Administrative Assistant

Role Relationships

The post holder has specific job contact with: The role reports to the G4 Accounts Payable Office Manager

The post holder will interact on a routine basis with: Bursar’s Unit personnel i.e. Financial Accounting, Management Accounting, Research Accounts, Pensions & Investments, the Bursar’s Office.

The post holder has general contact with: Procurement & Contracts Office, University and related entity Officers, Heads of Units, Schools, Colleges, Research Centres, Support Units, General University Staff & Suppliers, Auditors, Bankers, Tax Advisors, Revenue Commissioners, Customs & Excise, Government Departments, the HEA, CRO etc.

Main Purpose of Job

• To provide the Unit with a comprehensive and professional administrative and support service.

• To ensure that NUI Galway meets all of its AP related regulatory, statutory, social, and operational planning obligations.

Main Duties and Responsibilities

• Processing large volumes of supplier documentation (invoices, credit notes, delivery dockets, statements etc.) and reviewing same in preparation for processing regular payment runs using multiple banking platforms.

• Supplier statement and similar reconciliations, month and year end audit preparation, and assisting other AP members in managing workload requirements.

• To assist in all aspects of the Accounts Payable function ensuring that the University’s interests are safeguarded, that proper processing and payment authorisation has been obtained in all cases and that payments are made in line with strict deadlines and in keeping with various statutory requirements including Tax Clearance procedures and Late Payment in Commercial Transactions Regulations 2012.

• To ensure compliance with Revenue Commissioners and other Government Agency regulations in respect of VAT, Subcontractor Regulations, Duty Free purchases, Tax Clearance, and Late Payment in Commercial Transactions Regulations 2012, to include completion of all returns, e.g. VAT, INTRASTAT, CSO, etc.

• Setting-up new supplier accounts on the system and checking for appropriate authorisation by senior management.

• Liaise with Auditors – Review audit sample in advance, organise audit documentation where applicable and meet the auditors on site to train them on (enquiry) use of ICT systems.

• To deal satisfactorily with queries from University staff and Suppliers on all accounts payable related matters in a professional, courteous and timely manner.

• To ensure that the University’s internal controls and Financial Policies and Procedures pertaining to Accounts Payable are consistently applied.

• To keep up to date with developments in Accounts Payable related matters e.g. I.T. and taxation legislation, e.g. VAT/Intrastat changes.

• Any other duties which may be assigned from time to time by the Accounts Payable Office Manager/Supervisors or which may arise due to legislative/IT development or similar changes.

• Taking ownership of assigned tasks and prioritising competing tasks in order to ensure that they are completed on time and to a high standard with excellent attention to detail.

• Maintain own knowledge of relevant University Policies and Procedures and own area of responsibility.

• At all times working efficiently, using own initiative and as part of a team, in delivering services.

• Providing the highest quality standards in customer service when dealing with the public, stakeholders and internal staff whilst acting on feedback and reporting to line management.

Requirements for the Role

The successful candidate will demonstrate the eligibility requirements below in terms of qualification, skills and experience:

• A minimum of two years’ experience and demonstrated proficiency in performing day to day financial transactions, including processing, verifying, classifying, and recording accounts payable data using AI powered tools and platforms.

• Strong IT skills with proficiency in Microsoft Office especially Excel and SharePoint.

• Experience of Finance ERP systems.

• Proven ability to work as part of a team.

• Proven ability to work to deadlines in a fast-paced environment.

• Accuracy in processing and attention to detail.

• Excellent communication skills.

• A high level of motivation, efficiency, energy and enthusiasm.

• Proven ability to interact effectively with multiple participants, staff suppliers, auditors, and other external parties.

Desirable Requirements:

• A knowledge of VAT, RCT, & INTRASTAT returns.

Salary €33,721 - €51,792 per annum pro rata for part time/short term roles (applicable to new entrants effective from January 2011) and in accordance with the terms and conditions of the QA321 University’s Remuneration & Payroll Policy.