| Detail | For this role |
|---|---|
| Department | Finance and Accounts |
| Level | Mid level |
| Reports to | Accounts Manager |
| Direct reports | None |
| Experience | 1 to 3 years in accounting or bookkeeping |
Accounts Officer job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Accounts Officer
Department: Finance and Accounts
Reports to: Accounts Manager
Location: [City], [office, branch or site]
About the role
An Accounts Officer keeps the daily books moving in a company. They record vouchers, post entries to the ledgers, handle vendor and customer accounts and support the monthly close. The role sits in the accounts team and reports to the Accounts Manager. A good Accounts Officer books entries correctly the first time, keeps supporting documents in order and clears small differences before they grow into reconciliation headaches at month end.
Key responsibilities
- Record purchase, sales, expense and journal vouchers in the accounting system every day.
- Post entries to the correct ledgers and cost centres with proper narration.
- Maintain vendor and customer accounts and match them to invoices and receipts.
- Check bills for approval, GST details and supporting documents before booking.
- Assist bank entry passing and help clear items in the bank reconciliation.
- Prepare payment and receipt entries and keep the cash book updated.
- Help compile schedules and workings needed for the monthly close.
- File vouchers and documents in order so they are ready for audit.
- Follow up with departments for missing bills, approvals or details.
- Support GST and TDS working by pulling the required transaction data.
Requirements
- B.Com or equivalent commerce degree
- Basic accounting and GST knowledge
- Tally or ERP data entry skills
- 1 to 3 years in accounting or bookkeeping
KRAs and KPIs for a Accounts Officer
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Booking accuracy | Entry corrections after review held below 2 percent of vouchers each month |
| Timeliness | Daily vouchers booked the same day they are received and approved |
| Documentation | Every entry backed by an approved bill and support, ready for audit |
| Reconciliation support | Assigned vendor and customer accounts matched each month with differences cleared |
| Close support | Assigned schedules handed to the accountant by the agreed close day |
Skills and tools
Tools used day to day: Tally Prime, MS Excel, GST portal, Bank portals, ERP entry screens.
Reporting line and career path
Next roles: Senior Accountant, Accounts Executive, Accounts Manager
Interview questions for a Accounts Officer
- Which entries do you pass for a purchase invoice with GST?
- How do you make sure a bill is ready before you book it?
- What do you check before passing a payment entry?
- How do you handle a small difference in a vendor account?
- How do you keep vouchers filed so audit is easy?
- How do you help the team during a busy month end?
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What does an Accounts Officer do?
An Accounts Officer records daily transactions in a company. They pass vouchers, post ledger entries, maintain vendor and customer accounts, help with bank reconciliation and support the monthly close. They keep bills approved and documents filed, and report to the Accounts Manager. The role keeps the books current and audit ready.
What is the difference between an Accounts Officer and an Accountant?
The two overlap, and titles vary by company. An Accounts Officer usually focuses on daily entries, documents and account maintenance. An Accountant often takes on more of the close, reconciliations and reporting. In smaller firms one person does both; in larger ones the officer supports the accountant.
What qualifications does an Accounts Officer need?
Most Accounts Officer roles ask for a B.Com or an equivalent commerce degree with basic accounting and GST knowledge. Hands on skill in Tally or an ERP for data entry helps a lot. One to three years of bookkeeping experience is usually enough to start.