Debtors Clerk

at  KFML Holdings

JOB ADVERT SUMMARY

The debtors clerk is responsible for overseeing the accounts receivable process and ensuring the timely collection of outstanding customer invoices. They will maintain accurate records, communicate with customers regarding payment, and collaborate with other departments to resolve any billing issues. The debtors clerk plays a vital role in maintaining the financial health of the company by optimizing cash flow and minimizing bad debts.
At our company, we live by our ICARE values: Innovation, Collaboration, Accountability, Respect, and Empathy. We believe in fostering creativity and developing forward-thinking solutions to drive excellence. Our collaborative approach brings together diverse perspectives to achieve shared goals, while accountability ensures that we take ownership of our actions to build trust and credibility. We hold respect at the core of our interactions, valuing each individual’s contributions and treating everyone with dignity. Lastly, empathy guides us to understand and support others, creating a compassionate and inclusive environment where everyone can thrive.

MINIMUM REQUIREMENTS

• Minimum Grade 12
• High school diploma or equivalent qualification; additional education in accounting or finance is preferred.
• Proven experience as a debtors clerk, accounts receivable clerk, or similar role.
• Strong knowledge of accounting principles and practices, particularly related to accounts receivable.

Full Function Debtors for Various Optometric Practices:

• Manage all aspects of debtor accounts for multiple optometric practices, ensuring timely and accurate processing of transactions.
• Maintain client account details, ensuring all transactions are recorded and up to date.
• Issue invoices for services provided (such as eye tests, consultations, and spectacles).
• Monitor and track all incoming payments, and ensure they are applied to the correct accounts.

Processing of Remittance Advices / Bank Statements Daily:

• Process remittance advices received from clients or medical aid companies daily, ensuring payments are allocated correctly.
• Reconcile daily bank statements, ensuring that all payments and deposits reflect on the correct client accounts.
• Resolve any discrepancies between remittance advices and bank transactions promptly.

Follow-up on Outstanding Queries:

• Investigate and resolve any discrepancies or queries raised by clients, medical aids, or internal teams regarding outstanding payments.
• Ensure timely and effective communication with clients regarding any payment issues or missing information.
• Keep detailed records of all queries and resolutions to ensure no payment-related issues are left unresolved.

Follow-up on Overdue Accounts:

• Monitor debtor accounts for overdue payments and follow up on outstanding balances regularly (via phone calls, emails, or written communication).
• Implement and maintain an efficient system for following up on overdue accounts, ensuring no payments are missed.
• Work with clients to arrange payment plans or settlements when necessary, ensuring the optometric practice’s cash flow is maintained.

Monthly Reporting on Overdue Accounts:

• Generate monthly reports on overdue accounts, detailing the aging of debtors, outstanding balances, and action taken to recover the debt.
• Report on trends in overdue accounts and provide feedback to management regarding the financial health of the practice.
• Use reports to plan and strategize for reducing overdue debt and improving collections.

Reconciliation of Bank Statements to Calico

• Reconcile daily or monthly bank statements with the practice’s accounting system (e.g., Calico) to ensure that all deposits, withdrawals, and

  transactions are accurately reflected.

• Investigate and resolve any discrepancies between bank statements and the accounting records, ensuring accurate financial reporting.

• Ensure the smooth integration of banking transactions into the practice’s overall financial reporting system.