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How to Reconcile Purchase Ledger and Supplier Invoices - DOC

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How to Reconcile Purchase Ledger and Supplier Invoices - DOC Powered By Docstoc
					                          JOB DESCRIPTION FORM

                     Finance Assistant
JOB TITLE:
                     Vacant
JOB HOLDER:
DEPT/SECTION/        Finance/Purchase Ledger
TEAM
REPORTS TO:          Mina Mistry
(Name & Title)       Purchase Ledger Supervisor
DATE                 17th December 2009


1.   JOB PURPOSE:


To ensure that suppliers are paid in a timely manner.

To reconcile supplier statements.

To provide cover to meet the objectives of Cashiers as required.

To attend staff meeting when appropriate and to be available for supervision as required




2.   DIMENSIONS:


Jewish Care has approximately 1000 regular active suppliers

Approximately 23,000 invoices were processed last year

Approximately 3,500 payments were processed last year

Approximately 11,500 supplier enquires were dealt with last year

Support all administrators and central departments (Approximately 100)




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3.   ORGANISATION:


Jewish Care is a charity and the largest provider of health and social care services to the Jewish
community in the UK. Our services are tailored to meet individuals’ specific care needs, and we
provide a culturally specific service with staff from a variety of ethnic and religious backgrounds.



                                    Senior Manager Finance Systems



                                      Senior Purchase Ledger Clerk



                                         Purchase Ledger Clerk




4.   PRINCIPAL ACCOUNTABILITIES / RESPONSIBILITIES:

To assist in the preparation and processing of payments to creditors in accordance with
agreed procedures together with associated tasks.

The completion of all control procedures, documentation, filing etc associated with undertaking
the above tasks.

The preparation of supplier reconciliations on a timely basis to ensure that we paid suppliers
correctly.

To liaise with suppliers and internal departments in resolving their queries in a courteous
manner.

To assist with checking all purchase order transactions posted to the ledger to verify the
posting and to amend where necessary and also to post Purchase and General ledger
transactions as required.

To provided assistance in updating the Finance procedures manual as required.

To keep all financial records properly filed and safe in accordance with the Charity’s
procedures.

To check and process petty cash returns and bank lodgements.

To maintain confidentiality at all times.



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To carry out any other reasonable duties as requested by the Purchase Ledger Supervisor or
other designated senior staff.


5.   JOB KNOWLEDGE, SKILLS & EXPERIENCE

To understand the basis principles of reconciliation.

To have a minimum of two years experience in a simlar post.

To have experience of our financial software.

To be able to work in a team as well as individually.

To be able to communicate clearly both verbally and written.

To be able to compose own correspondence and reports.

To be able to deliver a high quality of customer service.

To be able to work under pressure and to deadlines.

To be able to demonstrate continued attention to detail and accuracy.

To be self-confident and willing to take responsibility.

To be able to prioritise and manage own workload.

To have excellent numeracy skills.

To be highly proficient in all aspects of MS Office.




6    JOB CONTEXT:

Support resources and other central departments with financial transactions and information.

Work in an open plan office environment.

Help administrators with financial issues.

Monthly deadlines have to be met.

Inform and help administrators comply with current procedures.

To fit in to the Overall Finance team.




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7.   JOB CHALLENGES:

To produce a faultless payment run straight out of Agresso. This means getting all
administrators to post invoices and credit notes correctly and on a timely basis. To have all
documentation in place and available to be checked as required.

To make sure that all payment run deadlines are met.

To recononcile all supplier accounts on Agresso with supplier statements.




8      KEY RELATIONSHIPS:

As required contact with line manager and monthly one to ones.

To help other members of the department as required.

Daily contact with administrators/departments and suppliers as required.




9.     KEY RELATIONSHIPS DECISION MAKING AUTHORITY:

Prioritising and managing work load.

To make decisions within the scope of your authority regarding suppliers and processing of
invoices and payments.




10. ADDITIONAL INFORMATION:

Hours per week – full time (36¼, Monday to Friday).

Willingness to be part of a multi-cultural environment.

Empathy with the aims of Jewish Care.

Able to work to Jewish Care’s values and behaviours.

Willingness to work flexibly.



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To undergo appropriate training as available and determined in conjunction with senior
members of staff.

To be aware of and comply with safe working practices as laid down under the Health and
Safety at Work Act and as applicable to the Head Office procedures.
To attend regular fire drills and other training as required.

To make the Health and Safety Offoce aware of any defects in the building, plant or
equipment.

To ensure that any accidents to clients, staff or volunteers are reported in accordance with
correct procedures.




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