Accounting Assistant

The Accounting Staff (Accounts Payable) is responsible for processing and verifying invoices, preparing payments and disbursement documents, maintaining accurate accounts payable records, performing reconciliations, and ensuring compliance with accounting and government regulations.

Invoice Processing and Verification

·         Receive, review, and verify purchase orders, invoices, and payment requests and other payment documents for goods and services rendered to the university.

·         Match invoices with purchase orders and delivery receipts (Three-Way Match).

·         Accurately enter invoices into the accounting system for payment processing.

·         Verify the accuracy of computations, applicable taxes, discounts, and payment terms.

Disbursement Processing and Control

·         Prepare and process check vouchers, payment requests, and related disbursement documents, ensuring all figures match the approved Request for Payment (RFP).

·         Ensure timely payment of vendor invoices and resolve invoice-related issues with vendors or internal departments.

·         Maintain organized and up-to-date accounts payable records and supplier files.

·         Coordinate with Procurement, requesting departments, and suppliers to clarify billing issues, resolve disputes, or reconcile accounts when necessary.

Accounts Payable Monitoring and Reconciliation

·         Assist in preparing AP reports, aging summaries, and reconciliation reports.

·         Respond to supplier inquiries promptly and professionally.

·         Monitor supplier statements and follow up on any outstanding balances or discrepancies.

·         Perform bank reconciliations in Xero regularly to ensure accuracy between book balances and bank statements.

·         Update journal entries in Xero to maintain real-time financial data.

·         Assist in the maintenance of company books for the preparation of financial statements.

Compliance with Government Regulations

·         Ensure all transactions adhere to current BIR rulings, specifically managing VAT exemptions and specialized withholding tax rates (e.g., 1% for goods and 2% for services) for diverse vendor categories.

·         Maintain proper documentation and filing of tax and regulatory remittance reports (e.g., BIR, SSS, PhilHealth, and Pag-IBIG) to ensure a clear audit trail and regulatory compliance.