Senior Finance Administrative Officer: Cashbook at Geoscience

Overall Job Purpose : 

• To ensure the effective and efficient- process through financial Administration support for the timeous and correct payment Processing of EFT’s, cheques, bank payments, bank transfers, deposits, and foreign payments of all bank accounts and performing of reconciliation of CGS bank accounts. 

KEY RESPONSIBILITIES

Operations Processes (Cashbook)

•  Capture all relevant documentation on the electronic transfers of the Nedbank inform system
• Ensure that all CGS payments in timely and correct manner
• Ensures that all documentation, EFT’s, Bank cards, bank payments, bank transfers, deposits, and foreign payments of all bank accounts is/are captured in time
• Perform the issuing, recording, reconciliation, replenishment, and safeguarding of petty cash
• Perform input of journal and the reconciliation of petty cash account (R10, 000)
• Process S&T, Creditor’s, salary payments on Ned Inform System
• Capture and Print Batches Salary Payments and posting of batches Bank 01
• Capture all TA Payments (EFT account 02) and Print and post Batches
• Capture all documentation, Print Batches as well as Postings (Month-End)
• Capture and Reconciliation of Absa Main Account, Eft Account, Salary Account
• Capture of direct payments ABSA and Ned bank – capture foreign payments
• Follow up Vat Invoices and sending of Bank statement to Region Offices (Monthly)
• Calculate monies due, receive monies, issue receipts, handle cash, document and verify monies received
• Perform banking and reconcile monies received and banked
• Perform bank reconciliations on a weekly and monthly basis
• Ensure all transactions detailed on the bank statements are accurate and correct with monies deposited and withdrawn throughout the respective period
• Perform duties related to checking posting batches and ensuring all Deposits and Bank deposit is captured on a daily basis
• Confirm and verify that deposits are posted on a daily basis to ensure that the CGS system is updated regularly
• Preparation and processing of Board members’ payment for Board meetings, Trustee, Finance & Audit meetings attendances
• Ensure accurate, relevant, reliable and timeous provision of financial information

Records and Document Management

• Proper upkeep and filing of cashbook batches, EFT batches, payment batches, EFT bank statements, Board member payments and letters on file.
• Maintain accurate records for the issuing and replenishment of petty cash
• Maintain a filing system of all correspondences and documentation relating to Cashbook and Payment processing on the accounting system

Quality Management

• Ensure that controls supporting Cashbook and Payment processing adhered to at all times
• Assist with the maintenance and update of Standard Operating Procedures as and when required
• Report on discrepancies between documents to be filed and transactions processed on the accounting system
• Maintain an audit trail tracking the Cashbook and Payment processing progress
• Adherence to Good Accounting Practices within the area of responsibility

Stakeholder Relations/ Customer Service

• Ensure that queries are resolved within finance unit and report to operations and other support functions
• Assist the internal and external Auditors with queries of the Cashbook and Payment processing
• Communicate with client departments to address inquiries and resolve any arising issues

People Management

• Compile and submit own Personal Development Plan
• Participates in relevant and application training courses, workshops etc as needed/directed
• Contribute to the knowledge exchange or sharing activities.

BEHAVIOURAL ATTRIBUTES AND REQUIRED SKILLS

• Customer orientation
• Communication skills (Oral and Written)
• Teamwork and collaboration
• Problem-solving
• Report writing skills
• Sense of urgency
• Work under pressure
• Computer literate

QUALIFICATION, KNOWLEDGE AND EXPERIENCE

• Grade 12; and
• National Diploma (NQF 6) in Finance or Accounting
• Five (5) years’ working experience in Finance or Accounting environment specifically performing cashbook tasks
• Solid knowledge and understanding of cashbook and payment administration processes
• Knowledge and technical skills or proven expertise in bank reconciliation
• Proficient with Accpac or equivalent financial system
• Fully computer literate with an advanced level of MS Office
• Understanding of PFMA and Treasury Regulations and Guidelines
• Solid knowledge and understanding of financial and administrative procedures
• Ability to exercise discretion in dealing with confidential or sensitive matters
• Confident and able to work on own initiative and with limited supervision
• Strong organizational and planning skills with ability to prioritize