Accounts Receivable Officer

Location:

• Family Carers Ireland, Market Square, Tullamore, Co. Offaly.

• The Finance team currently work a hybrid model with flexibility to work from home a number of days per week as agreed with the Financial Controller.

• Wednesdays are a core office day for the wider Corporate Services team.

Salary: €40,000 - €46,000

Overview of Role

As a member of the Corporate Services Team, the Accounts Receivable Officer will be responsible for managing the accounts receivable function within Family Carers Ireland in line with financial policies and procedures. This role will also be responsible for groups’ financial management and reporting.

Organisational Relationships

Reports to: Financial Controller

Direct reports: N/A

External liaison: HSE, Debtors, Revenue

Main Responsibilities

In this role, the Accounts Receivable Officer will be responsible for the following:

Invoice Management

• Generate invoices monthly using the rostering system, One Touch, in a timely manner and manually input and/or export into the accounts system, ensuring all invoices are coded appropriately.

• Provide relevant back up documentation as required by the HSE/Customer for sign off and ensure prompt payment. Forward invoices and back up documentation to the correct contact within the timeframe specified in the Tender Agreements.

• Raise all Section39 invoices monthly as per agreed HSPR and issue directly to each local HSE area.

• Agree the invoicing process for the annual budgeted WRC figures with relevant persons in the HSE.

• Raise all other invoices as required such as Caring Employers, Sponsorship, Membership and any grant invoicing required.

• Keep a log of all invoices generated for Caring Employers and Grant Income.

• Reconcile monthly invoicing from rostering system to ensure all charges have been invoiced, as per our records and in accordance with correct time period.

Fundraising

• Prepare and report on fundraising income and expenditure monthly, providing detailed analysis outlining profit- and loss-making activities.

• Review fundraising income and expenditure for coding inaccuracies.

Bank Reconciliations

• Ensure all payments received have been entered onto Exchequer weekly and allocated to the correct invoices as outlined in the remittance advices received from customers.

• Ensure all income and expenditure that has been documented on all bank statements have been entered on Exchequer and coded accurately.

• Complete bank reconciliations for all bank statements.

• Ensure bank reconciliations balance each month, and any outstanding payments/receipts are reviewed monthly.

Receipt and Credit Control Management

• Input receipts on a weekly basis into accounting system. Ensure all receipts are allocated and consult with customers on any payments received without remittance advices.

• Credit control management ensuring each customer is contacted at least once a month and follow up on all accounts over 30 days to resolve queries.

• Log and resolve of any queries in a timely manner.

Grants

• Responsible for overseeing all Dormant Accounts funding to ensure funds are being spent in line with agreement. Complete all drawdowns.

• Review grant balances each month and liaise with relevant managers to ensure funds and spend in the appropriate time frame and in keeping with the funding agreements.

Other

• Internal Audit review of any income generated through the Rostering System, Fundraising and any other income streams.

• Keep a log of all invoice adjustments received and investigate the reason for the adjustment.

• Assist in the Annual Budget Process when required.

• Assist in the Internal Audit Process.

Systems

• Responsible for ensuring all invoicing data in One Touch is accurate.

• Update charge out rates in One Touch in the event of any rate increases.

Performance Management

• Actively participate in supervision and performance review as required.

• Carry out your position and responsibilities in line with our Organisation’s values, policies, procedures, and processes, working in a professional and efficient manner.

• Ask questions to clarify understanding of job expectations, communications, projects, and other workplace initiatives.

• Use effective time management to achieve the key performance indicators (KPIs) of the role.

• Practice self-care and open communication.

Health Safety and Environmental

• Ensure the Organisation’s Health and Safety policy and procedures are adhered to and carry out your roles and responsibilities as detailed.

Policies & Procedures

• Adhere to the Organisation’s policies and procedures and agreed quality systems.

Other Duties

• Undertake other duties as may be required and assigned by the Organisation from time to time.

Qualifications, Skills & Experience

The Accounts Receivable Officer must possess the following qualifications, skills, and experience:

• Third Level qualification desirable.

• At least 2 years’ experience working within a busy Finance/accounts environment with a proven track record in Credit Control and experience in invoicing, bank reconciliations, receipt allocation and financial systems.

• Strong IT aptitude essential with advanced MS Office skills, especially in MS Word and MS Excel.

• Strong communication skills and ability to work on your own initiative in a busy environment.

• Has previously worked in a highly confidential environment.

• Fluency in English, written and verbal.

Other criteria

The position may occasionally require participation in meetings in the evenings and at weekends – you must be willing and able to work outside normal office hours as required.

The Accounts Receivable Officer must possess the following attributes.

• Excellent communicator.

• Flexibility in attitude and approach to the job.

• An ability to multitask and have excellent attention to detail.

• Exceptional organisation and planning skills with the ability to manage multiple projects to deadlines and keep stakeholders informed.

• Ability to prioritise tasks and work within a dynamic environment.

• Excellent time management is essential.

• A willingness to learn and a desire to implement a culture of continuous improvement.

• A willingness to help other colleagues.

• A strong work ethic is essential.

• Willingness to travel when required.

• Excellent people skills with an ability to work well with others.