Accounting Department Head

Position: Accounting Head
Group: Finance and Administration Group
Department: Finance Department
Immediate: Superior Finance and Administration Group Head
Direct Report/s: Accounting Officer, Accounting Associate

II. JOB OBJECTIVE
Under general direction, responsible for ensuring the timely and accurate recording, analyzing of financial information and reporting of the same to the management; and for providing support in the financial planning and control, and business operations analysis

III. DUTIES AND RESPONSIBILITIES
A. BOOKKEEPING
1. Reconciles General Ledger accounts with various registers
2. Reviews balances and prepares complete journal/adjusting entries, as necessary
3. Validates and ensures the accuracy and reliability of all transaction entries, balances, records and accounting reports

B. ACCOUNTS PAYABLE
1. Facilitates the checking and verification of all transactional entries for all payments including PCF replenishments, reimbursements, liquidations etc.
2. Facilitates the checking and verification of transactional entries for liquidation of advances
3. Facilitates the posting and signing of Account Payable Vouchers
4. Manages the printing, securing the approval and disbursement of checks for payment to trade vendors, services providers, employees, etc.
5. Resolves service and transactional issues with depository banks arising from frequent transactions and the like

C. ACCOUNTS RECEIVABLES
1. Evaluates account disputes and billing discrepancies and performs reconciliation
2. Implements key activities to ensure that all noted discrepancies and variances such as Official Receipt deviations, wrong postings and the like are properly logged (audit trail) and resolved
3. Manages the collection of all current and overdue accounts
4. Manages the creation and enforcement of standard practices to ensure that all collection transactions are properly recorded, remitted, fixed and validated against official records and reports
5. Manages the development and administration of procedures for documenting and safekeeping all sales and collection records and files through effective access control procedures and efficient filing, storage and data management system
6. Manages the development and implementation of standard practices to reconcile validated Sales Reports, Accounts Receivables, Official Receipts, and other source documents against balances reflected in the Accounting System
7. Manages the identification, documentation and closure of sales and collection discrepancies and variances
8. Minimizes overdue accounts, in accordance to pre-set thresholds, within the portfolio by ensuring on-time issuance of payment reminders, statements of accounts and of actual collection
9. Monitors and keeps a record of accounts due for collection and maturing checks (check warehousing)
10. Prepares, submits and present accounts receivable and collection activity status, findings and assessments and recommends of corrective and preventive solutions for said disclosures
11. Safeguards collection and ensures punctual and accurate collection receipt and remittances
12. Supervise and check Reversal of Returned Checks, if any
13. Supervise and check the posting of Postdated Checks payment, if any

D. BANK RECONCILIATION
1. Ensures that bank statements are secured on a timely basis
2. Maintain/updates list of all company’s bank accounts
3. Manages the timely performance of bank reconciliations to ensure that cash transactions are in agreement with bank account balances

E. FINANCIAL CONTROL
1. Ensures the implementation of the company’s Travel and Expense Policy and reviews and evaluates any discrepancy and variances of data
2. Oversees the preparation of balance sheet account reconciliations
3. Prepares financial statements and breakdown of Income and Expenses per Line of Business, per Project and per Cost Center
4. Reconciles posting and schedule of Sales and Collection per month

F. FINANCIAL REPORTING
1. Generates Financial Statements to include profit and loss statement, balance sheets and cash flows
2. Prepares and present to management, a clear, accurate and up-to-date financial statements analysis, including ratios and proportions, and other financial performance indicators, regularly or as directed

G. PAYROLL MANAGEMENT
1. Administers the computation of employee salaries, wages and other benefits, reflecting all deductions including loans, amortizations, restitutions and other receivables, through the payroll system
2. Calculates last payment of separated employees
3. Calculates the bi-monthly wages of employees.
4. Summarizes the annual withholding taxes of employees.
5. Summarizes, analyzes, submits and reports the Payroll Cost Summary Report to the management

H. RECORDS MANAGEMENT
1. Manages the creation, collection and archiving of financial records, books of accounts and financial statements

E. CORPORATE PLANNING AND DELIVERABLES MONITORING
1. Participates in the strategic and operational planning activities of the company
2. Prepares, submits and presents reports relative to the development of approved plans, the status andassessment of the same
3. Prepares, submits and presents on a regular basis data-driven analytics on the financial status, and other information as defined in the department’s KRA/KPI

F. BUSINESS PROCESS IMPROVEMENTS AND PROCESS DOCUMENTATION
1. Analyzes and evaluates current workflow by initiating business efficiency studies such as time and motion study and the like
2. Revisits existing policies, procedures and work instructions and identifies areas that can be improved
3. Creates innovative projects and documents policies and procedures to improve overall departmental efficiency

G. PERSONNEL MANAGEMENT
1. Exercises administrative control over all activities and staff under his management with respect to workload distribution, personnel placement, performance appraisal, training, teamwork, morale, attendance, discipline and work behavior

H. Performs ad hoc technical accounting research and assist in special projects as needed

I. Performs other functions as directed by the management from time to time

IV. JOB SPECIFICATION
1. Minimum Educational Attainment - Bachelor's Degree in Accountancy, Preferably a Certified Public Accountant (CPA)
2. Actual Work Experience – Five (5) years' experience as an Accounting Manager