SUMMARY:
Personnel Assistant
POSITION INFO:
PA to Two Directors
Grade 12
Secretarial diploma OR
5 years of secretarial experience
Required Computer Packages
Microsoft Office (advanced level)
GreatSoft (advantageous)
Skills, Competencies, and Experience Required:
Skills
Communication skills
Interpersonal skills
Advanced typing skills
Organizational skills
Client service skills
Telephone skills
Competencies
Computer literacy
Confidentiality
Ability to prioritize and manage workload
Accuracy and attention to detail
Basic accounting knowledge
Key Duties and Responsibilities – Key Performance Indicators
- Management of incoming and outgoing mail & email
- Electronic diary management
- Typing of client correspondence
- Typing of invoices
- Typing of credit notes
- Sending statements
- Debtor’s recons
- Keeping debtor''s age analysis up to date with payments and following up with clients
- Filing of documents on CDM
- Dealing with clients'' telephonic and personal queries
- EME certificates
- Maintaining client database
- Financial Statements - printing of financial statements, sending to clients for signature, sending signed copies for their records, and preparing minutes and resolutions (trusts).
- Following up on outstanding signed documentation (engagement letters, tax returns & financials)
- Updating directors locking lists.
- Maintaining the director''s timesheets
- Trust Work
- Preparation of various documents for new clients
- Assist the directors with valuations when necessary
- Preparation of quotes
- Compliance with the firm’s System of Quality Management (SOQM), policies and procedures.
- Compliance with the firm’s Employee Code of Conduct, which consists of the firm’s HR policies, SAICA, IRBA, and IESBA Codes of Conduct.
- Typing of financials when needed
- Maintaining the “financials tracker/income tax return” spreadsheet
- Update PA register for all incoming signed financials
- Update AUP (agreed upon procedures) locking register
