Accounts Clerk

Key Duties and Responsibilities

1. Bookkeeping and Financial Records

• Record daily financial transactions accurately, ensuring correct account allocations and proper supporting documentation.

• Maintain the general ledger and organised financial records.

• Prepare sales invoices, credit notes and customer statements, ensuring accuracy and appropriate approvals.

• Process supplier invoices, reconcile supplier statements and prepare payment schedules for approval.

• Maintain accounts receivable and payable records, follow up outstanding customer balances and escalate overdue or disputed amounts.

• Reconcile bank accounts, cash balances and control accounts, investigating and documenting discrepancies.

• Manage petty cash and expense records, ensuring receipts, approvals and spending limits are observed.

• Maintain fixed asset records and assist with inventory reconciliations where applicable.

2. Financial Reporting, Controls and Accounting Support

• Assist with month-end and year-end financial closing, reconciliations, schedules and approved adjusting entries.

• Prepare routine financial reports covering receivables, payables, cash movements and other information required by management.

• Compile payroll inputs and supporting documentation for review and approval.

• Prepare financial records and schedules for tax compliance, audits and management reviews under the guidance of the responsible finance professional.

• Follow established approval procedures, maintain clear audit trails and promptly report errors, unusual transactions or missing documentation.

• Maintain organised electronic records and safeguard confidential company and client financial information.

3. Accounting Software and Client Implementation

• Use QuickBooks, Pastel and Odoo confidently to perform accounting and reporting tasks.

• Gather client requirements and document existing accounting processes.

• Assist the implementation lead with software setup and configuration, including charts of accounts, customer and supplier records, and agreed workflows.

• Clean and prepare data for migration, reconciling opening balances and imported records before client sign-off.

• Test transactions, reports and workflows, document issues and assist in resolving them.

• Train client users, prepare simple user guides and provide first-line support after implementation.

• Escalate complex technical issues rather than making unauthorised or unsupported system changes.

4. Responsible Use of Artificial Intelligence (AI)

• Use approved AI tools to assist with preparing checklists, spreadsheet analysis, explanations and process documentation.

• Independently verify all calculations, account classifications and conclusions generated with AI tools.

• Protect confidential information by avoiding the use of unapproved AI systems and ensuring all financial decisions remain subject to appropriate human review and approval.