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Choosing the right finance clerk is an important task in your business - here's how to make the best choice

by , 27 April 2015
Your finance clerk has a very important role in your company and his responsibilities are related to the proper functioning of your financial department.

This because he assists your financial manager in bringing the finance department and functions together. He must do routine clerical, bookkeeping, accounting and administrative work to accomplish the financial reporting functions of the company.

So how do you make sure you pick the right person for the job?

While he reports to the Financial Manager, your finance clerk must be qualified and you have to make sure you took the right decision in hiring him

When it comes to qualifications, he shoud have a certificate, diploma or degree in Business Administration, Finance, Accounting or a closely related field.

His experience should include at least one to two years accounts payable, payroll or other related experience.

His working knowledge has to include:

• Accounts payable and receivable functions;
• Accounting practices – IFRS or IFRS for SMEs;
• Budgetary, accounting and reporting systems;
• Computers and electronic data processing;
• Microsoft Office particularly Microsoft Excel;
• Accounting principles and practices;
• Up-to-date payroll practices; and
• Working knowledge of relevant legislation, e.g.
• Income tax and Value-added tax.
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When it comes to skills and competencies, here's a list we've prepared to help you make the best finance clerk choice:

• Ability to operate the necessary tools and equipment;
• Ability to establish and maintain effective working relationships.

• Ability to perform mathematical computations accurately and quickly;
• Effective oral and written communication; and
• Pressure resilient.

The key responsibilities of this role are the following:

1. Process routine accounting functions;
2. Perform payroll administrative functions; and
3. Perform general accounting duties as required by the Financial Manager.

Main activities of this role
1. Provide efficient finance support service
• Process claims and vouchers for payment;
• Enter invoices and match invoices with purchase orders;
• Verify account codes, signature accuracy for proper assignment of claims;
• Set up new purchase ledger accounts;
• Resolve all invoice and payment queries;
• Carry out supplier statement reconciliations if required;
• Enter receipts and payments in the cashbook and the accounting package;
• Reconcile bank accounts with the cash book and the finance package;
• Oversee and reconcile petty cash;
• Process general journals if required;
• Prepare annual reports if required;
• Assign with budgetary expenditure;
• Act as first line contact with vendors regarding billing problems;
• Maintain vendor records and produce reports;
• Prepare and make bank deposits;
• Perform payroll processing, reporting and quality assurance functions;
• Maintain inventory information, including entering items into the computer system,
recording the removal of inventory items and verifying actual inventory; and
• Keep the financial manager informed of potential accounting and billing problems.

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