Accounting Staff

Accounting Staff

Department: Finance & Accounting

Reports To: Accounting Officer / Finance Manager

Employment Status: Full-Time

Position Summary

The Accounting Staff is responsible for providing accurate and timely accounting and administrative support to the Finance & Accounting Department. The position primarily handles accounting data entry, preparation and issuance of cheques, documentation, filing, and monitoring of financial transactions while ensuring compliance with company procedures and proper internal controls.

Key Duties and Responsibilities:

1. Accounting Data Entry

• Encode daily accounting transactions into the company’s accounting system or designated records.
• Enter and update accounts payable, accounts receivable, expenses, collections, and other financial transactions.
• Ensure that all entries are complete, accurate, and properly supported by source documents.
• Review documents before encoding to identify missing or inconsistent information.
• Maintain organized and updated accounting records.
• Assist in reconciling accounting records against supporting documents.

2. Cheque Preparation and Issuance

• Prepare cheques based on approved payment requests and supporting documents.
• Verify payee information, amount, date, and purpose of payment before cheque preparation.
• Ensure that cheque amounts agree with approved invoices, billing statements, or payment vouchers.
• Coordinate the required approval and authorization before cheque release.
• Maintain a Cheque Register documenting cheque numbers, dates, payees, amounts, and payment purposes.
• Release cheques only to authorized recipients and secure appropriate acknowledgment or proof of receipt.
• Monitor issued, cancelled, and outstanding cheques.
• Safeguard unused cheque forms and other payment-related documents.

3. Accounts Payable Support

• Receive and organize invoices, billing statements, purchase orders, and payment requests.
• Check completeness of documents prior to processing payments.
• Monitor due dates and assist in ensuring timely payment of company obligations.
• Prepare payment vouchers and other documents required for payment processing.
• Coordinate with requesting departments regarding incomplete or missing requirements.

4. Financial Documentation and Filing

• Maintain systematic physical and digital filing of accounting documents.
• Organize invoices, official receipts, payment vouchers, cheque copies, deposit slips, and other financial records.
• Ensure that documents can be easily retrieved for audit and management review.
• Maintain confidentiality of financial and company information.

5. Reconciliation and Monitoring

• Assist in checking and reconciling accounting records, cheque records, and supporting documents.
• Monitor outstanding payments and unclaimed or unreleased cheques.
• Identify discrepancies and immediately report them to the Accounting Officer or Finance Manager.
• Assist in preparing periodic accounting reports and summaries.

6. General Accounting Support

• Assist the Accounting Officer in the preparation of financial reports and schedules.
• Assist with month-end and year-end accounting activities.
• Support internal and external audit requirements by providing requested documents.
• Perform other accounting-related tasks assigned by the Accounting Officer, Finance Manager, or Management.

Required Qualifications:

• Graduate of BS Accountancy, Accounting Technology, Management Accounting, or a related business/finance course.
• Previous experience in accounting, bookkeeping, accounts payable, or finance-related work is preferred.
• Knowledge of basic accounting principles and financial documentation.
• Proficient in Microsoft Excel/Google Sheets and basic office applications.
• Strong attention to detail and accuracy.
• Good organizational and record-keeping skills.
• Trustworthy and capable of handling confidential financial information.
• Able to work independently and meet deadlines.