Accounting Technician (Salaries and Disbursement)

JOB PURPOSE

The incumbent is responsible for the control of payment of fortnightly and monthly salaries and to contribute to the efficient and orderly operations of the Finance and Accounts unit by ensuring the accurate and timely lodgments of funds to the relevant bank accounts and maintaining TBL’s Deposit Holders Account and filing system. 

KEY OUTPUTS

• Salary Information verified 
• Payroll system reviewed and updated 
• Salary records maintained 
• Monthly and fortnightly payroll prepared and balanced 
• Deductions controls register maintained 
• Statutory deductions calculated 
• Payroll reports prepared 
• Deductions reports prepared 
• Deposit holders accounts maintained 
• Journal vouchers and cashier’s daily revenue collection entered to Peach Tree System 
• Monthly and fortnightly staff salary packaged 
• Payment vouchers prepared 
• Updated Utilities register 
• Petty cash payments made 
• Cheques dispatched to payee 
• All accounting documents filed 
• Lodgments made 
• Clients notified

KEY RESPONSIBILITIES

• Checks all the allowance claim forms to ensure that they are accurately calculated and processed accordingly. 
• Prepares the annual returns for Income Tax, NIS, NHT and Education Tax for the relevant statutory bodies and submit them to the Financial Accountant for review. 
• Prepares fortnightly and monthly payroll in accordance with approved salary package. 
• Ensures that advances and overpayment (if any) are promptly recovered. 
• Calculate statutory and authorized deductions and remit to relevant government and financial institutions 
• Prepare deductions reports 
• Prepare payment vouchers in cases of adjustments made to the payroll
• Balances payroll and adjusts monthly summary 
• Prepares costing for all retroactive payments due to fortnightly and monthly paid employees including those resulting from reclassification /upgrade or new heads of agreement. 
• Effectively maintain salary deductions control register 
• Ensure that all source documents are noted and placed on file for retrieval 
• Prepare all relevant salary particulars including P24, P45 salary leaving and pension particulars requested by employees. 
• Provide letters to employees in respect of salary particulars, contributions and other deductions. 
• Files information pertaining to memoranda and deduction orders received
• Records data concerning transfers and resignations of employees
• Review employees status, assignments, rates of pay and benefits.
• Packages monthly and fortnightly salaries and submits to be disbursed
• Checks and records Deposit Holders Deposits to Peach Tree System
• Prepares and submits invoices to Deposit Holders 
• Prepares and submits monthly statements to Deposit Holders
• Checks and verifies Deposit Holders request 
• Prepares all payment vouchers and submits to checking and certifying officer for signature 
• Enters journal vouchers and cashier’s daily revenue collection to Peach Tree System 
• Prepares monthly Invoice for payment of Revenue to TAJ and AGD
• Prepares and submits utilities bills to Accountant to process payment 
• Dispatches salary deduction cheques to the relevant agencies and ensure they are properly recorded and signed for 
• Assists in the preparation of audit schedules 
• Maintains Petty Cash Imprest, making authorized petty cash payments and obtain petty cash reimbursement when necessary 
• Prepares monthly lodgments for TBL’s bank accounts, 
• Issues cheques to payees upon proper identification 
• Performs cashier duties in the absence of the incumbent 
• Lodges amounts received to the relevant bank account promptly and ensures that the amounts received are correct and receipts properly drawn 
• Ensures that payees are advised promptly whenever cheques are ready in order to eliminate the possibility of holding stale-dated cheques 
• Records journals vouchers submitted by Finance Manager for payroll, depreciation, revenue collection and bank charges on a monthly basis and other adjustment journals 
• Maintains Utilities Register 
• Files accurately and timely all accounting documents including Bank Statements, Accounting Statement, Deposit Holders Lodgement/receipt slips, Revenue Collection and Payment Vouchers. 
• Ensures that Deposit Holders account balances are kept at a minimal level
• Processes deposit account application request for prospective customers
• Customers notified to collect cheques within the agreed timeframe

Other Responsibilities 

• Performs any additional duties that may be assigned from time to time 

PERFORMANCE STANDARDS

• Salary, NIS, NHT, Education Tax returns are accurately prepared and submitted for review in a timely manner 
• Statutory and authorized declarations paid over to relevant government and financial institutions. 
• Payroll for all employees is accurate. 
• Payroll system is effectively maintained. 
• Advances and overpayment of salaries (if any) recovered in the required timeframe. 
• Established deadlines, targets and quality standards are consistently met.
• Deposit Holders accounts are updated on a daily basis or as otherwise agreed 
• Utilities payment request is prepared and recorded within the agreed timeframe 
• Monthly and fortnightly salaries packaged and submitted to Office Attendant in a timely manner. 
• Retroactive payments for employees are accurately calculated
• Appropriate identification is requested at all times when disbursing cheques
• Documents filed accurately and in a timely manner
• Statements for deposit holders are prepared and dispatched in a timely manner 
• Deposit holders accounts are accurate and updated in a timely manner
• Confidentiality and integrity are exercised and maintained 
• Established accounting policies, procedures and guidelines are adhered to 
• Lodgements made in accordance with the FAA Act and relevant guidelines in the relevant accounts within the agreed timeframe 
• Cheques issued timely and in accordance with the established standards and ensuring proper identification are submitted upon disbursement of cheques 
• Customers are notified to collect cheques within the agreed timeframe. 
• All anomalies are documented and promptly brought to the attention of the Finance Manager.

REQUIRED COMPETENCIES

CORE COMPETENCIES

• Strong Oral communication skills 
• Strong Written Communication skills 
• Excellent Team work skills 
• Commitment to service quality 
• Strong organizing and time management skills 
• High level of Compliance 
• Goal/ Result oriented 
• Strong Interpersonal skills 
• Sound Judgement skills 
• Highly confidential 
• Good problem solving and analytical skills 
• High level of Integrity and ethics exercised in the performance of duties

TECHNICAL COMPETENCIES

• Excellent use of Initiative 
• Efficiency at the intermediary level in use of technology (such as Microsoft office applications, database management, etc.)
• Excellent numeracy and computation abilities 
• Proficiency in Accounting Packages such as Peachtree/SAGE, Turbopay, IPS, Microsoft Excel and Word
• Sound knowledge of: 
  • Government of Jamaica Accounting Procedures
  • Financial Administration and Audit (FAA) Act 
  • Public Bodies Management and Accountability (PBMA) Act,
  • Generally Accepted Accounting Practices, 
  • International Financial Reporting Standards (IFRS)
• Sound knowledge of accounting principles and practices 
• Sound Knowledge in payroll administration 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• AAT Level 3; OR 
• ACCA-CAT Level C/Level 3; OR 
• ACCA Level 1; OR 
• NVQJ Level 3, Accounting; OR 
• Diploma in Accounting from an accredited University or Community College; OR 
• Associate of Science Degree in Business Studies/Business Administration from an accredited tertiary Institution; OR 
• Associate of Science Degree in Accounting from MIND OR 
• Diploma in Government Accounting from MIND OR 
• Government Accounting Levels 1, 2 & 3 from MIND 
• BSc. Degree in Accounting or Management Studies with Accounting; OR
• BBA Degree; OR 
• Successful completion of 3 years of any of the Bachelor’s Degree programmes mentioned above. 

AND 

• Three (3) years’ related work experience, preferably within a government institution 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Extended hours may be required to meet project deadlines. 
• Ability to work under pressure and with minimum supervision
• Typical office environment, no adverse working condition 

AUTHORITY

• N/A

Please note that only shortlisted applicants will be contacted.