Accounts Payable Assistant- part time - Birmingham

  • Pinsent Masons
  • Birmingham, United Kingdom
  • May 24, 2017
Part time Admin / Reception Legal Cashier

Job Description

Accounts Payable Assistant- part time - Birmingham   Ongoing   Vacancy Description Purpose of the role: Working as part of the Finance Team and assisting the Accounts Payable Manager/Expenses Supervisor with key elements of this role including control of the purchase ledger, maintenance of supplier accounts, to record and process all supplier invoices, assisting the billing team with recharges and assisting the finance team with ad hoc duties. Managing the nominal ledger section of the purchase ledger system.  

 

 

 

Job Description

 

Department: Finance

Location: Birmingham

 

Job Title: Accounts Payable Assistant

 

Hours of work: Mondays and Fridays - 9.30am – 5.30pm (flexibility required)

 

Reports to: Accounts Payable Manager/Expenses Supervisor

Responsible for: N/A

 

Purpose of the role:

 

Working as part of the Finance Team and assisting the Accounts Payable Manager/Expenses Supervisor with key elements of this role including control of the purchase ledger, maintenance of supplier accounts, to record and process all supplier invoices, assisting the billing team with recharges and assisting the finance team with ad hoc duties. Managing the nominal ledger section of the purchase ledger system.

 

Main duties and responsibilities

 

 

§ Ensuring all invoices are promptly logged on receipt and duly authorised prior to processing

 

§ Ensuring compliance with VAT regulations

 

§ Correct allocation of expenses to budget holders

 

§ Input of all invoices with particular attention being given to narratives (for analysis and reporting purposes)

 

§ Close liaison with cashiers to ensure prompt payment of disbursements in accordance with the Solicitors Accounts Rules

 

§ Maintenance of all static data (supplier addresses, payment terms, etc.)

 

§ Liaison with suppliers

 

§ Reconciliation of supplier statements and monthly reconciliations.

 

§ Processing of payment schedules and arranging cheques or BACS to suppliers for invoices which are due for payment, making sure that accounts and the supplier accounts reconcile

 

§ Filing and archiving of all nominal invoices

 

§ Post disbursement costs onto the sales ledger (e.g. searches, copying, faxes etc.)

 

§ Assist with client and matter housekeeping

 

§ Ad hoc duties as required

 

§ Checking and reimbursing employee expense claims

 

 

 

 

Professional Disbursement

 

§ Paying all Experts and Counsels fees required under SAR rules, checking and reconciling new invoices or fee notes, posting incoming invoices and Fee notes

 

§ Ensuring that all Fee Notes are billed promptly

 

§ Dealing with Pending VAT, ensuring receipted fee notes are received and that VAT is claimed correctly each quarter

 

§ Liaising with the suppliers and staff to answer any queries

 

§ Office Journals

 

Purchase Ledger

 

§ Dealing with nominal ledger section of the purchase ledger, checking and authorising supplier invoices, posting these to the purchase ledger system and arranging payment on the accounts

 

§ Checking staff expenses, ensuring the correct account codes are used. That receipts are provide as back up and the expense has been authorised correctly

 

§ Staff Expenses must be reconciled and submitted to payroll for the deadline

 

§ Liaising with the suppliers and staff to answer any queries

 

§ Dealing with Travel Accounts, checking and authorising supplier invoices, posting these to the purchase ledger system and arranging payment on the accounts ( these include travel accounts for all UK Offices )

 

§ Dealing with standing order payments, instructing the bank checking and posting all payments including all credit card statements

 

§ Dealing with suppliers ensuring that the correct authorisation has been obtain by Line Managers and invoice are posted correctly

§ Process and pay metastorm expense claims.

 

 

Person Specification

Qualifications

 

 

 

Relevant Experience

 

§ Basic bookkeeping knowledge essential

 

§ Working knowledge of Solicitors Accounts Rules preferred but not essential

 

§ Experience in dealing with volumes of transaction processing

 

 

Key Skills

 

§ Thorough approach to complying with processes and authorisations

 

§ Proven ability to work within a busy environment and meet frequent deadlines

 

§ IT literate with a knowledge of CMS Open and Excel preferred

 

§ Accuracy and attention to detail

 

§ Good communication skills (written & oral)

 

§ Able to supervise staff

 

 

 

Personal Qualities / Behaviours

 

§ Excellent team player

 

§ Organised and methodical

 

§ Ability to use own initiative

 

§ Good at forming relationships with people at all levels and departments in the Firm

 

§ Positive and pro-active approach