Position Description: Assistant Accountant

Transcription

1 POSITION TITLE: REPORTS TO: Finance & Administration Manager, SUSF DEPARTMENT: Finance & Administration ORGANISTIONAL LEVEL: Clerical & Administrative Employees (State) Award Level 6 LOCATION: SU Sports & Aquatic Centre, Administration Office EMPLOYMENT STATUS: Full-time Permanent HUMAN RESOURCES STATUS Does this position fall under the definition of Child Related Employment? Does this position require incumbent to undergo criminal reference check? Does this position require incumbent to demonstrate good driving record or possess a specific driver s licence? Will the incumbent be required to make disclosure of pecuniary interest? Could there be a conflict of interest with a secondary employment? NO YES NO YES YES Primary Internal Contacts/stakeholders Direct Reports Sydney University Sport Club contacts All SUSF staff & Departments SUSF Committees Accounts Assistant Primary External Contacts/stakeholders USYD Corporate Finance USYD Relevant Customers & Suppliers Attache consultant Organisation Sydney Uni Sport and Fitness (SUSF) is a dynamic organisation providing sporting, recreation and fitness services to the University and general community. This involves the management of over 40 sporting clubs, a number of fitness, health and other sport-related facilities, and the coordination of University and community based sport and recreation programs Sydney Uni Sport & Fitness s object is to encourage, foster, promote, develop, extend and govern amateur sport members of the University of Sydney and greater community and to promote the health and well being of these stakeholders through the provision of sport and recreational activities and facilities. General Description The Sydney Uni Sport & Fitness Finance and Administration team is responsible for the overall management of the organisations Finance, Human, Investment and Capital and Information Communication Technology resources as well as the administrative and legislative compliance of the organisation.

2 This position will be responsible for core fundamental Accounting standards and processes, reporting and internal controls and transactional accounting, delivering a wide range of output to various areas of the organisation. Duties 1. General Ledger Accounts 1.1 Ensure that all monies received by Sydney Uni Sport & Fitness operations, business units, affiliated clubs and associations are properly accounted for and recorded in the accounts of Sydney Uni Sport & Fitness through the accurate and timely processing in the Accounting System as per the Accounting Procedures. 1.2 Assist in preparation of monthly balance sheet, GST/FBT calculations (payments & Reconciliations) and major income & expense account reconciliations 1.3 Balance and reconcile all cash receipts each month, including Trust, Blue & Gold activities, POS and other miscellaneous receipts. 1.4 Reconciliation of monthly Facilities, Blue & Gold, affiliated clubs and associations and other general ledger accounts as allocated by Finance and Administration Manager to ensure accuracy and relevance. 1.5 Analyse and review cash activities of Sydney Uni Sport & Fitness and ensure appropriate internal financial controls exist and where identified implement initiatives for improvement. 1.6 Monitor and control reconciliation of Petty Cash reimbursements and float. 1.7 Reconcile the Trust Bank Account on a weekly basis. 1.8 Oversight of day-to-day operational and transactional issues and items. 1.9 Ensure accounting software (Attaché) is up-to-date, relevant and effective and that the information being inputted is accurate and creditable Assist with quarterly forecasting and yearly budgeting 2. Banking 2.1 Coordinate the counting, balance, and recording POS transactions and prepare deposit of all POS and cash related monies received each day. Reconcile daily cash received to MRM.Plus2 POS System cash summary report. 2.2 Prepare reports on variances and unders/overs discovered in the process and report these findings to the appropriate management. 2.3 Where identified investigate large discrepancies and trends in variances and monitor and through internal audit ensure cash handling procedures are being documented, communicated and followed by operational staff. 2.4 Coordinate the counting, balance, receipt, recording and prepare deposit for banking from all other Sydney Uni Sport & Fitness activities, such as pay phones, drink machines, Manning Squash court meters, Law courts, Blue & Gold, Club trust accounts, and any other miscellaneous receipt and transactions.

