Admin and Finance Assistance

JOB PURPOSE

The day to day processing of financial transactions to ensure that municipal finances are maintained in an effective, up to date and accurate manner.

ACCOUNTABILITIES

Administrator and monitor the financial system in order to ensure that the Company finances are maintained in an accurate and timely manner

MAIN ACTIVITIES

1. Assist with preparation of the budget

2. Implement financial policies and procedures

3. Establish and maintain cash controls

4. Establish, maintain and reconcile the general ledger

5. Monitor cash reserves and investments

6. Prepare and reconcile bank statements

7. Establish and maintain supplier accounts

8. Processes supplier invoices

9. Maintain the purchase order system

10. Ensure data is entered into the system

11. Issue cheques for all accounts due

12. Ensure security for all credit cards and verify charges

13. Ensure transactions are properly recorded and entered into the computerized

14. Accounting system

15. Prepare income statements

16. Prepare balance sheets

17. Complete casual payroll functions in order to ensure casual staff are paid in an accurate

18. Verify and code timesheet and hours worked

19. Calculate employee salaries, deductions and contributions

20. Enter payroll information into the computerized accounting system

21. Calculate source and miscellaneous deductions

22. Process pay cheques

23. Update leave and lieu time

24. Prepare, review and file payroll summaries, journals and reports

25. Issue records of employment

26. Provide administrative support in order to ensure effective and efficient office operations

27. Maintain inventory files

28. Monitor and order office supplies

29. Prepare purchase orders

30. Maintain a filing system for all financial documents

31. Ensure the confidentiality and security of all financial and employee files

32. Respond to inquiries

33. Manage the repair and maintenance of computer and office equipment

34. Maintain insurance coverage

35. Maintaining and renewing all the relevant license and other related activities

36. Maintain booking registers

INTERNAL INTERFACES

Quality Assurance Division

EXTERNAL INTERFACES

Vendors

MEASURE OF PERFORMANCE (KEY TARGET)

1. Provide comprehensive training opportunities for employees to enhance their skill, knowledge, and ability in their current position as well as provide for career development for future positions

2. Work is effectively coordinated within other departments

3. Aim to achieve zero Corrective Action Request (CAR) in Quality Assurance Audit and Internal Audit

4. Completing task within targeted schedule

5. Able to communicate effectively with the vendors

6. Maintain and review from time to time job descriptions for all positions in the organizations

7. Maintain, implement and review from time to time an annual staff appraisal system

REQUIREMENTS

Qualifications:

Good Diploma / Degree (Upper Second Class Division CGPA) in relevant Discipline from a recognized institution

Required Experienced / Knowledge:

1. Knowledge of office administration and bookkeeping procedures.

2. Knowledge of accounts payable, account receivable and maintaining general ledgers

3. Knowledge of payroll functions and procedures

4. Ability to maintain a high level of accuracy in preparing and entering financial and payroll information

5. Confidentially concerning financial and employee files.

Computer / Other Skills:

High computer literacy with MS Office including the ability to operate computerized accounting, spreadsheet, word processing programs, and email

Other Considerations:

1. Must be confident with good written and oral communication skills

2. Able to perform organization skills and time management

3. Must have ability to work effectively under pressure

4. Must be self motivated and have ability to motivate others