Free Sample Accounts Assistant Job Description
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Sample Accounts Assistant Job Description


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Accounts Assistant 1

POSITION:

Accounts Assistant 1

INCUMBENT(S):

Andrew Doe

DIVISION:

Finance and Accounts

ORGANIZATION:

Company ABC

LOCATION:

City ABC

DATE:

June 28, 2013

Approval Signatures:

Incumbent                           Deputy General Manager

RESPONSIBILITIES:

This position is responsible for accurate and timely billing of customers, including the provision of account balances to customers.

This position is required to post invoices to customer accounts, including the application of any applicable discounts.

ORGANIZATION MAGNITUDE (Annualized):

Total ABC Staff:             52

Total Budget                  13,632,993,292

Total Revenues              13,937,536,891

ORGANIZATION STRUCTURE:

This position reports to the Senior Accountant and receives verbal and written direction from this individual.

This position does not supervise or direct any staff (no direct reports).

This position provides indirect guidance to:

·         Dispatch Officers: Client information

·         Sales Officers: Client account/ credit balances

·         Accounts Assistant: Information on following up credit sales

·         Cashier: Follow up of payments by clients

This position receives indirect guidance from:

·         Head of Finance and Accounts

·         Senior Accountant: Authorisation to post transactions (Procedural/technical)

NATURE OF WORK AND JOB SCALE:

Freedom to Act:

This position has work originating from:

·         Accounts

·         PMS

·         TSD

·         Sales Desk

This position provides work to the following individuals, groups and/or departments:

·         Accounts

The work performed by this position is typically reviewed or approved while in progress by the following individual(s):

·         Head of Finance and Accounts

·         Senior Accountant

The work performed by this position is typically reviewed or approved when completed by the following individual(s):

·         Head of Finance and Accounts

·         Senior Accountant

This position has access to the following procedures and/or manuals to assist with completing his/her work:

·         Sales Order/ Invoicing Processing

Challenges:

The position encounters frequent problems related to:

  • Communicating to customers who cannot speak English
  • Long queues of customers waiting to be served

The most difficult problems this position encounters include:

·         Computer and accessories malfunctions

·         Delays in my superiors approving journals leading to customers waiting to receive their statements/current balances

·         Long queues of customers waiting to be served

This position has access to a supervisor and/or other employees in order to resolve the following problem(s):

·         Where customers have insufficient credit on their accounts

·         In case of malfunctioning of the computer and printers

Contacts:

This position has contact with the following individuals, departments and/or external contacts on the following basis:

·         Sales Officer (PMS): to giving information about customer credit limits and check on outstanding debts, on a daily basis

·         Dispatch Officers (PMS): to reconcile all invoices for medicines dispatched with receipts, on a daily basis

·         All customers: various types of contact relating to sales order and invoice processing, on a daily basis

SPECIFIC RESPONSIBILITIES:

·         Ensure accurate and timely billing of customers and invoicing of the customers

o         by the checking the sales order and respective accounts

o         posting of the sales invoice into the computer

o         checking sales orders and verify the client credit limit

o         raising credit and debit notes for customer accounts for items purchased in either TSD or PMS

o         monthly posting of Insulin discounts onto customers accounts

  • Ensure that all trade debtors are aware of their current debit (outstanding balances) with Company ABC

o         running the necessary report on the computer

o         printing of statements

o         sending of statements to the respective clients, by either e-mail or fax

o         direct reading of the account status from the pc and informing the client when they approach the invoice desk

WORKING CONDITIONS:

This position is subject to dusty conditions and an intensive workload (long queues of customers waiting to be served), for approximately 6 hours per day.

QUALIFICATIONS:

Certificate


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