Clerical Officer

Job description

Job Title: Clerical Officer – Finance (Creditors Department)
Location: Mullingar
Contract Type: Full-time (35 hours per week) / Temporary
Salary Scale: Public Sector Clerical Officer Scale €17.03 per hour

Job Purpose

To provide efficient and accurate administrative and financial support within the Finance Department. The post holder will assist in the processing, verification, and reconciliation of supplier invoices and payments, ensuring compliance with public sector financial regulations, internal control procedures, and audit requirements.

Key Duties and Responsibilities

Accounts Payable and Financial Administration

• Process supplier invoices and credit notes accurately and in a timely manner.
• Match invoices to purchase orders and delivery dockets, verifying quantities and pricing.
• Ensure compliance with procurement, financial, and audit guidelines.
• Prepare and process supplier payments in accordance with payment schedules.
• Maintain accurate and up-to-date creditor ledgers and supplier account records.
• Assist in month-end and year-end closing processes, including reconciliations and reporting.
• Support the Finance team in resolving supplier queries and payment discrepancies.
• Maintain and update financial databases and spreadsheets as required.

Administrative and Clerical Support

• Provide general clerical and administrative support to the Finance Department, including filing, correspondence, data entry, and report preparation.
• Assist in preparing documentation for internal and external audits.
• Ensure that financial records are stored and managed in accordance with data protection and retention policies.
• Support the preparation of financial reports, statistics, and returns as required by management.

Communication and Collaboration

• Liaise with internal departments to ensure accurate processing of financial transactions and prompt resolution of issues.
• Communicate effectively with suppliers and stakeholders regarding invoice, payment, and account queries.
• Work collaboratively with colleagues across finance and procurement functions to support efficient financial operations.

Other Duties

• Participate in relevant training and professional development to enhance financial and administrative skills.
• Undertake any other duties appropriate to the role and grade, as required by management.

Essential Requirements

• Experience in a clerical or administrative role, preferably within a finance or public sector environment.
• Proficiency in Microsoft Office applications (particularly Excel and Outlook).
• Strong numerical and analytical skills with attention to detail and accuracy.
• Excellent organisational and time management abilities.
• Effective communication and interpersonal skills.
• Ability to work independently and collaboratively within a team.
• Commitment to confidentiality, integrity, and professional conduct.

Desirable Requirements

• Experience in accounts payable, creditors, or general ledger functions.
• Familiarity with financial management systems (e.g., SAP, Agresso, or equivalent).
• Knowledge of public sector financial procedures and audit compliance.
• Understanding of procurement and purchasing processes.
• Experience in an Education and Training Board (ETB) or similar public sector organisation.