Theza Umbay

• Supervises the Finance Services Section of the District.
• Develop and maintain accounting policies, procedures and control in accordance with government accounting principles, applicable regulations and laws as well as best practices;
• Periodic reviews of accounting and financial controls and processes of the District;
• Reviews and certifies all disbursements and ensures that all supporting documents are complete.
• Analyze revenues and expenses to ensure they are recorded appropriately on a monthly basis;
• Facilitate and complete monthly closing procedures and prepare financial statements and supporting schedules according to monthly closing schedule;
• Analyze financial statements on a monthly basis and report on variances versus target/budget;
• Prepares monthly balance sheet account reconciliations;
• Prepares annual income tax returns, alpha list of employees and suppliers and other annual reports required by the BIR;
• Improved cash flow management with timely accounts receivable collections and accounts payable monitoring.
• Cooperated with senior leaders to create operating budgets and initiate financial planning.
• Implemented new accounting software, enhancing efficiency by automating manual tasks and improving overall data integrity.
• Prepared working papers, reports and supporting documentation for audit findings.
• Played a key role in annual budget development by working closely with department heads to forecast expenses accurately.
• Reviewed accounts, resolved coding areas, and tracked recurring expenses for accrual entry.
• Maintained integrity of general ledger and chart of accounts.
• Trained new employees on accounting principles and company procedures.
• Managed inventory control systems, maintaining accurate records of assets while identifying potential cost reductions.

• Enhanced financial reporting accuracy by closely monitoring transactions and reconciling accounts monthly.
• Optimized cash flow management by reviewing receivables aging reports and implementing effective collection strategies.
• Disciplined and motivated accounting team to maximize performance.

• Reviews and ensures that all systems ( purchasing, accounts payable, payroll, billing, inventory, receivables monitoring, subsidiary ledgers, cash accountabilities of collectors and bank related activities are working efficiently and effectively.
• Ensures that accounting standards and policies are clear and adhered to and that the transactions are coursed through the proper authorization levels and are generally accepted to the best interest of the company.
• Reviews all records and reports pertaining to the business units financial data.
• Directly supervises and oversees the branch SBU ( Parts, Service Operation, Vehicle Sales) associates involved in accounting work.
• Analyzes policies, procedures that control the activities of the company, forms in order to simplify and standardize office procedures.
• Establishes and maintains adequate internal control in the branch.
• Supervises matters relating to local taxes in close coordination with corporate accounting and submits reports required by the local government agencies.
• Provides management with important data and analysis regarding the financial condition and operating performance of the branch.
• Oversees cash operations, custody of funds, and local banking relations in the branch; ensures that all obligations are paid and cash is kept at the operating level in the branch; validates claims of suppliers and ensures completeness of documentation.
• Prepares the annual operating budget for the branch with the approval of the Branch Manager.
• Analyzes reported performance against budget, interprets the results, and reports the reasons for variances to the Branch Manager for corrective action.
• Prepares analysis for the Branch undertakings, pointing out to the Branch Manager the advantages and disadvantages of such undertakings.
• Directs and coordinates associates under supervision for a successful accomplishment on individual’s responsibilities.
• Ensures the existence of assets in the company books and physically and that assets are used according to company usage policies.
• Reports directly to the Branch Manager and the Financial Controller at Head Office.

• Ensures that all entries for the month-end closing are recorded accurately and on time.
• Prepare bank reconciliation of the branch revolving fund account and reconciliation of non-trade receivables subsidiary ledger against the general ledger.
• Prepares remittances of government dues ( Business Tax, Real Property Tax, Municipal Tax, Barangay Dues, Fire Department Dues, etc.) and forwards these for payables processing.
• Monitor taxes and licenses deadlines and process requirements ( Business Tax, Property and other local taxes, DTI accreditation, etc.) for external reporting compliance.
• Prepares external reports and remittances such as SSS & HDMF premium and loans payable, Philhealth premium payable and income taxes withheld.
• Reviews the Daily Collection Report of the Branch cashier ( Receipts, Deposit Slips, Cash receipts journal entries, photocopy of checks collected and credit card slips) for completeness and accuracy and that these are deposited intact before forwarding the same to Head Office for posting of collections.
• Preparation of payroll for employees under the branch payroll.
• Receives, screens, perform credit line investigation for customers applying for credit line and forwards the same to Branch Accountant and Branch Manager for approval.
• Monitors and analyzes the status of the Branch service and parts operation receivables and prepares monthly AR analysis.
• Prepares the monthly bad debts report and forwards the same to HO for accrual of provision.
• Submits long overdue accounts to legal counsel for proper litigation.
• Checks, reviews, and signs the billings or counter receipts of credit customers.
• Checks the status of each credit customer account for any overdue accounts and approves the credit prior to release of vehicle.
• Supervises the collector in the preparation of billing and collection of credit accounts.

