Job Description

Job title: Purchase Ledger Clerk - Accounts Payable
Immediate Manager: Fuel & Purchase Ledger Reconciliation Manager
JOB PURPOSE
The Purchase Ledger clerk is responsible for the accurate and timely import and reconciliation of fuel invoices into the finance accounting systems; the timely and accurate preparation and loading of all invoices and credit notes onto the ledger, the allocation of all payments and the reconciliation of supplier statements to the ledger.
The Purchase Ledger clerk reports to the Fuel & Purchase ledger reconciliation Manager and is required to effectively communicate and co-ordinate with other members of the Finance Department, Fuel Companies, MFG Finance Team, and all other head office departments and personnel.
Role Development
As the Motor Fuel Limited Finance Department develops, the role of Purchase Ledger clerk will likewise develop. In the medium term, the Purchase Ledger clerk should be looking to take a more active role in the development of the Purchase Ledger, in particular improving the efficiency and timeliness of data and the flow of information.
The Purchase Ledger clerk will become responsible for suggesting improvements to and developing aspects of the Purchase Ledger process and Netsuite set up. Key areas for improvement are with respect to the streamlining and automation of processes.
MAIN ACCOUNTABILITIES

• To take operational responsibility for timely and accurate import of fuel invoices into the Purchase Ledger.
• To save down purchase invoices from suppliers.
• To allocate supplier payments to outstanding invoices on a daily/regular basis.
• To ensure that all Fuel Purchase Ledger Accounts are reconciled with supplier statements/payments on a Monthly basis.
• Import daily fuel delivery data into the NetSuite and ensure all Purchase Orders are created and reconciled accurately with delivery report.
• To take on various ad-hoc tasks within the department.
• To cover for other members of the reconciliations team during leave and sickness etc.
• Perform other ad hoc duties as required (for accounts and other departments)
• To liaise with suppliers to ensure all invoicing processes are operating efficiently and where changes occur to ensure that MFG internal systems are modified/amended to reflect these changes.

WORK CONTEXT
The post is based at MFG's Head office in St Albans but some business travel may be required from time to time. Additional hours may also be required to be worked from time to time over the contracted working hours to ensure that needs of the business are met.
LEVEL OF AUTONOMY AND DECISION-MAKING
The post holder is required to make decisions on their areas of responsibility detailed in 4 above. The post holder has a zero limit for revenue expenditure and capital expenditure.
COMMUNICATIONS
Main internal contacts of the post are:

• Finance Director
• Financial Controller/Senior Fuel Analysts
• Other Purchase Ledger Teams
• Other Head Office Personnel

The main external contacts of the post are:

• Fuel Companies

A variety of communication methods will be used
COMPLEXITY
The main sources of complexity are:

• The effective and efficient use of Excel, .csv files, reconciliation techniques and Netsuite.
• To co-ordinate workload to achieve complimentary and competing deadlines.
• To ensure that processes are scalable with the expansion of the business.

KNOWLEDGE AND SKILLS REQUIRED

• Minimum 6mths to 1year experience working in a purchase ledger or accounts payable role combined with a strong understanding of purchase ledger processes and financial controls is essential.
• A good practical understanding and experience of importing complex/large files into accounting systems.
• Excellent organisational skills with the ability to prioritise tasks and to work to deadlines with good attention to detail.
• Accustomed to processing in a high-volume environment
• A good understanding of Book-keeping and Reconciliation techniques.
• Effective communication skills; verbal, electronic and written.
• Highly computer literate with excellent working knowledge of Microsoft Office programmes, in particular very good Excel skills.
• Ability to achieve targets whilst maintaining accuracy.
• Ability to develop positive working relationships with colleagues and external contacts.
• Analytical and problem-solving skills; being able to proactively able to solve problems independently.
• Rational decision making.
• Strategic thinking.
• A flexible approach to achieving team priorities.

Skills Required