Debtors Clerk

VER 200301 9JOB PROFILE

A. JOB INFORMATION SUMMARYJOB PROFILE FOR (Job Title): FOLLOW-UP CLERKGRADE:COMPANY NAME:

LEWIS STORES/
BEST ELECTRICREPORT TO:

• Branch Managers
• Regional Controller
• Regional Accounts ManagerDEPARTMENT:

AT BRANCH LEVELWORK LOCATION :B. KEY OR CORE ACTIVITIES OF JOB (KPA'S - Key Performance Areas)PriorityHighMediumLow1. RECEIPTING (COMPUTER & MANUAL) AS WELL AS CASH SALES2. PETTY CASH3. CREDIT APPLICATION4. CREDIT FOLLOW UP5. BANKING & SAFEGUARDING CASH6. REFUNDS7. HOUSEKEEPING8. GENERAL VER 200301 10C. LIST OF DUTIES / TASKS TO COMPLETE EACH CORE ACTIVITY
First Core Activity: RECEIPTING (COMPUTER & MANUAL) AS WELL AS CASH SALES

• To receive, verify, safeguard and record all cash received from customers and issue receipts of transactions.
• To receipt all transactions immediately in terms of company policy and procedures.
• To obtain bank clearances for cheques in access of R500 (in the case of cash sales only)
• To deal with RD cheques according to company policy..
• To ensure that amount tendered by customer balances to computer generated receipt.
• To secure all takings in security drawer immediately after receipting has taken place.
• Secures all takings in the SAFE or drop safe after a quick bank or cashing up at the end of each trading day.
• To complete all administrative documents in terms of company policy and procedure as laid down in manuals and Standing Instructions.
• To effectively manage all OBO transactions and ensure that all relevant data is captured in terms of company policy and procedure.
• To effectively capture the manual receipts used by outside Collectors as per company policy and procedures.
• To report all cancelled receipts to the Branch Manager.

VER 200301 11Second Core Activity: PETTY CASH

• To ensure that necessary documentation is maintained for the control of petty cash daily.
• To organise payments only when authorised by Branch Manager.
• To maintain administrative procedures in terms of company policy and procedure.

Third Core Activity: CREDIT APPLICATION

• To obtain personal information from customers as per company requirements.
• To verify employment, income and personal references of customers.
• To submit transactions to Transact Dept. for credit referencing.
• To explain the HP Agreement to the customer in order to avoid any misunderstanding, in the absence of the Manager.
• To inform the customer whether the transaction has been approved or declined and if needed, the reasons for declining.
• To offer alternative suggestions in the case of a declined verdict.

Fourth Core Activity: CREDIT FOLLOW UP

• To inform the Branch Manager immediately when the customer pays less than the full instalment.
• To constantly determine the up-do-date information from customers and process this onto the computer system.
• To communicate to short payers the importance of paying full instalments.
• To negotiate a payment plan including increased instalments with the customer in order to assist the customer to liquidate the arrears.
• To discuss confidential information regarding problem accounts in a manner that does not cause embarrassment to customers.

VER 200301 12

• To communicate to new customers the importance of paying their first instalment on or before the due date.
• To action all defaulting accounts by way of the telephone or with a personal call.
• To communicate daily with the Branch Manager and Regional Accounts Manager on the progress made regarding the improvement of the debtors book.
• To complete daily performance sheets.

Fifth Core Activity: BANKING AND SAFEGUARDING CASH

• To ensure that all cashing up procedures are completed in terms of company policy.
• To check daily banking audit trails for accuracy and variances before making up the bank and to take corrective action where necessary.
• To prepare daily bank deposit slips and arrange for banking as per company policy.
• To enter all deposits in the bank movement register daily.
• To balance daily cash takings daily with receipts.
• To check that the handing over of banking to Security Service is done according to laid down policy and procedure.
• To ensure that safety procedures of the company are applied in branches without the drop safe facility.
• To comply with all administrative procedures in the daily banking process.
• To account for all shortages and to comply with standard procedure in this event.
• To extract daily banking audit trails and attach relevant documentation.
• To ensure that all banking reports are filed on a daily basis and kept safely.

VER 200301 13Sixth Core Activity: REFUNDS

• To ensure that all refunds are authorised and confirmed by the Branch Manager.
• To verify with the customer the correct amount paid out at the time of the transaction.
• To ensure that all refund transactions comply with company policy and procedures and all necessary data is computerised.

Seventh Core Activity: HOUSEKEEPING

• To maintain a high standard of neatness & cleanliness in and around general working areas and strongroom. (Filing areas).

Eighth Core Activity: GENERAL

• To be familiar with all administrative procedures and should any changes occur, to become familiar with them and implement them immediately.
• To liaise with other branches when necessary, i.e. OBO customers.
• To help out when necessary by performing other duties, e.g. in-store promotions etc.
• To operate the switchboard, photocopier and fax machines.
• To file documents according to company procedure.
• To order and control stationery in terms of company policy and procedure.
• To have a good understanding of the company's requirements regarding filing and safekeeping of various documents.
• To process documents to be forwarded weekly and monthly to Head Office.

VER 200301 14

• To ensure that Company policy and procedures are adhered to at all times.
• To ensure that a high standard of performance is maintained at all times.
• To build and maintain sound and harmonious relationships with customers, colleagues and superiors.
• To liaise with superior regarding any difficulties.
• To maintain a high standard of personal hygiene.
• To dress professionally at all times.

D. MEASURABLE CRITERIA TO ACHIEVE CORE ACTIVITIES

• To have no cash shortages and minimum cash queries.
• To have no queries with regards to petty cash controls.
• To always strive for 100% accuracy in credit applications.
• To achieve daily / weekly / monthly collection targets as well as reducing opening figures of Bad and Doubtful debts.
• To balance cash takings and bankings daily.
• To have no queries with regards to monies refunded to customers.
• To always have clean and neat offices, work stations and filing systems in operation.

VER 200301 15E. CRITICAL REQUIREMENTS & SKILLS OF THE EMPLOYEE TO PERFORM EFFECTIVELY IN JOB

Critical requirements

• Ability to read, write & calculate- Trainable to use the computer- Trainable to use the company's methods of collecting money from customers.- Positive attitude and ambitious- Energetic and enthusiastic- Self confident- Self disciplined- Self motivated- Think creatively- Hunger for knowledge- Good team player- Handle stress

Skills:

To be firm, but fair. (Assertive).To be able to communicate well with people (customers).To be able to listenTo be able to share knowledge

Pay: Up to R7 675,20 per month

Education:

• High School (matric) (Preferred)

Work Location: In person