Cash Control Officer/Petty cash accountant

Key Responsibilities

1) Petty Cash Handling & Daily Transactions

• Manage daily petty cash receipts and payments with complete accuracy and discipline.
• Ensure all cash disbursements are supported with approved vouchers, bills, and required documentation.
• Maintain daily cash balance and ensure physical cash matches system records.
• Perform daily cash closing and submit reports as required.

2) IOU Issuance & Follow-Up (Closure Control)

• Issue IOUs as per company policy after verifying approvals and limits.
• Maintain a proper IOU register (manual + ERP) with due dates and outstanding tracking.
• Follow up with employees for timely settlement and closure of IOUs.
• Ensure IOUs are adjusted against supporting documents and correct accounting entries are passed.
• Escalate long-pending IOUs to the reporting manager for action.

3) Pay Orders Preparation & Processing

• Prepare Pay Orders based on approved requests and supporting documents.
• Coordinate with banks (if required) for issuance and tracking.
• Maintain Pay Order record, supporting documents, and acknowledgment confirmations.

4) Accounting Entries & Expense Allocation

• Record all petty cash transactions in ERP with correct chart of accounts and cost center allocation.
• Ensure proper classification of expenses as per company policy and financial reporting requirements.
• Maintain strong accuracy in journal entries related to petty cash, IOUs, advances, and reimbursements.
• Ensure no posting gaps, duplication, or incorrect account usage in ERP.

5) Record Keeping (Physical + ERP)

• Maintain complete petty cash files including vouchers, approvals, bills, and supporting documents.
• Ensure records are properly numbered, organized, and readily available for audit and management review.
• Keep updated daily petty cash summary reports and monthly reconciliations.

6) Controls, Compliance & Audit Support

• Ensure strict compliance with internal controls, approval matrix, and company cash handling procedures.
• Support internal and external audits by providing complete petty cash documentation and explanations.
• Identify and report any irregularities, missing documents, or non-compliance issues.
• Required Skills & Competencies
• Strong grip on cash handling, petty cash controls, and discipline in record maintenance.
• Excellent understanding of accounting entries, vouchers, and expense classification.
• Ability to ensure timely IOU recovery/closure through follow-ups and tracking.
• Proficiency in ERP posting (Oracle / SAP / Microsoft Dynamics / Odoo / or similar).
• Good command over MS Excel (daily tracking, summaries, reconciliations).
• High attention to detail, accuracy, and accountability.
• Strong coordination and communication skills with internal departments.

Qualification & Experience

• Bachelors degree in Accounting, Finance, Commerce, or equivalent.
• 1–3 years of relevant experience in petty cash handling / accounts support role.
• Experience working in an ERP-based accounting environment is preferred.
• Key Performance Indicators (KPIs)
• Daily petty cash closing accuracy (cash vs ERP match).
• % of IOUs closed within timeline.
• Zero posting errors / misallocations in expense entries.
• Timely preparation and record maintenance of Pay Orders.
• Audit readiness (complete documentation and traceability).
• Working Conditions / Notes
• Requires daily cash handling with strict compliance and integrity.
• May require coordination with multiple departments for documentation and approvals.