3 2.5 Monitor the transactions and usage of the EFTPOS Machines throughout all locations of Sydney Uni Sport & Fitness and ensure these monies are credited to the appropriate areas. 3. Accounts Payable 3.1 Perform the day to day processing of accounts payable transactions to ensure that SUSF s finances are maintained in an effective, up to date and accurate manner 3.2 Process scholarships in order to ensure students are paid in an accurate and timely manner 3.3 Correspond with vendors and deliver excellent client service when handling all enquires made in person, by telephone or by 3.4 Reconcile payments 3.5 Monitor accounts and ensure that payments are up to date 3.6 Maintain records and vendor files 3.7 Analyse accounts and produce monthly reports 3.8 Assist with month end closing process 4. Club Accounts 4.1 Ensure Sydney Uni Sport & Fitness accounting records for major clubs (Football, Waterpolo, Boat, Rowing, Soccer, AFL, Cricket and Flames Basketball) are consistent with records maintained by the clubs. This involves liaison with the appropriate club employees/office holders on a monthly basis. 4.2 On a monthly basis in a timely manner after the end of the month, distribute detailed reports to all affiliated club and association administration, committee and other staff including Sydney Uni Sport & Fitness and recreation staff and management covering all aspects of the clubs activities. This includes the preparation of the detailed income and expense reports for the 6 large clubs. From time to time on an ad-hoc basis transaction listings of specific accounts and other reports may be required to be distributed to club personnel. 4.3 Ensure that all Sydney Uni sporting clubs are satisfied with your level of support. 4.4 Ensure the accurate and proper keeping and recording of records of Club Allotments, Special Grants and AUG/EUG Travel Subsides. 5. Accounts Receivable 4.1 Provide detailed, monthly reconciliations of all debtors accounts and outstanding debtors ledger reports. 4.2 Provide reports to management on status of outstanding debtors and level of risk associated with these customers on a regular basis. Keep management abreast of any possible doubtful or bad debts and recommend collection procedures where appropriate.

4 5. Administration 5.1 Provide administration assistance to the Finance & Administration Manager as necessary and is required. 5.2 Ensure all schedules relating to Insurance items are maintain and up to date and liaise with USYD Risk and Insurance brokers on any movements in relation to these schedules. Ensure schedules are forwarded to USYD in preparation for the annual review. 5.4 Coordinate the receiving and on forwarding of donations received by Sydney Uni Sport & Fitness on behalf of the Clubs and the Uni of Sydney Sport Foundation. Liaise with the USYD Advancement Services area on the procedures and compliance with relevant legislation for all club fundraising activities. Distribute reporting for Donation accounts held in trust at the USYD for Clubs and Foundation. 5.5 Coordinate, maintain, update and report on Sydney Uni Sport & Fitness Fixed Asset register and liaise with USYD Asset Management on implementation of asset strategy. 5.6 Coordinate and monitor annual stock take of all Sydney Uni Sport & Fitness inventory as well as regular reporting of stock movements and transactions in relation to stock. 5.7 Coordinate archiving system in accordance with USYD Records keeping. 5.8 Provide support to the receptionist in handling of counter and telephone enquiries. 5.9 All other duties as directed by the Finance & Administration Manager. 6. Ad hoc 6.1 Develop and maintain up to date procedures for the position 6.2 Other ad hoc tasks as instructed by Finance & Admin Manager Selection Criteria 1. Recognised tertiary qualification in accounting or related. 2. Solid Assistant Accounting experience with a sound understanding of the accounting principles 3. A proven Flexible and enthusiastic approach to daily duties and responsibilities 4. Demonstrated organisational skills and ability to deal with multiple projects and priorities. 5. Demonstrated process in outstanding collection and debtor management in line with Accounts Receivable procedures. 6. Demonstrated high level of interpersonal skills and written and oral communication skills. 7. Demonstrated ability to manage and deliver in a timely manner multiple projects and tasks in a reporting process by the set deadlines.

5 8. Demonstrated knowledge and experience in handling cash and general administrative tasks. 9. A commitment to supporting and servicing key stakeholders and customers 10. Sound attention to detail. 11. Excellent MS application skills in Word and Excel. 12. Demonstrated Exposure to Accounting Software 13. The skill to be part of an exciting team that supports the organisation. Key Result Areas 1. Cash Handling and POS reconciliation. 2. Meeting deadlines for reporting and reconciliation. 3. Accuracy and competency of work. 4. Satisfaction of key stakeholders and members. Qualifications & Experience Essential Accounting / Finance industry experience (3+ years) Attention to detail and thoroughness. Strong Communication & Interpersonal Skills Organisational & Time management skills Desirable Professional Sport industry experience (1+ years) First Aid workplace safety. Commencement or Completion of CPA or CA will be an advantage Accountability This position reports to and is accountable to the Sydney Uni Sport & Fitness Finance & Administration Manager and any other officer of Sydney Uni Sport & Fitness as delegated by management. Conditions of Employment The position is in accordance with the terms and conditions of the Employment Agreement and relevant industrial award. The successful applicant will be required to complete a Police Records Check and Working with Children Check as per NSW Government Legislation. The position has a 12 week probationary period Availability to work a 5 day week plus flexible/extended hours as required to meet the demands of the position and commensurate to the level of the position.

6 Signed and Accepted by: Date: Employee: Signature: Manager: Signature: