Accounting Assistant

SPECIFIC ACCOUNTABILITIES

The Accounting Assistant (Accounts Payroll):

• Assists the Manager-Financial Accounting in ensuring that all policies and procedures are adhered to for payroll function.
• Ensures that the Human Resource Department submits all notification for additions/deletions of employees from the employee master file.
• Ensures the payment of salaries to all employees both monthly and fortnightly paid payrolls are in accordance with contractual and statutory requirements, and are duly authorized by Human Resource Department.
• Ensures that only authorized time and attendance records and pay sheets are received from all operating units and there are no duplication of payroll transactions.
• Reviews and verifies all transactions processed by the Payroll Clerk I and II to ensure the accuracy and completeness of the entries within the accounting/payroll system and the compliance with accounting standards, notifications from Human Resources Department. These includes suppliers invoice packages, employee pay-sheets, receipts, general journals, pay record cards/files, audit schedules, printed cheques, ACH Transactions, etc.
• Performs backup of payroll application in collaboration with Information Technology and Information System Department.
• Ensures that all files are maintained for payroll and secured from unauthorized users.
• Ensures all company transactions are processed/unpatted accurately in the accounting system and ensures the completeness, reliability and relevance of all department reports and information.
• Prepares Medical and Pension Reports for the Industrial Relations Department on payments remitted monthly.
• Ensures that daily cheque register is maintained and balanced on a daily basis.
• Verifies all completed of worksheets and approved payments for arrears for salary – arrears of allowances, overtime, etc.
• Verifies all completed worksheets and approved payment for prepared gratuity payments calculations for officers on contracts.
• Prepares TD4’s for employees by the last day of February of the following year from the current year end.
• Ensures the posting of all transactions in the accounting systems on a daily basis.
• Reviews and ensures the submission of all Statutory Deductions and remittance to respective statutory/financial institutions within the established deadlines and in accordance with policies/instructions.
• Assists in year-end stock counts.
• Performs any other duties as assigned by the appropriate Authority.
• Reviews and approves all department reports, reconciliations, statements, etc.
• Monitors and reviews of departmental and staff performance to ensure targets are achieved.
• Identifies, recommends and implements necessary corrective action as required.
• Supervise and guide staff to ensure compliance with work schedules and ensures that all members of staff have a clear understanding of their objectives and deliverables.
• Sensitize and advise relevant stakeholders of the Authority’s procedures, protocols and processes.
• Liaise with heads of department and external agencies to ensure the resolution of queries, issues and inefficiencies that affects departmental objective and deliverables.
• Liaises with both internal and external auditors to resolve all audit queries.
• Assists in the coordination of both internal and external audits at the Finance Department.
• Makes recommendations for the improvement of the department’s existing controls and procedures.
• Verifies annual budgets (estimates) for consulting and contracted services.
• Prepares monthly payroll report, overtime reports, payroll estimates, overpayment report and any other analytical reports on payroll transactions as required.
• Performs other related duties as may be required by the appropriate Authority.

KEY KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of professional accounting software packages.
• Ability to direct and perform with a considerable volume of detailed work.
• Ability to understand and carry out oral and written instructions of some complexity.
• Knowledge of modern office practices, procedures and can operate standard office equipment.
• Knowledge of organization functions, departmental rules and applicable regulations.
• Ability to make arithmetical computations.
• Effective communication skills, both oral and written.
• Ability to learn assigned tasks readily and can adhere to prescribed rules and regulations.
• Ability to assign, supervise and review the work of subordinate employees.
• Ability to develop and monitor work schedules.
• High Analytical and investigative skills.
• Ability to establish and maintain effective working relationships with other colleagues and members of the public.

MINIMUM TRAINING AND EXPERIENCE

• Training as evidenced by completion of Level 1 ACCA and or equivalent.
• Knowledge of financial, statutory, tax, labour/industrial relations regulations and laws.
• Computer Literate in Microsoft Office Suite especially in Microsoft Word and Excel.
• Practical experience in established accounting software.
• At least five (5) years’ experience in a similar position or in an accounting environment, with at least two (2) years of auditing/supervisory experience.
• Any equivalent combination of training and experience.

SUPERVISORY RESPONSIBILITIES

• Clerk II
• Clerk I
• On The Job Trainee

COMMUNICATION AND WORKING RELATIONSHIPS

Internal:

• Manager-Financial Accounting
• General Manager-Finance
• General Manager-Human Resources
• Other members of Management Executive Team
• Other members of Management Team
• Manager-Cost and Management Accounting
• Manager-Purchasing and Logistics
• Central Purchasing Unit
• Staff in Head Office and Administrative Units

External:

• Ministry of Health personnel
• Other Governmental Ministries
• Other Regional Health Authorities