Basic Function: 

The Accounts Assistant will take on appropriate responsibility for the assigned Financial Operations function. The initial assignment will be to the Account Payable team.

Background:

The Financial Operations Unit in the Teagasc Finance Department provides a range of services via three functional teams comprising a mix of Grade 2 and 3 roles, each having a manager who reports to the Financial Operations Manager.

• The Accounts Payable team processes payments in excess of €80m per annum on foot of approx. 35,000 supplier invoices and 3,500 other payable documents. The AP team, with the assistance of an external service provider, registers purchase invoices, matches invoices to purchase orders, processes payments, reconciles supplier accounts and monitors associated compliance with tax regulations including tax clearance, Value Added Tax, Relevant Contracts Tax and Professional Services Withholding Tax as well as monitoring compliance with Prompt Payment legislation.

• The Accounts Receivable team generates approx. 2,000 invoices, 100 credit notes, and 1,700 customer statements per annum for Research and Education as well as 42,000 invoices and 58,000 customer statements per annum for farm advisory client contract renewals. AR processes 20,000 receipts per annum from farmer clients and a further 30,000 receipts are processed in advisory offices. Cash Management processes include recording EFT receipts in the Integra finance system, and processing direct debit receipts.

• The Payroll, Travel and Subsistence Expenses team has responsibility for processing in excess of €140m per annum in payroll and pensions for 3,000 staff/pensioners using the PeopleXD system and for processing approx. €4.5m per annum of approved T&S expense claims in accordance with policies and regulations.

This post will appeal to those with ambition to develop their career in a busy, high functioning Finance Department.

• Accurate and efficient transaction processing for the assigned Financial Operations function (Accounts Payable, Accounts Receivable or Payroll) in compliance with documented policies and procedures, tax and other regulatory requirements and contractual obligations.
• As part of the assigned Financial Operations function team ensure payments are processed and delivered on time in line with fortnightly and monthly payment schedules, and that credit limits are not exceeded.
• Identify and report on exceptions/non-compliant transactions and investigate and resolve issues.
• Respond to customer queries in line with agreed service levels.
• Contribute to continuous improvement for the Financial Operations function.
• Proactively engage and participate in the annual business planning and risk management processes for the Financial Operations Unit and the implementation of the business plan to meet organisational goals and objectives.
• To assist Teagasc in meeting the commitments of the Quality Customer Service Charter and Action Plan.
• To actively participate in the annual business planning and Performance Management Development System (PMDS) processes.
• Fully co-operate with the provisions made for ensuring the health, safety and welfare of themselves, fellow staff and non-Teagasc staff and co-operate with management in enabling Teagasc to comply with legal obligations. This includes full compliance with the responsibilities outlined in the Safety Statement.

 * This job specification is intended as a guide to the general range of duties and is intended to be neither definitive nor restrictive.  It will be reviewed from time to time with the post holder.

 Note:  The ‘essential’ qualifications, knowledge, skills and behavioural competencies outlined above are ‘must-have’ which will be used in the selection process.