| Detail | For this role |
|---|---|
| Department | Finance and Accounts |
| Level | Entry level |
| Reports to | Accounts Officer |
| Direct reports | None |
| Experience | 1 to 3 years in accounts or cash handling |
Petty Cash Executive job description template
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Job title: Petty Cash Executive
Department: Finance and Accounts
Reports to: Accounts Officer
Location: [City], [office, branch or site]
About the role
A Petty Cash Executive manages the small cash used for day to day expenses. They pay out approved petty expenses, collect bills, replenish the imprest and reconcile the balance regularly. The role reports to the Accounts Officer and matters wherever many small cash payments happen. A good Petty Cash Executive keeps the petty cash always balanced, insists on proper bills and approvals, and never lets unaccounted spending creep into the imprest.
Key responsibilities
- Pay approved petty cash expenses against proper bills and vouchers.
- Maintain the petty cash book and record every payment with details.
- Reconcile the physical petty cash with the book balance regularly.
- Replenish the imprest when it runs low and record the top up.
- Check bills for approval, amount and validity before paying.
- Book petty cash expenses to the correct expense heads.
- Handle staff reimbursement claims for small out of pocket spends.
- Follow up for missing bills against advances given to staff.
- Report shortages, excess or unusual claims to the accounts officer.
- Keep petty cash vouchers and records ready for audit.
Requirements
- B.Com or equivalent
- Basic accounting knowledge
- Comfort handling cash and vouchers
- 1 to 3 years in accounts or cash handling
KRAs and KPIs for a Petty Cash Executive
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 |
|---|---|
| Cash balance | Petty cash tallies to the book on every count with no unexplained gap |
| Documentation | Every payment backed by an approved bill and voucher |
| Booking accuracy | Expenses booked to the correct heads with no misposting each month |
| Advance clearance | Bills against advances collected within the agreed time |
| Reconciliation | Petty cash reconciled and replenished on the agreed schedule |
Skills and tools
Tools used day to day: Tally Prime, MS Excel, Petty cash register, Voucher books, Calculator.
Reporting line and career path
Next roles: Accounts Officer, Senior Accounts Executive, Accountant
Interview questions for a Petty Cash Executive
- How do you keep petty cash balanced?
- What do you check before paying a petty cash bill?
- How do you handle a staff reimbursement claim?
- How do you follow up bills against an advance?
- What do you do when the petty cash does not tally?
- How do you book petty expenses to the right heads?
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What does a Petty Cash Executive do?
A Petty Cash Executive manages the small cash used for day to day expenses. They pay approved petty expenses against bills, maintain the petty cash book, reconcile the balance and replenish the imprest. They handle small reimbursements and follow up bills against advances, reporting to the Accounts Officer.
What is an imprest system for petty cash?
An imprest system keeps petty cash at a fixed float. As money is spent, the executive records each payment with a voucher. At intervals the fund is topped up by the exact amount spent, bringing it back to the float. This keeps petty cash controlled and easy to reconcile.
What qualifications does a Petty Cash Executive need?
Most Petty Cash Executive roles ask for a B.Com or an equivalent degree with basic accounting knowledge and comfort handling cash and vouchers. One to three years of experience helps, along with honesty, accuracy and the discipline to keep petty cash balanced and properly documented.