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JOB OUTCOMES AND FUNCTIONS
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1.
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Management of Subordinates
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1.1
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Ensure that all subordinates are performing according to the requirements as set out in their job descriptions / quality operating systems / procedures / work instructions
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1.2
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Initiate Disciplinary action against direct subordinates and ensure second level subordinates are disciplined in terms of requisite Company Policies as and when required
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1.3
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Manage and authenticate all leave requests in line with statutory requirements, Company Policy and operational requirements
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1.4
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Facilitate and promote training and development initiatives in line with operational requirements and Company Policy
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1.5
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Develop and foster staff morale through motivation and leading by example
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2.
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Generate Debtors Statements
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2.1
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Generate and print out customer and branch statements
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2.2
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Give statements
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3.
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Daily Audit Trial Report
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3.1
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Check and balance the audit trial report and sort out accordingly
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3.2
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Ensure that all documents match for each supplier received against prices on the official authorised order ,price extentions,discounts
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3.3
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Ensure that at the end of each month, the suppliers statement, plus any requests for credit are reconciled on a creditors reconciliation statement form in triplicate
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4
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Recosting of stock
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4.1
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Ensure that during the month all documentation is received from the receiving department confirming receipt of goods sent by the branch
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4.2
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Capture payments for invoices received from Durban for goods received
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5.
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Entries into the purchases journal
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5.1
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Ensure the current month’s purchases as per the creditors statement are entered into the purchases journal
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5.2
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Give all copies of the reconciliation statement, together with the suppliers’ statements, invoices and delivery notes to the branch Manager for approval and authorisation for payment
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5.3
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Give all documents, together with the cheques to the Financial Manager for signing
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5.4
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Phone the relevant suppliers to notify them that their cheques are ready for collection or post the cheques to the relevant suppliers
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5.5
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Ensure all documentation are filed in cheque number order
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6.
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Stock Journals
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6.1
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Ensure stock journals are approved by dept. Manager
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6.2
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Process stock journal from the datasheet on computer
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6.3
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Take on new product codes on the computer
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6.4
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Amend product codes when needed
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6.5
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Advise dept. Manager when successfully loaded
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6.6
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Prepare for cut off process all credit notes ,invoices ,stock received
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6.7
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Rum memo reports and attend to any balances in memo
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6.8
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Produce and print stock take reports
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6.9
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Process reconciled stocktake counts
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6.10
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Hand reports back to the dept. Manager for safekeeping
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7.
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Price changes
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7.1
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Update cost and selling rates provided by the Managing Director
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7.2
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Run major price changes to recalculate selling and cost prices
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7.3
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Print the price change audit report for filing
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8.
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Month End
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8.1
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Balance debtors controls for all companies (Industrial & SATO)
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8.2
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Conduct backups to disk and tape
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8.3
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Run month end on computer
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8.4
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Print all month end reports for all branches and statements when balanced
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9.
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Year End
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9.1
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Balance debtors controls for all companies ((Industrial & SATO)
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9.2
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Complete the same procedure as for month
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9.3
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Capture stock discrepancies
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9.4
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Run respective reports
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10.
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Daily / weekly backups/ updates
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10.1
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Conduct daily updates at end of the day
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10.2
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Print out reports and rectify any discrepancies
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10.3
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Conduct backups to disk and tape
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11.
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Filing
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11.1
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File year end reports ,stock evaluation reports ,price charge report
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11.2
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File all documentation in date order
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12.
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Invoices
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12.1
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Genarate invoices
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12.2
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Enter manual invoice onto the computer and print out computer invoices
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12.3
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Give the printed invoices to the filing Clerk
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13.
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Credit Notes
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13.1
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Generate credit note
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13.2
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Ensure credit notes are signed off by the Dept. Manager
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13.3
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Process credit notes onto the computer and print out computer credit note
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13.4
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Give the printed credit notes to the filing clerk
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14.
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Administration
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14.1
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Order computer equipment
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14.2
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Obtain authorisation to order computer equipment
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14.3
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Make out an order for the computer equipment
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1.4.4
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Place order with the relevant company telephonically
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15.
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General computer
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15.1
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Assist MD with any computer work he may pass on
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16.
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Computer Maintenance
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16.1
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Ensure smooth running of all computer equipment
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16.2
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Assist all staff in solving any computer problems they may have
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16.3
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Arrange for outside technical assistance with any major problem
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16.4
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Liaise with Durban regarding any program errors
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16.5
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Maintain a log of all computer problems
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16.6
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Keep records of the date and nature of all computer problems
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16.7
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Train staff when necessary
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17.
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Cash Book
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17.1
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Prepare bank reconciliation
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17.2
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Obtain company bank statement and deposit slips on a daily basis from the accounts department
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17.3
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Enter all desists and payments on the bank statement into the cash book in Accpac
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17.4
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Ensure that all deposit slips are reflected correctly on the bank statement and enter transactions onto Accpac
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17.5
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Any outstanding deposit must be dealt with immediately
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17.6
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File all deposit slips, bank statements and paid cheques
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17.7
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Ensure that a “stop payment “advice is completed for all cheques issued and subsequently cancelled
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17.8
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“Stop payment “advice must be signed by the signatories and given to the bank
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17.9
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If it is claimed that a cheque is lost, ensure that no replacement is given until a “stop payment “advice form gas been given to the bank.
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17.10
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Prepare bank reconciliation as soon as possible after the closing date of the monthly cask books
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17.11
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Ensure that unused cheques are safeguarded at all times
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18.
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General Ledger
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18.1
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Administer the general ledger
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18.2
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Prepare the “posting summary “for the general ledger
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19.
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Petty Cash
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19.1
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Administer petty cash by means of the imprest system
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19.2
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Administer petty cash where the float is reimbursed on a regular basis for any expenditure made
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19.3
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No cheques or loans can be cashed from petty cash
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19.4
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Keep the petty cash box in a safe place and keep locked at all times
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19.5
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Ensure that all payments made from the petty cash float are authorised by the Financial Manager
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19.6
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No payments can be made from petty cash without a petty cash voucher and supporting documentation
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19.7
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Balance the summary by comparing the total spent plus the cash on hand to the original petty cash float and ensure that these two agree
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19.8
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Complete a cheque requisition form in order to request the reimbursement of petty cash float
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19.9
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Make the cheque for petty cash reimbursement out to Berzack Brothers
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20.
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Purchasing
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20.1
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Write up the order for stationary , toiletries etc. in order book and obtain the Financial Manager’s approval and signature
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20.2
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Phone /fax the order through to the suppliers
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20.3
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Hand the original order to the creditors clerk for processing
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21.
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Personnel Files Maintenance
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21.1
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Store staff record files.
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22.
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File Interbranches
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22.1
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Hand statements and invoices from branches over the filling clerk to file
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23.
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Administer incoming mail
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23.1
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Sort through the incoming mail and hand to the relevant department
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23.2
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Ensure the incoming mail has a date stamp verifying the date of receipt
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23.3
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All personal incoming mail to be handed to the relevant staff member
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24
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Reporting
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24.1
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Daily Audit Trial Report
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24.2
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Memo reporting
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24.3
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Stock take reports
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24.4
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Month end reports
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24.5
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Year-end reports
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