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Debtors Clerk

Lewis group

Port Elizabeth, Eastern Cape

Salary not listed

This listing does not state a salary. As a guide, admin roles in South Africa typically pay R8 000 to R20 000 a month (indicative).

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Administrative and clerical roles handle the day-to-day paperwork, scheduling and record-keeping that keep SA businesses running, and are a popular path for matriculants with strong organisation skills.

Job description

VER 200301 9JOB PROFILE

A. JOB INFORMATION SUMMARYJOB PROFILE FOR (Job Title): FOLLOW-UP CLERKGRADE:COMPANY NAME:

LEWIS STORES/
BEST ELECTRICREPORT TO:

- Branch Managers
- Regional Controller
- Regional Accounts ManagerDEPARTMENT:

AT BRANCH LEVELWORK LOCATION :B. KEY OR CORE ACTIVITIES OF JOB (KPA'S - Key Performance Areas)PriorityHighMediumLow1. RECEIPTING (COMPUTER & MANUAL) AS WELL AS CASH SALES2. PETTY CASH3. CREDIT APPLICATION4. CREDIT FOLLOW UP5. BANKING & SAFEGUARDING CASH6. REFUNDS7. HOUSEKEEPING8. GENERAL VER 200301 10C. LIST OF DUTIES / TASKS TO COMPLETE EACH CORE ACTIVITY
First Core Activity: RECEIPTING (COMPUTER & MANUAL) AS WELL AS CASH SALES

To receive, verify, safeguard and record all cash received from customers and issue receipts of transactions.
To receipt all transactions immediately in terms of company policy and procedures.
To obtain bank clearances for cheques in access of R500 (in the case of cash sales only)
To deal with RD cheques according to company policy..
To ensure that amount tendered by customer balances to computer generated receipt.
To secure all takings in security drawer immediately after receipting has taken place.
Secures all takings in the SAFE or drop safe after a quick bank or cashing up at the end of each trading day.
To complete all administrative documents in terms of company policy and procedure as laid down in manuals and Standing Instructions.
To effectively manage all OBO transactions and ensure that all relevant data is captured in terms of company policy and procedure.
To effectively capture the manual receipts used by outside Collectors as per company policy and procedures.
To report all cancelled receipts to the Branch Manager.

VER 200301 11Second Core Activity: PETTY CASH

To ensure that necessary documentation is maintained for the control of petty cash daily.
To organise payments only when authorised by Branch Manager.
To maintain administrative procedures in terms of company policy and procedure.

Third Core Activity: CREDIT APPLICATION

To obtain personal information from customers as per company requirements.
To verify employment, income and personal references of customers.
To submit transactions to Transact Dept. for credit referencing.
To explain the HP Agreement to the customer in order to avoid any misunderstanding, in the absence of the Manager.
To inform the customer whether the transaction has been approved or declined and if needed, the reasons for declining.
To offer alternative suggestions in the case of a declined verdict.

Fourth Core Activity: CREDIT FOLLOW UP

To inform the Branch Manager immediately when the customer pays less than the full instalment.
To constantly determine the up-do-date information from customers and process this onto the computer system.
To communicate to short payers the importance of paying full instalments.
To negotiate a payment plan including increased instalments with the customer in order to assist the customer to liquidate the arrears.
To discuss confidential information regarding problem accounts in a manner that does not cause embarrassment to customers.

VER 200301 12

To communicate to new customers the importance of paying their first instalment on or before the due date.
To action all defaulting accounts by way of the telephone or with a personal call.
To communicate daily with the Branch Manager and Regional Accounts Manager on the progress made regarding the improvement of the debtors book.
To complete daily performance sheets.

Fifth Core Activity: BANKING AND SAFEGUARDING CASH

To ensure that all cashing up procedures are completed in terms of company policy.
To check daily banking audit trails for accuracy and variances before making up the bank and to take corrective action where necessary.
To prepare daily bank deposit slips and arrange for banking as per company policy.
To enter all deposits in the bank movement register daily.
To balance daily cash takings daily with receipts.
To check that the handing over of banking to Security Service is done according to laid down policy and procedure.
To ensure that safety procedures of the company are applied in branches without the drop safe facility.
To comply with all administrative procedures in the daily banking process.
To account for all shortages and to comply with standard procedure in this event.
To extract daily banking audit trails and attach relevant documentation.
To ensure that all banking reports are filed on a daily basis and kept safely.

VER 200301 13Sixth Core Activity: REFUNDS

To ensure that all refunds are authorised and confirmed by the Branch Manager.
To verify with the customer the correct amount paid out at the time of the transaction.
To ensure that all refund transactions comply with company policy and procedures and all necessary data is computerised.

Seventh Core Activity: HOUSEKEEPING

To maintain a high standard of neatness & cleanliness in and around general working areas and strongroom. (Filing areas).

Eighth Core Activity: GENERAL

To be familiar with all administrative procedures and should any changes occur, to become familiar with them and implement them immediately.
To liaise with other branches when necessary, i.e. OBO customers.
To help out when necessary by performing other duties, e.g. in-store promotions etc.
To operate the switchboard, photocopier and fax machines.
To file documents according to company procedure.
To order and control stationery in terms of company policy and procedure.
To have a good understanding of the company's requirements regarding filing and safekeeping of various documents.
To process documents to be forwarded weekly and monthly to Head Office.

VER 200301 14

To ensure that Company policy and procedures are adhered to at all times.
To ensure that a high standard of performance is maintained at all times.
To build and maintain sound and harmonious relationships with customers, colleagues and superiors.
To liaise with superior regarding any difficulties.
To maintain a high standard of personal hygiene.
To dress professionally at all times.

D. MEASURABLE CRITERIA TO ACHIEVE CORE ACTIVITIES

To have no cash shortages and minimum cash queries.
To have no queries with regards to petty cash controls.
To always strive for 100% accuracy in credit applications.
To achieve daily / weekly / monthly collection targets as well as reducing opening figures of Bad and Doubtful debts.
To balance cash takings and bankings daily.
To have no queries with regards to monies refunded to customers.
To always have clean and neat offices, work stations and filing systems in operation.

VER 200301 15E. CRITICAL REQUIREMENTS & SKILLS OF THE EMPLOYEE TO PERFORM EFFECTIVELY IN JOB

Critical requirements

- Ability to read, write & calculate- Trainable to use the computer- Trainable to use the company's methods of collecting money from customers.- Positive attitude and ambitious- Energetic and enthusiastic- Self confident- Self disciplined- Self motivated- Think creatively- Hunger for knowledge- Good team player- Handle stress

Skills:

To be firm, but fair. (Assertive).To be able to communicate well with people (customers).To be able to listenTo be able to share knowledge

Pay: Up to R7 675,20 per month

Education:

High School (matric) (Preferred)

Work Location: In person

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This listing does not state a salary. As a guide, admin roles in South Africa typically pay R8 000 to R20 000 a month (indicative).

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Found on Indeed · Posted Today