Clerk-Accounts Payable_SA

POSITION SUMMARY

 

Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes. Organize, secure, and maintain all files, records, cash and cash equivalents in accordance with policies and procedures. Record, store, access, and/or analyze computerized financial information. Classify, code, and summarize numerical and financial data to compile and keep financial records, using journals, ledgers, and/or computers. Complete period-end closing procedures and reports as specified. Audit cashier banks periodically according to SOPs. Maintain, distribute, and record petty cash, cashier banks, and contracts. Document, maintain, communicate, and act upon all Cash Variances according to SOPs. Act as liaison between property and armored car service or primary banking institution. Participate in internal, external, and regulatory audit processes and ensure compliance with SOPs.

Key Responsibilities:

• Invoice Processing: Receive, verify, and capture supplier invoices accurately into the accounting system, ensuring correct cost-center allocation.
•  Three-Way Matching: Perform matching of supplier invoices against internal Purchase Orders (POs) and Goods Received Notes (GRNs) or delivery slips.
•  Statement Reconciliations: Conduct meticulous monthly reconciliations of vendor statements against the company ledger, identifying and resolving any variances.
•  Query Resolution: Act as the primary point of contact for vendor queries regarding payments, outstanding balances, or invoice discrepancies.
•  Payment Preparation: Compile and prepare accurate weekly/monthly payment batches (EFT runs) for management authorization, ensuring compliance with agreed credit terms.
•  Compliance & Filing: Maintain an orderly and up-to-date filing system for all financial documentation (invoices, statements, and payment proofs) for audit and tax readiness.
•  Month-End Support: Assist the Finance Team with month-end closing procedures.

Follow all company policies and procedures; ensure uniform and personal appearance are clean and professional; maintain confidentiality of proprietary information; protect company assets; protect the privacy and security of guests and coworkers. Speak with others using clear and professional language; prepare and review written documents accurately and completely; answer telephones using appropriate etiquette; ensure that coworkers understand their tasks. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.

Key Competencies & Attributes

•  High Attention to Detail: Exceptional precision when capturing data and spotting double-billing or pricing discrepancies.
•  Strong Communication: Professional verbal and written communication skills for negotiating variances with suppliers.
• Time Management: Ability to work under pressure, prioritize workload, and consistently meet strict payment and month-end deadlines
• Integrity: Absolute honesty and adherence to internal financial controls and confidentiality protocols

PREFERRED QUALIFICATIONS

• Education: High school diploma or G.E.D. equivalent.
• A relevant tertiary qualification in Accounting, Finance, or Bookkeeping is highly advantageous
• Related Work Experience: 2–4 years of proven experience in a dedicated Creditors or Accounts Payable role
• Supervisory Experience: No supervisory experience.

License or Certification: None