Job Descriptions

I.S. Young Recruitment Limited provide a standard set of job descriptions for employers to use when recruiting for a particular position. Please contact us for any other specific job descriptions not listed below.

Credit Control Clerk
Accounts Receivable Clerk
Accounts Payable Clerk
Payroll Clerk
Accounts Clerk
Senior Accounts Clerk
Accountant – Qualified – 5 years plus experience 
Accountant – 1-5 years Experience – Qualified
Accountant – Unqualified
Human Resources Consultant / Advisor
Personal Assistant / Executive Assistant
Secretary
Typist / Word Processor
Reception
Data Entry Operator
Customer Services
Administration Assistant / Office Assistant
Business Analyst
IT Systems Engineer
IT Administrator / Helpdesk 

Credit Control Clerk

Position objective is to carry out all clerical tasks relating to the credit-worthiness of prospective customers.

Responsibilities include: Reconciliations, credit checking, identifying overdue accounts, collection of debt via telephone, correspondence or in person.

Accounts Receivable Clerk

Position objective is to process all accounts receivable and maintain supporting records.

Responsibilities include: Processing cheques, input information into computer system, daily banking activities, process month end, journals, follow up debtor overdue accounts, monitor debts passed to Collection agency, answer all customer enquiries, prepare summary of monthly sales activity, file invoices.

Accounts Payable Clerk

Position objective is to process all accounts payable and maintain supporting records.

Responsibilities include: Petty cash reconciliation and reimbursement, filing of all records, batch & data processing of supplier information, balancing batch figures, reconciliation of creditors due information, ensure monthly and prompt creditor cheques are run on time, creditor invoices.

Payroll Clerk

Position objective is to ensure prompt and accurate payment of salaries & wages as per employment contracts.

Responsibilities include: Ensure timesheets correct, reconcile & pay PAYE and year end returns, maintenance of personnel records, superannuation funds etc, and preparation of direct credit schedules, pay cheques or pay packets. Payroll reports & statistic as requested, reconcile payroll to general ledger.

Accounts Clerk

Position objective is to assist senior accounts with AP, AR and costing etc.
 
Responsibilities include: Calculating and extending invoicing, Data processing, basic typing and basic reconciliations. General accounts duties as instructed by supervisors.

Senior Accounts Clerk

Position objective is to take accounting data to trial balance stage.

Responsibilities include: Carry out with minimal supervision, routine accounting procedures related to creditor and debtor accounts, assist in production of end-of-month accounting and other reports, as well as annual financial statements, collate information related to annual budget, undertake monthly reconciliations of general ledger accounts, ensure correct coding of budget expenditure to appropriate cost centre, in depth reconciling of debtors, creditors and bank statements.

Accountant – Qualified – 5 years plus experience 

(Possible titles include Company Accountant, Management Accountant, Financial Accountant, Divisional Accountant, Financial Controller or C.A. Practice Manager) 

Position objective is to efficiently manage the department / or lead a productive member of a team which ensures all existing accounting procedures and practices are completed and deadlines met within all timeframes.

Responsibilities include: Ensure timely and accurate preparation of monthly, quarterly and annual budget and management reports, administration and management of creditors, debtors and payroll system, fulfil statutory reporting requirements e.g. GST, FBT and PAYE returns, develop policies and procedures in relation to commercial, financial and systems based issues.

Accountant – 1-5 years Experience – Qualified

Position objective is to assist in the efficient management of the department by implementing or maintaining existing accounting procedures and practices.

Responsibilities include: Planning, installation & reorganisation of budgetary and accounting systems, formulate budgetary policies, preparation and certify financial statements for presentation to Board of Directors, management, etc. Conduct financial investigations, for example on taxation matters, and preparation of reports. Ensure accounting procedures are implemented to the standards required by the organisation in accordance with accepted accounting practice. Undertake other accounting duties as directed by the Department Manager.

Accountant – Unqualified

Position objective is to ensure the timely and accurate preparation of accounts, reports, administration of creditors/debtors and the payroll system.

Responsibilities include: Verify accuracy of documents and records relating to payments, receipts and other financial transactions, make and checking entries in ledgers, totalling at regular intervals. Compile reports showing receipts, payments, balances of accounts owing to or by the undertaking and other financial information. Prepare final annual financial statements and accounts. Produce accounts to profit/loss and balance sheet.

Human Resources Consultant / Advisor

Position objective is to implement human resource policies to ensure maximum contribution to the achievement of company/organisation objectives, perform functions related to employee recruitment, training promotion, compensation and relations with management.

