Collections Officer

KEY OUTPUTS

• Fees relating to certification and import license applications collected Receipts prepared and issued 
• Lodgments slip prepared 
• Daily control sheet of fees prepared 
• Cash book maintained 
• Export forms sold 
• Monthly reports prepared 
• Data entry functions performed 
• All valuables secured 

KEY RESPONSIBILITY AREAS

Management/Administrative Responsibilities 

• Prepares monthly reports on fees collected. 
• Prepares daily lodgment slip, relevant documentation and hand over cash for lodgment to the TBLs’ account, to the Supervisor 
• Maintains proper records of all control sheets in date order 
• Maintain receipts issued by the Accounts Department. 
• Ensures all valuables are secured 
• Executes data entry functions 
• Assists applicants with the completion of application forms

Technical/Professional Responsibilities 

• Examines documents presented by customers for the various transaction types (such import and export license , scrap metal license, dealership, certification etc.) ensuring completeness and authenticity of documentation; 
• Inputs import license (walk-in customers), Taxpayer Registration Number for Motor Vehicles and Commodities, Vehicle make and model, chassis number and the year of the vehicle and/or other relevant information from the documentation to appropriately generate a permit number; 
• Inputs Export license (walk-in customers) data to generate permit number
• Advises customers of and collects relevant amount to be paid for the specific transaction; 
• Stamps documents, prepares and signs receipt generated by the TBIS system and issues to the customer for all cash/cheques, debit or credit card ensuring that the amounts received are correct and receipt is properly drawn 
• Ensures payments are debited to the appropriate transaction type;
• Checks and accounts for all cash, cheques, debit and credit card payments received; 
• Reconciles the revenue collected with that recorded on the system and the total for the receipts issued; 
• Checks, signs and maintains custody of exports forms received from the Stock Officer 
• Maintains the cash book on the TBIS and Point of Sale machine
• Prepares daily control sheet of fees collected and balance with receipt book
• Disseminates information to customers 

Other Responsibilities 

• Performs other duties and responsibilities as assigned from time to time by the Director of Finance and Accounts. 

PERFORMANCE STANDARDS

• Receipts prepared and issued upon receipt of all fees/monies/cheques collected 
• Lodgments made in accordance with the FAA Act and relevant guidelines in the relevant accounts within the agreed timeframe
• Cash book entries posted in accordance with the FAA Act and stipulated guidelines in the relevant accounts within the agreed timeframe 
• Accurate receipts posted to TBIS within the agreed timeframe All valuables are locked away in the designated location at all times

REQUIRED COMPETENCIES

Core Competencies 

• Good Oral communication skills 
• Good Written Communication 
• Very Good Customer Service Skills 
• Good Time management skills 
• Good Team work and cooperation 
• Good Interpersonal skills 
• Ability to exercise attention to details 
• Excellent Integrity and ethics exercised in the performance of duties

Technical Competencies

• Good Problem-Solving skills 
• Good planning and organizing skills 
• Technical skills including: 
  • Knowledge of government accounting practices
  • Knowledge of relevant computer applications 
  • Proficiency in data entry and management

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Certificate in Management Studies, Public Administration, Accounting or the equivalent education from an accredited institution 

OR 

• AAT Level 2 Certification 

OR

• Certificate in Government Accounting Level 1 (Modules 1-5)
• Three (3) years related work experience 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Extended hours may be required to meet project deadlines. 
• Ability to work under pressure and with minimum supervision
• Might have to stand for extended periods 

AUTHORITY

• Ensure issuance of accurate receipts 

PLEASE NOTE THAT ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED