Accounts Assistant Decision Maker- Medical Devices Ivdr Quality & Risk Officer

Accounts Assistant (45-25)

Job Type

Permanent Full-Time

Remote Work Option

Hybrid

Category

Finance

Location

Santry. Dublin 9

Job Grade

Level B

Job Details

JOB DESCRIPTION

JOB TITLE:Accounts AssistantDIVISION:Corporate ServiceDEPARTMENT:FinanceREPORTS TO:AccountantGRADE:Level BREF 45-25FULL TIME / PART TIME:Full TimeSTATUS:
 PermanentLOCATION:Santry, Dublin – hybrid working option available

Job Overview

The Finance Department provides a financial, decision making and administrative support service to all parts of the Authority. It has a primary role in the production of accurate and timely financial reports for management and publication. It also has a lead role in the development and maintenance of the internal financial control environment of the organisation, safeguarding the assets of the organisation and ensuring adherence to all compliance and taxation requirements of a state body.

As a general Finance position, the role will be allocated to a specific activity. Areas of activities range across Accounts Payable, Accounts Receivable and General Ledger. This will be subject to change depending on the Finance departments requirements and will provide an opportunity for development across a range of financial services. The initial primary focus will be in the area of Accounts Payable.

The Accounts Assistant will also work with the broader finance team in relation to a wide variety of tasks including absence cover, fixed asset management, systems development and various projects shaping the role of the finance function.

Key Tasks and Responsibilities

All tasks to be delivered in line with internal controls and procedures and in accordance with Revenue regulations.

The key responsibilities of the Accounts Assistant will include but are not limited to the following:

Accounts Payable - performance of task or providing cover when required

Creditors

• Processing supplier invoices ranging from, checking compliance with NSAI’s procurement procedures, recording of primary source information, obtaining appropriate approval, to the eventual payment of the supplier and in line with Revenue obligations.
• Dealing with queries from suppliers.
• Bank Reconciliations and petty cash.
• Leading and directing the operation of the payables function covering creditors and employee travel & subsistence expenses.
• Supervision of expenditure controls, authorisation process and payment of suppliers and travel & subsistence.
• Review & verification of supplier account set-up.
• Ensure that the current bank account is funded for payments by processing inter- account bank transfers.

Employee expenses

• Processing employee travel and subsistence claims in line with current policy and Departmental circulars. Verifying receipts to relevant claims.
• Processing of payments.
• Liaising with staff in relation to expense queries.
• Liaising with managers in relation to expense queries

Ledger maintenance & other

• Overall responsibility for the AP month end and year end close and reconciliations.
• Preparation of month-end accrual reports for employee expenses and supplier invoices.
• Provision of information to internal & external auditors.
• Completion of withholding tax and relevant contracts tax returns.
• Prompt payment reporting.
• Integra AP superuser.
• Bank Reconciliations - Review and sign off of bank reconciliations and providing cover when required.

Accounts Receivable - performance of task or providing cover when required

• Assisting Accounts Receivables to achieve its overall objectives through:
• Debt collection - calls to customers
• Liaising with customers and internal divisional representatives in order to resolve any Accounts Receivable queries in a timely manner
• Issue of invoices and statements
• Taking credit card payments from debtors
• Debtor Ledger maintenance (eg set up accounts, addresses, etc)
• Provide cover for posting of receipts
• Assisting Accounts Receivable achieve its debtor days and cash collection targets
• Overall responsibility for the AR month end and year end close and reconciliations
• Provision of information to internal & external auditors.
• Perform other duties as may be assigned from time to time to the role.

Fixed Asset management

• maintaining a fixed asset register that is reconciled to the nominal ledger, tagging of assets and performance of a physical fixed asset inventory to ensure fixed asset are accurately reported upon and that there is no misstatement due to potential loss of assets.

General ledger

• Assist with preparation of accruals, prepayments, balance sheet reconciliations and preparation of miscellaneous month end management reporting.

Other tasks which may be assigned to the role.

This job specification is intended as a guide to the general range of duties for this post. It is intended to be neither definitive nor restrictive and will be subject to periodic review with the post holder.


Qualifications and Experience

Essential

• Minimum of two years’ experience of working in an end-to-end Accounts Payable function/Accounts Receivable function.
• Qualification; Candidates must be working towards an appropriate accounting qualification (IATI, ACA, ACCA, CIMA etc.)
• Good working knowledge of MS Office.
• Strong understanding of controls and good governance practices.

Desirable

• Experience in a public sector or other highly regulated environment.
• Understanding of public sector taxation.
• Knowledge of Integra FMS would be a benefit.

Core Competencies

• Ability to work to a high degree of accuracy and detail.
• Proven ability to work as part of a team.
• Ability to work on own initiative.
• Strong communication and relationship building skills.
• An understanding of accounting principles and reconciliation skills.
• Ability to identify and lead process improvements.
• Proven organisational and time management skills and experience