Purchase Ledger Clerk

1.     JOB DETAILS

 

Job Holder

 

Job Title              

PURCHASE LEDGER CLERK

Immediate MANAGER       

GROUP FINANCE OPERATIONS CONTROLLER

   

 

2.   JOB PURPOSE

 

The Purchase Ledger Clerk role is responsible for the timely and accurate preparation and loading of all invoices and credit notes onto the ledger, the allocation of all payments and the reconciliation of supplier statements to the ledger.

The Purchase Ledger Clerk reports to the Finance Operations Controller and is required to effectively communicate and co-ordinate with, Regional Managers, Accounts Department, senior MFG Management, and all other head office departments and personnel.  

The Purchase Ledger Clerk will assist the accounts department as required with various ad hoc financial accounting, analytical and reporting tasks. The Purchase Ledger Clerk may also be required to assist other departments with financial and administrative activities from time to time.

Role Development

In the medium term, the Purchase Ledger Clerk should be looking to take a more active role in the development of the Purchase Ledger. In particular, in improving the efficiency and timeliness of data and the flow of information.

 

The Purchase Ledger Clerk will become responsible for suggesting improvements to and developing aspects of the Purchase Ledger process and SAGE 200 set up. Key areas for improvement are with respect to the streamlining and automation of processes. The Purchase Ledger Clerk should also develop Sage 200 skills.

The Purchase Ledger Clerk should also develop accounting skills and practical skills through the shadowing of other Finance Department members and covering essential roles through periods of sickness or annual leave.

 

Group Finance Operations Controller

 

 

Finance Director

 

Purchase Ledger Clerk

 

 

 

3. Organisation Chart Financial

4.   MAIN ACCOUNTABILITIES

  • To arrange for all Invoices/Credit Notes to be appropriately authorised by appropriate signatories within the business.
  • To code and accurately post all Invoices/Credit Notes which are appropriately authorised.
  • To ensure that all Payments are correctly allocated.
  • To ensure that all Purchase Ledger Accounts are reconciled with supplier statements/payments.
  • To manage the historic Purchase Ledger – regularly investigating and clearing Debit Balances and other outstanding historic items.
  • To post entries on to the Fixed Asset System

 

Projected Accountabilities

  • To suggest improvements to and further develop the Sage 200 Purchase Ledger process.
  • To take ownership of preparing the suggested weekly payment run.

 

5.   WORK CONTEXT

 

The post is based at MFG’s Head office in St. Albans but, on rare occasions, some business travel may be required.  Additional hours may also be required to be worked from time to time over the contracted working hours to ensure that needs of the business are met. 

 

6.   LEVEL OF AUTONOMY AND DECISION-MAKING

The post holder is required to make decisions on their areas of responsibility detailed in 4 above. The post holder has a zero limit for revenue expenditure and capital expenditure.

7.   COMMUNICATIONS

Main internal contacts of the post are:

  • Finance Operations Controller
  • Accounts Department
  • Regional Managers
  • Other Head Office Personnel

The main external contacts of the post are:

  • Contract Managers
  • Third Party Suppliers

A variety of communication methods will be used

8.   COMPLEXITY

The main sources of complexity are:

  • To prepare, using a variety of Spreadsheet modules, Invoices for uploading onto Sage
  • To co-ordinate workload to achieve complimentary and competing deadlines.
  • To co-ordinate a number of different process flows dependent upon the type of charge.

9.   KNOWLEDGE AND SKILLS REQUIRED

=        Relevant degree, some relevant work experience desirable but not essential

OR

Educated to A level standard with 3-4 years relevant experience

=        An understanding of the trading accounting process.

=        An understanding of accounting reconciliation techniques.

=        An understanding of Sage 200 processes.

=        Good excel skills

=        Accustomed to processing in a high volume environment

=        Experience of processing Utility invoices.

=        Effective communication skills; verbal, electronic and written.

=        Computer literate with solid working knowledge of Microsoft Office (including Excel to Intermediate level)

=        Excellent organisational skills with the ability to prioritise tasks and to work to deadlines.

=        Ability to achieve targets whilst maintaining accuracy.

=        Ability to develop positive working relationships with colleagues and external contacts.

=        Analytical and problem solving skills.

=        Excellent numeracy skills.

=        Rational decision making.

=        Strategic thinking.

=        Having a “can do” attitude and a flexible approach to achieving team priorities.

=        Willingness to learn and develop

=        Robust character capable of working in a dynamic and changeable environment