Maintenance of the purchase ledgers, implementation of the Financial Regulations in so far as they affect the purchase ledger and accurate records are maintained in the accounting system.
Principle Accountabilities
* The Finance Officer is required to oversee the principal tasks of the Purchase Ledger.
* To ensure accurate coding, matching and posting of purchase invoices to cost centres and nominal codes, checking available budget headroom.
* Checking pro-forma orders and ensuring they are processed timely and accurately.
* Oversee coding and input of purchase orders by budget holders, ensuring timely circulation of electronic record to suppliers.
* To compile weekly payment runs for suppliers, student bursary and sundry payments to include detailed checks and reconciliation and production of BACS sheets.
* Processing of Purchase Ledger items paid by direct debit.
* Reconciliation of credit card statements including checking of receipts and evidence of spend.
* Frequent reconciliation of supplier statements to ensure an accurate record and liaising with suppliers to agree amounts due.
* Opening of new supplier accounts and maintenance of supplier database.
* Liaison with suppliers to assist with queries.
* Regular review of the purchase order system to ensure an accurate record is maintained, including month end close down and reconciliation.
* To assist in the record keeping of the Fixed Asset Register, recording asset purchases.
* To assist with procurement activities and tenders, working with the external procurement consultant.
* To adhere to college Financial Regulations, policies and procedures at all times.
* To participate in the annual summer enrolment process including evening rota duties, operation of the till, checking and acceptance of enrolment and other forms.
* To support College policies, procedures and quality assurance systems. To conduct aspects of all duties and responsibilities in line with the Corporation's Health & Safety Policy in the interests of themselves, other colleagues and students.
* To perform any other such tasks, commensurate with the post, as required by the Finance Manager or Chief Financial Officer.
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