Job Summary
Grade 12
Secretarial diploma OR
5 years of secretarial experience
Required Computer Packages
Microsoft Office (advanced level)
Skills, Competencies, and Experience Required:
Skills
Communication skills
Interpersonal skills
Advanced typing skills
Organizational skills
Client service skills
Telephone skills
Competencies
Computer literacy
Confidentiality
Ability to prioritize and manage workload
Accuracy and attention to detail
Basic accounting knowledge
Key Duties and Responsibilities – Key Performance Indicators
Management of incoming and outgoing mail & email
Electronic diary management
Typing of client correspondence
Typing of invoices
Typing of credit notes
Sending statements
Debtor’s recons
Keeping debtor's age analysis up to date with payments and following up with clients
Filing of documents on CDM
Dealing with clients' telephonic and personal queries
EME certificates
Maintaining client database
Financial Statements - printing of financial statements, sending to clients for signature, sending signed copies for their records, and preparing minutes and resolutions (trusts).
Following up on outstanding signed documentation (engagement letters, tax returns & financials)
Updating directors locking lists.
Maintaining the director's timesheets
Trust Work
Preparation of various documents for new clients
Assist the directors with valuations when necessary
Preparation of quotes
Compliance with the firm’s System of Quality Management (SOQM), policies and procedures.
Compliance with the firm’s Employee Code of Conduct, which consists of the firm’s HR policies, SAICA, IRBA, and IESBA Codes of Conduct.
Typing of financials when needed
Maintaining the “financials tracker/income tax return” spreadsheet
Update PA register for all incoming signed financials
Update AUP (agreed upon procedures) locking register
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