Creditors Clerk

Minimum Requirements

• Matric with accounting knowledge.
• Minimum 3 years experience in a Creditors Clerk or Accounts Payable role.
• Proven experience working with high-volume invoice processing.
• Strong experience with supplier statement and creditor reconciliations.
• Experience preparing payment packs and working to strict month-end deadlines.
• Practical experience using an accounting system.
• Intermediate Microsoft Excel skills, including lookups, SUMIFS, filters and pivot tables.
• Sound understanding of VAT processing.
• Strong numerical accuracy and attention to detail.
• Good understanding of accruals, prepayments and period-end cut-off procedures.
• Ability to work under pressure and meet strict deadlines.
• High level of confidentiality, integrity and accountability.
• Strong communication skills and the ability to follow up effectively with suppliers and internal departments.

Highly Advantageous

• Bookkeeping or Accounting Certificate/Diploma.
• 35 years relevant creditors/accounts payable experience.
• Lexpro experience.
• Previous experience within a law firm or professional services environment.
• Experience working with sheriff accounts, matter allocations and recoverable disbursements.
• Previous exposure to accrual-basis accounting or a cash-to-accrual conversion.

Duties and Responsibilities

• Receive, review and process supplier invoices, credit notes, approvals and supporting documentation.
• Check invoices for accuracy and identify potential duplicate invoices before processing.
• Accurately capture accounts, allocations and VAT codes on the accounting system.
• Reconcile supplier statements to the creditors ledger on a monthly basis.
• Investigate missing invoices, credits, disputed charges and unallocated payments.
• Maintain an accurate creditors age analysis.
• Review aged creditor balances and investigate long-outstanding or unusual balances.
• Review creditor master-file information and identify duplicate or incomplete supplier records.
• Reconcile sheriff statements and charges to the relevant matters.
• Liaise with legal teams regarding allocations, approvals and discrepancies relating to sheriff accounts.
• Prepare reconciled payment packs and proposed payment schedules according to payment due dates.
• Allocate completed payments and issue remittance advice.
• Identify accruals and uninvoiced liabilities at month-end.
• Assist with preparing supported month-end accrual estimates for review.
• Maintain prepayment schedules and assist with ensuring expenses are recognised in the correct accounting period.
• Reconcile creditor and accrual control accounts to the general ledger.
• Maintain complete supporting documentation for VAT, payments and audit purposes.
• Follow up on supplier queries and work with relevant departments to resolve discrepancies.
• Assist the Finance team with month-end and year-end close processes.
• Provide additional support during the organisations transition from cash-basis to accrual-basis accounting.
• Maintain accurate records and a clear audit trail for all creditor-related transactions.
• Escalate missing approvals, suspicious transactions, unsupported payments or discrepancies appropriately.