Job Description –AP and AR Clerk

Position : Accounts Payable (AP) and Accounts Receivable (AR) Clerk
Department : Finance
Band : B
Location : Cape Town
Reporting to : Accounts Payable and Accounts Receivable Controller

Your role at ARC:

As the Accounts Payable and Accounts Receivable Clerk your role will involve assuring that supplier reconciliations are prepared timeously, supplier payments are completed withing term, all reconciling items addressed timeously and correctly. You will also be responsible for ensuring that the debtor’s book is effectively managed and that debtor receipts are received within term. You will be required to follow up with suppliers and ensure all source documentation is properly maintained and that the sundry income worksheets are accurately maintained.

You will be an important player in the finance team providing excellent service and administrative support to stakeholders and will ensure adherence to all financial controls and procedures to mitigate risk.

You will provide accurate, reliable and trusted information to the business to enable sound business decisions and will provide support to the Accounts Payable Controller as required to achieve successful business outcomes.

Key Responsibilities:

Business Performance

• Complete creditors reconciliations per suppliers assigned to you. Ensure that they are completed monthly, accurately, balanced to the LS account and within the agreed time frames.
• Assure that all suppliers assigned to you, are correctly accounted and that they are paid as per the agreed terms and that the LS supplier accounts are reconciled monthly to the supplier statement, or invoices if applicable. The movement on all supplier accounts must be balanced and reconciled at the end of the month incurred.
• Assure that all payment entries are correctly allocated to accounts payable transactions on LS.
• Timeously address all reconciling items at month end, and ensure that any price variance, carton discrepancy and any other variance is addressed and resolved with all stakeholders.
• Check supplier amounts loaded for payment against the reconciliation and assure that payment amounts agree.
• Timeously address any query raised by those suppliers under your control and ensure adequate and proper communication with all stakeholders and ensure queries are appropriately addressed and any errors timeously corrected.
• Under the guidance of the Accounts Payable Controller
o Prepare and maintain the monthly sundry income tracker and liaise with the buying department and other stakeholders to ensure that the tracker is properly maintained and communicate as required with suppliers to agree income amounts.
o Manage the Debtor accounting environment including the invoicing of sundry income based on signed off PO’s, other relevant source documentation and agree sums with buying and marketing department.
• Ensure for all supplier accounts allocated to you that the creditors age analysis is correct and any issues are timeously addressed.
• Ensure that all items included in the finance month end checklist as delegated by the accounts payable and receivable controller, and the finance manager are completed, accurately and completely within the required time frame.
• Ensure the matching, receipting and allocation of all debtor values.
• The data capturing and the maintenance of accurate records for all debtor accounts.
• Follow up and resolve all queries and issues.
• Prepare, review and ensure debtor’s reconciliations are timeously completed and accurately maintained.
• Prepare the debtors age analysis and ensure that all accounts within term and ensure timeous payment by all debtors.
• Communicate with the marketing and merchandise departments to ensure that the debtors environment operates in a seamless and professional manner.
• Assist with preparation of year-end audit as required.
• Continually search for value adding strategies to benefit the company.
• Strong financial acumen and execution in the preparation and capturing of financial information.
• Ensure goals and deadlines are consistently achieved.
• Proactively participate in upgrading internal controls and the adherence to these controls.
• Assist with ad-hoc projects and duties as required.

People Management

• Manage own personal development through your PDP (Personal Development Plan). Request training and feedback on performance and strive to improve based on these interventions.
• Consistently live the LipStick values and adhere to these values.
• Take personal responsibility for all issues facing the department and work as a team.
• Communicate with your line manager regularly and make recommendations on improving efficiencies in the department.


COMPETENCIES

• Attention to detail
• Working and analysing data.
• Deciding and Initiating Action
• Working with People
• Communication and influence
• Planning and Organising
• Process orientation
• Problem solving
• Adapting and responding to change
• Analysing
• Performance focus
• Business acumen

Minimum Requirements:

• At least 3 years relevant experience
• Good Excel skills
• Relevant experience in the retail industry
• Relevant tertiary qualification is advantageous