankmed and Scriptpharm payments.
• Assist with the relevant traces when needed.
• Assist with approval for accounts to be handed over to attorneys.
• Ensure the monthly stats for script tracking and levy recon is sent to the Dispensary Category Manager and printed on the 15th of each month for the previous month.
• Stand in for relevant PLS staff members when they are on leave and assist with opening accounts, receipts, invoice, credit notes and queries.
• Investigate claims that were reported to be fraudulent to a point of payment or resolution
• Stand in for the Debtors Manager when he/ she is on leave.
• Assist with the management of the Debtors Department on a daily basis by assisting them to perform their functions and duties better, productively and more efficiently.
• Assist in ensuring the Debtors Department is fully aware of what is expected of them on a daily basis and that the work load is spread evenly.
• Assist in ensuring the Debtors Department receives the necessary support to function optimally on a daily basis.
• Assist the Debtors Department with any issues and concerns they might have in a professional and productive manner and refer any unresolved or complex matters to the Finance Manager.
• Adhere to Dis-Chem policies and procedures regarding staff performance and/ or non-performance including all other Human Resource functions and duties.
• Assist team members with general queries when needed.
• Ensure leave batches get submitted once a week.
• Assist in procedure to close, clear and reconcile staff accounts on a monthly basis
• Phone Trade References and report to finance manager for approval with application for a Standard Account
• Ensure Heat calls are logged and issued for staff related matters.

Competencies

Essential:

• Debtors Knowledge
• English – Read, write and speak well
• Trustworthy and Honest
• Be self-motivated and deadline driven
• Be able to lead, motivate and inspire others
• Computer Skills – Microsoft Office: Word, Excel, PowerPoint and Outlook. Unisolv and