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Our Values

Respect Honesty Commitment Courage

Values only become meaningful when they are translated into behaviours that people engage in and others can observe. They are the cornerstone of ‘walking the talk’.

1. Purpose 1.1 Primary functions

To assist in all aspects of financial obligations for the organisation in accordance with the requirements of the Local Government Act 1995, Local Government (Financial Management) Regulations 1996, Australian Accounting Standards, ATO legislation and regulations and other mandatory reporting requirements within Australia. Primary functions of the position are to:

Perform all Accounts Payable Functions,

Prepare General Ledger reconciliations as per register,

Prepare the List of Payments report for Council,

Administer petty cash,

Prepare statutory returns and statistical data when required, to meet Government and Council requirements, and

Assist other members of the Financial Services team as directed by the Finance Coordinator.

Position Title: Finance Officer Accounts Payable Directorate: Corporate and Community Services

Reports to: Finance Coordinator

Date effective: January 2011

Agreement Level: EBA Level 4

Position no: FIN04

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1.2 Community strategic goals

1.3 Key functions and duties

Key functions Specific duties % Time

Accounts Payable Review inwards mail and distribute supplier invoices to the business units Processing Invoices

Ensure tax invoice is supplied and GST treatment is correct

Monitor coding is correct

Ensure due dates are correct

Ensure correct authorities have been supplied

Ensure purchase orders are completed correctly

Ensure authorised invoices/requests for payment are processed prior to due date

Prepare and process Councillor payments

Ensure scanning of invoices and support documents prior to Payment Processing

Utilities – maintain Utility Orders, obtain manual meter readings where applicable

Payment Processing

Prepare and run EFT and cheque Payment Processing weekly and as required

Distribute Remittance Advices to payees. Creditor Maintenance

Create creditors in sub-system in according with procedures

Update details in sub-system ensuring sufficient support is supplied Supplier statements

Reconciled to Accounts Payable sub system

Correspond with internal and external clients regarding outstanding items

Clear reconciling items within following month Procedures

Maintain Accounts Payable Procedures Manual

Ensure internal stakeholders are aware of correct procedures Attend to queries from all stakeholders

80

Goal 1:

Valuing the

natural

environment

Goal 2:

Welcoming

and inclusive

communities

Goal 3:

Managing

growth

sustainably

Goal 4:

Vibrant and

diverse

economy

Goal 5:

Effective

leadership

and

governance

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Financial Management Prepare General Ledger reconciliations

clear reconciling items with in the following month

Prepare statutory returns for BCTIF, BRB etc. Complete the daily bank reconciliation in sub-system Prepare the monthly List of Payments report for council Petty Cash – maintain float, reconcile and reimburse as required Store Cards – maintain Store Card register, issue cards and ensure adherence to procedures Team - Assist Finance Coordinator and other Finance Officers when required

15

Records Ensure accurate and timely filing of all source documents Ensure all requests for information comply with FOI requirements and Shire policies Administer and record Traffic Infringements for Shire vehicles

5

General

Work in accordance with the Shire’s defined Equal Opportunity and Anti-discrimination legislation, procedures & principles;

Work in accordance with the Shire’s defined Occupational Safety and Health legislation, procedures and principles;

Adhere to the Shire’s Code of Conduct, policies and management practices as amended from time to time;

Contribute to the attainment and development of strategic plan outcomes, strategies and actions; and

Ensure all duties as directed by the Chief Executive Officer are fully undertaken.

2. Extent of Authority

Under the limited direction of the Chief Executive Officer and as delegated from time-to-time, the incumbent has authority to act within predetermined guidelines, policies, procedures, predetermined budgetary limits and expenditure and in accordance with the statutory provisions of the Local Government Act 1995 and other relevant legislation. Delegated authority in accordance with the following:

as per the "Authorisation to Sign Documents Register”

3. Relationships

3.1 Responsible to Finance Coordinator

3.2 Responsible for

N/A 3.3 Internal Stakeholders

Council; CEO and Directors; and Shire Officers.

3.2.1 External Stakeholders

Community groups, suppliers and customers of Council services,

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Statutory bodies, funding bodies and all Government Agencies; and Consultants, contractors and other professionals.

4. Position Selection Criteria

4.1 Position essentials

High level of IT competency for data entry and reporting Moderate level of administration and report writing skills Proven ability to maintain a high level of confidentiality Proven ability to achieve high standard output (Attention to detail, speed and accuracy) Proven ability to resolve problems with limited assistance and promote continuous improvement Proven experience in accounts payable disciplines Working knowledge of Goods and Services Tax Demonstrated experience in reconciliation of subsidiary systems to general ledger accounts.

4.2 Position desirables

Experience with Synergy Soft applications. Working knowledge of the Local Government Act 1995 and other relevant legislative requirements. Experience in administration of statutory returns – e.g. BCITF, BRB, Diesel Fuel Rebate. Certificate III in Finance or equivalent qualification

5. Parties

Present Occupant Name: Signature: Date: Reporting Officer Name: Signature: Date: