Sr.Accounts Officer

1. Job Purpose

The Accounts Executive will be responsible for managing day-to-day accounting operations, maintaining accurate financial records, statutory compliance, GST and TDS return filing, bank reconciliations, vendor and customer account management, and supporting the Finance & Accounts Department in ensuring timely financial reporting and compliance.

The candidate should possess strong practical knowledge of Tally ERP 9, GST provisions, TDS regulations, accounting principles and statutory filing procedures. The role requires an individual capable of independently handling routine accounting activities and coordinating with internal departments, vendors, customers and statutory authorities.

2. Key Roles & Responsibilities

A. General Accounting & Bookkeeping

• 1. Handle day-to-day accounting transactions and maintain accurate financial records in Tally ERP 9.
• 2. Record purchase, sales, payment, receipt, journal and contra vouchers.
• 3. Ensure proper ledger creation, ledger scrutiny and maintenance of accounting records.
• 4. Verify supporting documents, invoices, debit notes, credit notes and expense bills before accounting.
• 5. Maintain proper documentation of all financial transactions.
• 6. Perform monthly ledger scrutiny and identify discrepancies.
• 7. Ensure timely accounting of all transactions and maintain proper books of accounts.
• 8. Assist in the preparation of monthly, quarterly and annual financial statements.

B. GST Compliance & Return Filing

• 1. Independently handle GST-related accounting and compliance activities.
• 2. Prepare and file monthly/quarterly GST returns, including GSTR-1 and GSTR-3B, as applicable.
• 3. Reconcile purchase records with GSTR-2B and ensure proper Input Tax Credit (ITC) claims.
• 4. Verify GST invoices, HSN codes, GST rates and tax calculations.
• 5. Monitor GST Input Tax Credit mismatches and coordinate with vendors for necessary corrections.
• 6. Ensure timely payment of GST liabilities and filing of returns within statutory due dates.
• 7. Prepare GST workings and reconciliation statements.
• 8. Assist in GST annual return and reconciliation statement preparation, wherever applicable.
• 9. Coordinate with GST consultants and auditors during assessments, audits and departmental notices.
• 10. Monitor changes in GST rules, notifications and statutory requirements.

C. TDS Compliance & Return Filing

• 1. Calculate and deduct TDS on applicable payments in accordance with prevailing provisions of the Income Tax Act.
• 2. Ensure timely deposit of TDS to the government within prescribed due dates.
• 3. Prepare and file quarterly TDS returns, including applicable Forms 24Q, 26Q and 27Q.
• 4. Verify PAN details and applicable TDS rates of vendors, contractors and employees.
• 5. Reconcile TDS deductions with the books of accounts and Form 26AS/AIS, wherever applicable.
• 6. Generate and issue TDS certificates, including Forms 16 and 16A, within the prescribed timelines.
• 7. Maintain proper records of TDS deductions, challans and filing acknowledgements.
• 8. Handle TDS-related queries and coordinate with consultants wherever necessary.

D. Bank Reconciliation & Financial Transactions

• 1. Perform regular bank reconciliation for all company bank accounts.
• 2. Verify bank statements against accounting entries in Tally ERP 9.
• 3. Identify and resolve unreconciled transactions, bank charges and payment discrepancies.
• 4. Monitor cheque payments, NEFT, RTGS and other banking transactions.
• 5. Maintain proper records of bank receipts, payments and fund transfers.
• 6. Assist in preparing bank statements and financial information required by management.

E. Accounts Payable & Vendor Management

• 1. Verify vendor invoices, purchase bills and supporting documents before processing payments.
• 2. Ensure accurate accounting of vendor invoices and outstanding liabilities.
• 3. Reconcile vendor ledgers periodically.
• 4. Prepare vendor outstanding statements and payment schedules.
• 5. Coordinate with the purchase and operations teams regarding invoice discrepancies.
• 6. Ensure appropriate GST and TDS treatment while processing vendor payments.
• 7. Maintain proper vendor records and supporting documentation.

F. Accounts Receivable & Customer Reconciliation

• 1. Monitor customer outstanding balances and maintain accurate receivable records.
• 2. Reconcile customer accounts and identify pending or disputed transactions.
• 3. Follow up with concerned departments regarding overdue customer payments.
• 4. Verify customer receipts and ensure timely accounting.
• 5. Monitor credit notes, debit notes, sales returns and other adjustments.
• 6. Prepare customer outstanding reports and receivable ageing statements.
• 7. Coordinate with showroom and sales teams for resolving account-related discrepancies.

G. Inventory & Branch Accounting

• 1. Coordinate with warehouse, purchase and showroom teams regarding accounting-related stock transactions.
• 2. Verify purchase entries, stock transfer entries and sales transactions.
• 3. Reconcile stock-related accounting records with inventory reports.
• 4. Assist in accounting and verification of stock adjustments, shortages and excesses.
• 5. Monitor inter-branch and inter-location accounting transactions.
• 6. Coordinate with the concerned departments to resolve stock and accounting mismatches.
• 7. Ensure proper accounting of credit notes, sales returns and stock transfers.

H. Monthly Closing & MIS Reporting

• 1. Assist in monthly, quarterly and annual book closures.
• 2. Prepare monthly expense statements and ledger scrutiny reports.
• 3. Prepare vendor outstanding and customer receivable reports.
• 4. Prepare bank reconciliation statements.
• 5. Provide accurate financial data and reports to the Finance Manager.
• 6. Assist in preparation of Profit & Loss statements and Balance Sheet schedules.
• 7. Identify unusual expenses, accounting discrepancies and abnormal ledger balances.
• 8. Ensure all accounting entries are completed within the prescribed closing timelines.

I. Audit & Statutory Compliance

• 1. Coordinate with internal and external auditors during audits.
• 2. Provide necessary vouchers, invoices, ledgers and supporting documents.
• 3. Assist in statutory audit, tax audit and GST audit-related requirements, as applicable.
• 4. Maintain proper statutory records and filing acknowledgements.
• 5. Ensure timely submission of financial documents and reports.
• 6. Assist in resolving audit observations and compliance discrepancies.
• 3. Technical Skills & Software Knowledge
• The candidate must possess practical working knowledge of:

1. Tally ERP 9 Mandatory.

2. GST Return Filing GSTR-1, GSTR-3B and ITC Reconciliation.

3. TDS Calculation, Payment and Quarterly Return Filing.

4. Advanced MS Excel VLOOKUP, XLOOKUP, Pivot Tables, SUMIF/SUMIFS and data reconciliation.

5. Bank Reconciliation Statements (BRS).

6. Vendor and Customer Ledger Reconciliation.

7. Financial Statement Preparation.

8. Income Tax and GST compliance procedures.

9. E-Invoicing and E-Way Bill procedures.

10. Online banking and statutory government portals.

4. Educational Qualification & Experience

• B.Com / M.Com or equivalent qualification in Commerce or Accounting.
• Minimum 5- 8 years of relevant experience in Finance & Accounts.
• Hands-on experience in Tally ERP 9 is mandatory.
• Practical experience in independent GST return preparation and filing.
• Practical knowledge of TDS calculation, payment and return filing.
• Experience in handling accounts for distribution, trading, retail or multi-branch business operations will be an added advantage.
• Candidates should have a sound understanding of accounting principles and statutory compliance.

5. Key Competencies & Behavioural Skills

• Strong accounting and analytical skills.
• High level of accuracy and attention to detail.
• Good knowledge of statutory compliance and filing timelines.
• Ability to independently handle assigned accounting responsibilities.
• Strong reconciliation and problem-solving skills.
• Good coordination and communication skills.
• Ability to work under deadlines and manage multiple assignments.
• Integrity, confidentiality and accountability in handling financial information.
• Proactive approach towards identifying and resolving accounting discrepancies.

6. Key Performance Indicators (KPIs)

The performance of the Accounts Executive will be evaluated based on the following parameters:

Performance Area

Key Performance Indicator

• Accounting Accuracy :Accuracy and completeness of accounting entries
• GST Compliance :Timely and accurate GST return filing
• TDS Compliance: Timely deduction, payment and return filing
• Bank Reconciliation: Timely completion of bank reconciliation
• Vendor Reconciliation :Accuracy of vendor ledger reconciliation
• Customer Reconciliation :Timely resolution of customer discrepancies
• Monthly Closing:Completion of monthly accounts within deadlines
• Audit Support: Timely submission of audit documents
• MIS Reporting :Accuracy and timely submission of financial reports
• Documentation :Proper maintenance of financial and statutory records

7. Expected Deliverables

• Daily accounting entries and transaction verification.
• Monthly bank reconciliation statements.
• Monthly vendor and customer outstanding reports.
• GST reconciliation and timely return filing.
• TDS working, payment and quarterly return filing.
• Monthly expense and ledger scrutiny reports.
• Timely completion of monthly accounting activities.
• Audit-ready financial records and statutory documentation.

8. General Responsibilities

• Adhere to the company's accounting policies, financial procedures and internal control systems.
• Maintain confidentiality of company financial information.
• Coordinate effectively with internal departments and external stakeholders.
• Perform other finance and accounting-related responsibilities assigned by the reporting manager from time to time.