Job Specification:

The Finance Assistant is responsible for providing financial and administrative support in order to ensure effective, efficient and accurate financial and administrative operations.

SCOPE
The Finance Assistant reports to the Financial Contoller and is responsible for providing financial, administrative and clerical services. Providing these services in an effective and efficient manner will ensure that municipal finances are accurate and up to date and that vendors and suppliers are paid within established time limits.

RESPONSIBILITIES
1. Perform the day to day processing of accounts payable transactions to ensure that municipal finances are maintained in an effective, up to date and accurate manner

• Receive and verify invoices for goods and services
• Request invoice approval from relevant internal buyer
• Verify that transactions comply with financial policies and procedures
• Enter invoices into online accounting system for payment
• Maintain listing of accounts payable
• Maintain updated vendor files and file numbers
• Maintain a filing system for all financial documents

2. Provide administrative support in order to ensure corporate card and employee expense transaction records are maintained in an effective, up to date and accurate manner

• Generate and distribute monthly reports of corporate credit transactions incurred.
• Reconcile incurred transactions to receipts
• Follow up on missing receipts in a timely manner

3. Perform the day to day processing of accounts receivable transactions to ensure that municipal finances are maintained in an effective, up to date and accurate manner

• Prepare and distribute customer invoices as requested
• Generate and distribute monthly customer statements of account
• Resolve queries
• Chase overdue debt/invoices and POs

4. Provide weekly timesheet and data admin support to ensure all staff in the business report time in accordance with company guidelines

• Send out weekly reminders of missing timesheet postings
• Ensure timesheet conflicts are escalated in accordance with HR guidelines
• Ensure mapping between time reporting system and project accounting system are maintained
• Notify management team of repeat offenders

5. Create and maintain a proper fixed asset register (inventory of assets)
SKILLS & KNOWLEDGE
The incumbent must demonstrate the following skills:

• English speaking/writing
• Bookkeeping skills
• Excellent interpersonal skills
• Analytical and problem solving skills
• Decision making skills
• Effective verbal and listening communications skills
• Attention to detail and high level of accuracy
• Very effective organizational skills
• Effective written communications skills
• Computer skills including the ability to operate online accounting, spreadsheet and word processing programs, and email at a highly proficient level
• Time management skills

Please Note: This job description describes the principal purpose andmain elements of the job. It is a guide to the nature and main duties of the job as they exist currently, but it is not intended as a wholly comprehensive or permanent schedule.