Exchequer Assistant

Purpose of the Job:

To contribute to the delivery of an efficient and effective accountancy and financial management service, by providing support to the Exchequer team, particularly in relation to accounts payable, accounts receivable and income collection.

Key responsibilities:

• To assist in managing the delivery of an efficient and effective service in relation to creditors, debtors, cash collection and income management.
• To maintain the integrity and accuracy of the Council?s financial management systems through applying routine controls, reconciling data, verifying information and investigating anomalies.
• To ensure that all enquiries and correspondence is dealt with efficiently and effectively.
• To maintain a high standard of customer service when liaising with Directorates, other staff and the public.

Principal duties and responsibilities:

Individuals may be involved in one or more of the following activities.

Accounts payable

• Ensure the accurate and timely processing of the weekly Creditor cheque and BACS runs.
• Ensure the correct treatment of VAT, CIS verification and CIS deductions, including any relevant returns.
• Administer and be responsible for all prime documents pertaining to the system ensuring that they are maintained in an orderly manner and are available for inspection by relevant officers.
• Set up and maintain supplier accounts in line with the Council?s requirements and policies.
• Maintain the status of all creditor statements received, by ensuring that the Council has no legal action taken against it for non-payment of invoices.
• Provide advice and guidance to officers in respect of completing requisitions/orders and the goods receipting of orders.
• Support Accountancy in liaising with Directorates in relation to final accounts preparation for creditors.

Accounts receivable

• Provide Exchequer Team Leader with support in the day to day running of sundry debtors.
• Assist with correct treatment of VAT in relation to debtor invoices.
• Set up new customers in line with the Council?s requirements
• Provide advice and guidance to officers in raising debtor invoices/credit notes.
• Enter debtor invoices/credit notes as and when required in line with the agreed timetable.
• Monitor and respond to queries on outstanding debts and undertake recovery action in line with Council policies including dealing with deceased debtor accounts (probate, grant of application and executor enquiries).
• Assist in year-end matters relating to debtors.

Income management/Cash

• Administer policies and procedures for the efficient administration of cash collection/income management
• Ensure cash received/payments are promptly recorded in the accounts and reconciled including clearance of suspense accounts and supervise daily banking operations of other teams (e.g., CST) resolving any anomalies
• Provide income reports to the relevant department and provide reporting of council tax, NDR, Allpay and Housing Benefit overpayments to Revenues staff.

Other

• Liaise with other staff, members of the public, schools and suppliers in an efficient and courteous way.
• Liaison within Resources Directorate, budget officers, internal and external audit, Government departments and external organisations.
• Work outside normal working hours may occasionally be required.
• To assist when required with the workloads of other members of the exchequer team.

For those on higher career grade

• Deliver informal refresher training across all three areas for staff, as and when required.
• Develop and implement system/procedural improvements working with the Exchequer Team Leader.
• Awareness of risks across the section ensuring Rutland County Council have adequate controls in place to minimise the risk exposure.
• Produce monthly performance indicators and report on performance to the Exchequer Team Leader/Finance Manager ? Technical
• Have an understanding of VAT/Tax issues that affect Debtors, Creditors and Income Management/Cash and ensure Rutland County Council adhere to and have the appropriate policies in place to be compliant with VAT/Tax.
• Be able to answer complex issues across all areas (Debtors, Creditors and Income Management/Cash).

To act in accordance with the principles set out in the Employee Code of Conduct and the Council?s Values, recognising the duty of all public sector employees to discharge public functions reasonably and according to the law.

Qualifications:

Maths and English to level 2 (GCSE or equivalent)

Experience:

Experience in a finance environment

Experience of computerised accounting systems, spreadsheets and word processors

Skills:

Competent in Microsoft Office applications

Highly numerate, able to analyse and present complex financial information.

Good interpersonal skills able to relate to a wide range of people

Able to write clearly and accurately.

Able to think issues through logically and clearly