Responsibilities include: Ascertain staffing requirements, arrange transfers or advertise vacancies, carry out interviews, select candidate and settle conditions of employment in consultation with management, coordinate staff training, deal with employee grievances, may participate in discussions with management/employee representatives to resolve conflict or initiate change, construct and review wage and salary scales, assist in planning and organisation or services facilities for employees, maintain personal records.

Personal Assistant / Executive Assistant

Position objective is to provide secretarial and administrative services at top management level.

Responsibilities include: To act as a personal assistant, relieving direct report of routine work. Provide a full range of secretarial duties as required. Attend to routine correspondence, where appropriate direct correspondence to relevant departments. Arrange appointments and travel bookings. Screen telephone calls and re-direct when appropriate. Coordinate the preparation of confidential reports and special projects. Perform administrative work of a specialised nature. Liaise with members of the governing body. Recording of meeting minutes.

Secretary

Position objective is to provide secretarial and administrative services.

Responsibilities include:  Correspondence and secretarial duties as required, coordinate the preparation of reports for the Department/Section, maintain key records and a filing system, Records discussions/minutes of meetings using shorthand or laptop computer.

Typist / Word Processor

Position objective is to transcribe to typewritten form, letters, reports, documents, accounts and other material from written or printed sources, recordings on dictating machine. 

Responsibilities include: Plan layouts in accordance with instructions, type a variety of documents, check typewritten work for correctness, Type from audio equipment, complete limited and routine clerical work.

Reception

Junior Reception:  Minimal experience, minimal autonomy

Intermediate:  2-5 Years experience, more responsibility

Senior Reception:  5 years plus experience, capable of managing reception area autonomously and supervision of more junior staff

Position objective is to assist with clerical and administrative duties and act as receptionist.

Responsibilities include: Control flow of incoming telephone calls and people into the business / department. Receive daily updates on staff movements relating to annual leave, sick leave, etc. Carry out clerical duties such as typing, word processing or data entry. Process daily outward mail. Provide refreshments for visitors.

Data Entry Operator

Junior Operator:  Minimal Experience, approx 6000 key strokes per hour

Senior Operator:  2 yrs plus experience, approx 10000 key strokes per hour
Position objective is to input information from documents into computer system in an efficient and accurate manner.

Responsibilities include: Operates data entry equipment each with an alphanumeric keyboard to enter data directly or indirectly to computer, and/or to verify data previously keyed in, keys data in from various standardised source documents requiring some selection of data.

Customer Services

Position objective is to service customers' needs with respect to placing orders, organising delivery of goods or provisions of services.

Responsibilities include: Deal with inbound / outbound calls, liaise between customer and company to ensure customer receives required products/services, liaise between departments to ensure product/service is provided to customer's specification, handle and rectify customer complaints, maintain good customer/company relations, maintain database records or documentation.

Administration Assistant / Office Assistant

Position Objective is to perform a variety of set clerical or administrative tasks.

Responsibilities include: Sorting incoming mail, preparing, filing and collating documents in connection with departmental tasks, maintain records and transposing data to appropriate record format, receiving calls / providing service where appropriate.  More junior duties may possibly include banking, tearoom duties, and purchasing or general office supplies including stationery.

Business Analyst

Position objective is to research and collect data, analysis and process mapping

Responsibilities include: Research and data collection from within the organisation, analyzing of data / information, model and /or optimise processes to ensure efficient and effective delivery of products and/or services, develop, document and implement systems and QA procedures.

IT Systems Engineer

Position objective is to maintain all operating software at the highest level of effectiveness, assessing the operational efficiency of the current and proposed software. Identify and develop such new software as is necessary for the effective operation of all systems.

Responsibilities include: Maintenance & improvements to existing network software, design and develop new software and /or microprocessor based hardware, ensure correct operation facilities within the network, fault finding hardware and software problems, undertake and supervise hardware construction, carry out software implementation, machine repair and maintenance.

IT Administrator / Helpdesk 

Position objective is to assist in maintaining operating software, assessing the operational efficiency of the current and proposed software. Assist in identifying and developing such new software as is necessary for the effective operation of all systems.

Responsibilities include: Assist main systems users, assist in maintaining and improving existing network software, fault finding hardware and software problems, assist with hardware installation, assist with software implementation, machine repair and maintenance, handle general enquiries re computerised equipment e.g. phone systems etc, identify and resolve problems either directly or by documenting and referring on.