Accounts Clerk

9.89 GBP Hourly
30 Sep 2017
14 Oct 2017
Contract Type

You will provide transactional financial support for businesses within the Campus & Commercial Services Group, ensuring all Sales and/or Purchase invoices, orders and internal financial transactions are raised and processed accurately and to strict timescales.

Duration of the role is 4-6 weeks.

Duties and responsibilities

• Liaising with the relevant commercial departments to ensure all billing is processed accurately and in a timely manner for both internal and external customers (working with the appropriate systems used by the various departments). This may include requesting credit checks, new customer set ups, reviewing sales orders for completeness & accuracy before raising invoices and/or credit notes. Responding to any queries relating to the billing process. Ensuring compliance with Financial Procedures.
• Where necessary ensuring all Direct Debit forms are collated, submitted to the Bank to be set up ready for collection.
• Sending out invoices on a timely basis ensuring that all queries are resolved within agreed timescales, including a final check of printed invoices prior to posting.
• Uploading sales invoices onto third party systems to aid swifter payment.
• Checking internal billing for correct cost codes.
• Liaise with Credit Control and the departments regarding unpaid invoices as required.

• Creating SAP purchase orders for all purchasing within the relevant commercial department within agreed timescales, ensuring accuracy of content, value and coding.
• Matching invoices to purchase orders, ensuring goods receipted and released in SAP before submitting to Central Finance for payment.
• Prepare Opera requisition orders in line with agreed guidelines and ensure these are turned into valid purchase orders.
• Checking manual purchase invoices to goods receipt notes and coding for SAP, for final approval.
• Liaise with Purchasing Co-ordinator eProcurement to resolve any pricing issues.
• Updating Pricing Templates
• Update all relevant templates within the system in use, in relation to charge types and corresponding elements e.g. Kinetic or CRM.
• Ensure any new charge types have been correctly set up and that corresponding materials, valid cost and project codes are set up within SAP.

General Administration
• Collating and filing internal trading invoices / recharges, ensuring sign off by budget holders.
• Ordering stationery, PC's, office equipment as and when required and monitoring stock levels.
• Organising travel and accommodation and being first point of contact for any queries.
• Maintaining office records and collecting and distributing daily post.

Weekly / Monthly Reconciliations and reports
• Reconciliation of payments to invoices raised and clearing of the corresponding ledgers as appropriate.
• Monitor and record credit notes raised on a weekly basis to highlight any areas of concern.
• Liaise with Credit Control and the departments regarding unpaid invoices as required.
• Monthly reconciliation and processing of the corporate card expenditure using the BizApps system.
• Collate and reconcile all cash and credit card reports to SAP on a weekly basis, liaising with the relevant department to ensure all cash is banked in a timely manner.
• Prepare, review and resolve any outstanding issues on the un-matched delivery report (GR-IR) to ensure that there are no outstanding items more than 6 months old.
• Reconcile all supplier statements on a monthly basis to ensure all invoices are paid and credit notes taken.
• Provide accruals and prepayments for the relevant department for month and year end financial accounts with supporting information for audit purposes.
• Additional duties as determined by the Line Manager

Skills and experience

• A good standard of education including passes in mathematics and English at GCSE Level
• Experience of working in a finance related role with evidence of processing high volumes of transactions.
• A good understanding of finance processes in terms of Sales, Purchasing and expenditure.
• Ability to communicate at all levels, creating effective working relationship with staff within the university and externally both orally and in writing
• Excellent attention to detail with a high degree of numerical accuracy
• Ability to prioritise tasks effectively and to escalate queries when necessary
• Good IT skills; ability to use spreadsheets, Word documents and MS Outlook email.
Experience of large finance systems, preferably SAP (and OPeRA) is desirable.