The Golden Age Home
JOB DESCRIPTION AND SPECIFICATION
| JOB TITLE: Supervisor, Accounts Payable & Payroll GRADE: FMG/PA 1 POST NUMBER: DEPARTMENT: Finance and Accounts REPORTING RELATIONSHIPS: Reports to: Manager – Finance and Accounts Supervises: Senior Accounts Payable/Payroll Officer, Accounts Payable Officer, Collections and Disbursement Clerk Manages: Accounting Technician – Disbursement, Accounting Technician 1& Accounting Clerk |
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Employee Date
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Job Purpose
| The Accountant is responsible for ensuring the accuracy and timeliness in the receipts and expenditure of funds, including the checking of salaries and related disbursements for the Golden Age Home in accordance with the relevant acts and guidelines. |
Key Performance Indicators
| Work plans submitted timely. Department and personal targets achieved. Payroll processed, approved, and disbursed accurately and timely. Financial documentation completed, signed, certified, approved and filed. Financial and statistical data prepared and maintained accurately. Cheques and correspondences checked, verified and certified. Audit reports processed timely and accurately. Balance sheet accounts reconciliation Timely of. Accurate and prompt preparation of employee salary letters. Monthly updates to the Fixed Asset Register. Timely submission of reconciled balance sheet accounts. Maintenance of confidentiality. |
Major Responsibilities
| Financial Processing & Control: Oversees and ensures accurate and timely processing of all financial transactions (receipts, disbursements) in accordance with policies and procedures. Implements and monitors internal controls to safeguard assets and prevent fraud. Verifies payment documentation to prevent over/under payments, ensuring proper authorization and support. Manages timely receipting and lodging of collected funds, adhering to cash handling procedures. Ensures prompt and accurate payments to suppliers and staff (payroll), complying with legislation and Golden Age Home procedures. Certifies journal and payment vouchers, verifying proper coding, authorized payee, and accurate calculations. Maintains secure custody of blank cheques, storing them in the designated vault. Certifies receipts, ensuring accurate posting to correct chart of accounts, payee, amount, and bank account. Accounting & Reconciliation: Regularly reconciles balance sheet accounts, investigating and resolving discrepancies. Checks bank reconciliations. Checks the Fixed Asset Register, accurately recording additions, disposals, and depreciation based on Board of Survey valuations. Reconciles annual statutory returns to relevant general ledger accounts. Checks and maintains records for Revolving Loans, Salary Advances (General), and Resident Savings. Ensures accurate coding in the Peachtree/Sage accounting system. Maintains organized and secure filing of all financial records. Payroll & Disbursements: Reviews monthly and fortnightly payrolls for accuracy and completeness before payment dates. Ensures timely and accurate disbursement of salaries and related deductions. Reviews supporting documentation for NIS and NHT remittances for current and former employees. Reviews health insurance and pension statements against payable accounts. Audit & Compliance: Supports the audit process by preparing, reviewing, and submitting audit schedules. Participates in interim audits, providing information, responding to queries, and implementing recommendations. Ensures adequate controls for maintaining salary records. Conducts periodic spot checks at the stores. Ensures compliance with financial regulations and legislation. Budgeting & Reporting: Participates in developing the annual budget. Prepares management reports. Other Duties: Performs other related duties as assigned. |
Internal/External contacts:
| Internal: General Manager, Assistant General Manager, Operations Manager, Cluster Supervisors External: Ministry of Finance, Ministry of Local Government & Community Development, Ministry of Labour & Social Security, Banking Institution, and other Stakeholders. |
Authority: Please state limits where possible.
| Full authority to act within the scope of responsibility Authority to execute other activities as directed by the General Manager |
Specialized knowledge, skills required:
| Technical/Professional: Advanced proficiency in Peachtree/Sage, IPS, Microsoft Excel, and Word. In-depth knowledge of Government Accounting, FAA Act and Regulations. Strong understanding of accounting principles and practices (IFRS or relevant Jamaican standards). Expertise in payroll processing, disbursement, and related regulatory compliance. Ability to prepare, analyse, and interpret financial reports. Core: Excellent communication (written and verbal) and interpersonal skills. Strong customer relationship skills. Excellent numeracy, computation, and analytical skills. Outstanding organizational, time management, and leadership skills. Demonstrated integrity and ethical conduct. Functional: Strategic management skills. Strong leadership, problem-solving, and decision-making skills. Initiative, sound judgment, and a proactive approach. |
Academic qualifications and experience required for the job:
| BSc. in Accounting/Management Studies with an Accounting or BBA Degree from a recognized University or AAT Level 3 or ACCA-CAT Level 3 or ACCA Level 1. Diploma in Government Accounting (MIND). Two (2) to three (3) years’ work experience in Government Accounting. Certification and/or experience in Supervisory Management is an asset. |
Emolument is:$3,501,526 per annum.