• Accounts Receivable (AR) Management
o Export invoices from business invoicing platform to Quickbooks Online and send invoices to clients.
o Generate AR Aging report and send to sales team on a weekly basis.
o Follow up on AR payments from customers.
o Ensure timely and accurate posting of payments.
o Assist in resolving customer inquiries related to outstanding invoices.
• Accounts Payable (AP) Management:
o Export approved purchase orders to Quickbooks Online.
o Process and track incoming vendor invoices.
o Create Accounts Payable bill in Quickbooks.
o Endorse due invoices to be included in weekly payment run.
o Apply online payments to vendor invoices in a timely manner.
o Reconcile vendor accounts versus statements received.
o Maintain accurate records of all AP transactions.
• Credit Card Transactions Review:
o Review and reconcile credit card statements with daily bank feeds in QBO.
o Review charge receipts forwarded by employees versus credit card transactions in QBO and make follow-ups for unaccounted transaction.
o Identify discrepancies and report any issues to management.
o Ensure proper categorization of credit card expenses in QuickBooks Online.
• Email Management:
o Respond to vendor inquiries regarding payment status and account details.
o Address customer inquiries related to billing and payments.
o Maintain professional communication with customers and vendors.
• Customer & Vendor Profile Updates in QuickBooks Online:
o Update customer and vendor information regularly in QuickBooks Online including W9 and ACH/ bank account details.
o Ensure accurate data entry and consistency across profiles.
o Maintain up-to-date contact information for smooth communication.

HR Function

• Keeps track of vacancies throughout the branch, receives requests for personnel, reviews job requirements, and look for applicants outside the organization through joining job fairs, referrals, communication with schools, distributes vacancy advertisements.
• Interviews and screens applicants. This includes facilitating the company entrance examination, checking the same and the preparation of exam results report.
• Facilitates the final interview of applicants who pass the exam by department heads and Branch Manager.
• Endorses the pre-hiring documents of newly hired employees to Head Office for preparation of Notice of Employment.
• Performs HR policies orientation of newly hired employees and endorses them to their immediate heads afterwards.
• Maintains personnel records; monitors and updates the medical, dental, optical allowances of personnel; monitors and updates the vacation leave and sick leave hour balances of branch personnel.
• Facilitates the annual medical exam of employees in close coordination with the Diagnostic center and the branch retainer physician.

Admin Function

• Reviews the monthly office supply requisitions of each department and prepares the purchase orders for these supplies after proper canvass from suppliers for approval of the Branch accountant and Branch Manager.
• Handles building administration ( repair and maintenance of electrical , air-conditioning , water, telephone system, and building improvement).
• Reviews and handle manning complement and job arrangement of janitorial services and requirements.
• Reviews the general housekeeping conduct of janitors making sure that safety rules and practices are practiced and that the building is clean at all times.

Payables

• Prepares accounts payable vouchers to record purchases and expenses incurred by the company. This includes payments to suppliers for purchases of supplies and parts, lubricants and parts inventory.
• Prepares the check payments for the above payable vouchers for approval of the Branch Accountant and the Branch Manager.
• Accounts all checks issued during the day and prepare a list of checks released and unreleased.
• Responsible for the acceptance of official receipts from suppliers and filing of the same at the individual folder of each supplier.
• Prepares the summary of expenses or replenishment report and supporting attachments of the branch revolving fund and the bank reconciliation of the revolving fund for submission to Head Office.
• Maintains and file folders for each supplier and payee of check vouchers.
• Prepares the accrual entries for unpaid but incurred expenses for the month for monthly closing income statement purposes.

• Perform follow up calls and demand letters for credit accounts.
• Assist the collector in the preparation of billing.
• Endorsing accounts ready for collection to the collector.
• Monitors and updates the monthly aging of service and parts operations.