Processing Clerk

Job Summary

The Processing Clerk is responsible for providing accurate and timely financial administration and processing support within the Finance Department. The role is responsible for the day-to-day processing and administration of debtors, creditors, cashbook and company credit card transactions.

The position plays an important role in maintaining accurate financial records, ensuring that transactions are correctly captured and allocated, supporting reconciliations, following up on outstanding accounts and queries, and assisting the Finance team with the smooth and efficient operation of the accounting function.

The ideal candidate will be highly organised, detail-oriented and numerically accurate, with the ability to manage multiple transactions and deadlines while maintaining confidentiality and acuracy.

Key Responsibilities

1. Debtors Processing

• Process and accurately capture customer invoices, credit notes and other debtor-related transactions.
• Ensure all debtor transactions are correctly allocated to the relevant customer accounts.
• Verify supporting documentation before processing transactions.
• Maintain accurate and up-to-date debtor records.
• Assist with the allocation and matching of customer payments received.
• Identify discrepancies and escalate unresolved issues to the relevant Finance team member.
• Assist with month-end debtor processing and reporting.
• Ensure all processing is completed accurately and within required deadlines.

2. Debtors Statements

• Prepare and distribute customer statements on a monthly basis or as required.
• Ensure statements accurately reflect outstanding balances and transactions.
• Respond to customer requests for statements and account information.
• Review debtor accounts for discrepancies before statements are issued.
• Ensure statements are sent to the correct customer contacts.
• Maintain proper records of statements issued and follow-ups conducted.

3. Debtors Collections

• Assist with the collection of outstanding customer balances.
• Follow up with customers regarding overdue accounts and outstanding payments.
• Maintain accurate records of collection activities and customer responses.
• Send payment reminders and supporting documentation where required.
• Escalate overdue or disputed accounts to the relevant Finance Manager or Financial Accountant.
• Assist with monitoring the debtors ageing report.
• Identify long-outstanding balances and bring these to the attention of management.
• Maintain professional and courteous communication with customers at all times.

4. Creditors Processing

• Process supplier invoices, credit notes and other creditor-related transactions accurately and timeously.
• Verify invoices against supporting documentation and applicable approvals.
• Ensure invoices are correctly allocated to the relevant supplier accounts, cost centres and/or general ledger accounts.
• Capture supplier payments and maintain accurate creditor records.
• Check invoices for duplication, incorrect amounts or missing information.
• Assist with the preparation of creditor payment runs.
• Ensure supplier invoices are processed within agreed deadlines.
• Maintain accurate and complete creditor documentation.

5. Creditors Reconciliation Preparation

• Assist with the preparation of monthly supplier reconciliations.
• Reconcile supplier statements to the accounting system.
• Identify outstanding invoices, credits, payments and reconciling items.
• Investigate and resolve discrepancies where possible.
• Follow up on missing invoices, credit notes and supporting documentation.
• Ensure reconciling items are appropriately documented and escalated where necessary.
• Maintain proper records of completed reconciliations for review and audit purposes.

6. Creditor Queries & Follow-Up

• Respond to supplier queries relating to invoices, payments, account balances and outstanding documentation.
• Investigate creditor queries and liaise with relevant internal departments where required.
• Follow up on outstanding invoices, credit notes and payment queries.
• Provide suppliers with remittance advices and supporting information where required.
• Escalate unresolved or complex queries to the Finance Manager / Financial Accountant.
• Maintain professional relationships with suppliers and ensure queries are addressed within reasonable timeframes.

7. Cashbook

• Capture and process daily cashbook transactions accurately.
• Assist with the allocation of bank transactions to the appropriate accounts.
• Assist with daily and monthly bank reconciliations.
• Investigate unidentified or incorrectly allocated transactions.
• Ensure all relevant supporting documentation is retained.
• Assist with monitoring bank transactions and identifying discrepancies.
• Ensure cashbook processing is completed accurately and within month-end deadlines.

8. Credit Cards

• Process company credit card transactions accurately and timeously.
• Ensure all credit card transactions are supported by valid invoices, receipts or other required documentation.
• Allocate credit card expenses to the appropriate general ledger accounts and cost centres.
• Follow up with employees for missing receipts or supporting documentation.
• Assist with monthly credit card reconciliations.
• Identify discrepancies and investigate unusual or incorrect transactions.
• Ensure credit card documentation is maintained and filed appropriately.
• Ensure compliance with company policies and procedures relating to company credit card expenditure.

Qualifications

Minimum:

• Grade 12 / Matric.
• A relevant Finance, Accounting or Bookkeeping qualification would be advantageous.

Experience

• 2-3 years' experiencein a Finance, Accounts or Processing Clerk role.
• Previous experience in debtors and creditors processingis essential.
• Experience with cashbook processing and reconciliations.
• Experience with debtors collections and customer account follow-ups.
• Experience dealing with supplier and customer queries.
• Experience with company credit card processing and reconciliationswould be advantageous.
• Previous experience in a manufacturing, logistics, services or similar environment would be advantageous.
• Experience working on an accounting system.
• Good working knowledge of Microsoft Excel.

Key Competencies

• High level of accuracy and attention to detail.
• Strong numerical ability.
• Good organisational and time-management skills.
• Ability to meet deadlines.
• Strong administrative skills.
• Good communication and interpersonal skills.
• Ability to follow up consistently and effectively.
• Ability to work independently and as part of a team.
• High level of integrity and confidentiality.
• Ability to identify discrepancies and escalate issues appropriately.
• Proactive and reliable approach to work.