We are on the market for an Admin Assistant, on behalf of our client in the Accounting sector. The ideal candidate will be required to perform clerical and administrative support tasks, establish work procedures and standards to improve efficiency and effectiveness of assigned operations. The incumbent will be responsible for ensuring compliance with established organization's standards.
Duties include, but are not limited to:
ADMINISTRATION:
a) Answering telephone enquiries from members and non-members.
b) Ensuring the reception area is manned so that communication is carried effectively with all stakeholders
c) Sending correspondences to members and non-members under the direction of the Administrator or Chief Executive Officer.
d) Processing membership application forms
e) Updates the members' database timeously
ACCOUNTING:
1. Maintains and updates accounting records as follows:
Debtors:
• Reconciliation of member records
• Invoicing members and following up debtors under the administrator’s guidance
• Receipting (manual and Pastel) and banking
• Check balances against accounting receipt records.
Creditors:
• Match invoices with their associated orders and goods received to ensure accuracy
• Pay verified bills for accounts payable
• Conduct maintenance of invoice, payments and attendant document files.
2. Balances receipts and payments.
Bank & Cash:
• Make bank account deposits
• Ensure that all payments and receipts are processed and transactions posted in the cashbook
• Prepare all payments in line with terms before sending out for signatures
• Prepare deposit and cash reports.
General ledger:
• Maintain financial document retention files
• Maintain required business documents and correspondences
• Ensure that reconciliation items are cleared as directed before month-ends.
3. Prepares various accounting summaries and reports. Compiles, maintains and produces statistics and reports as required.
Reporting:
• Assist in year-end audit preparation including required schedules
• Maintain internal control systems
• Comply with relevant reporting requirements
• Maintain complete filing system to support financial records
• Assist the Administrator in the preparation for audit and the production of financial statements, budgets and other financial reports by performing such duties as providing related documentation, preparing various accounting summaries and reports, and compiling statistics.
4. Any other duties as may be given from time to time
General Responsibilities
a. Compliance with security procedures and safety & health regulations
b. Ensure that unauthorised access to firm systems is protected
c. To maintain confidentiality and observe data protection and associated guidelines where appropriate
d. Carry out any other tasks as assigned from time to time by Management