Position Description

Transcription

1 Position Description Job Title: Reporting To: Accounting Services Supervisor Manager Corporate Services Remuneration level: Negotiable depending on experience and qualifications Purpose of the Position To perform a wide range of accounting duties in an accurate and timely manner, and to maintain daily, weekly and monthly account records as required by legislation and internal processes and policies. To provide supervision and leadership to Accounts Officers and provide direction to staff who undertake specific accounting duties in their respective roles. To provide an efficient, courteous and professional service to external customers, other staff and councillors. Responsibilities Responsibility 1 Provide support and assistance to the Manager Corporate Services (MCS) in a wide range of financial and accounting functions to ensure adequate financial management for the Shire. Able to work semi-autonomously, with direction from the MCS as required. Accurate reconciliation and completion within designated time frames of requirements including but not limited to bank reconciliation, Business Activity Statement, Fringe Benefit Tax lodgement, Fuel Tax Credits, Fuel allocation, stock ledger maintenance, asset register maintenance and asset disposal and acquisition. Completion within designated time frames of end-of-month and end-offinancial-year processes under the direction of the MCS. Duties to include but not limited to administration allocations, housing cost allocations, general journals, ledger reconciliations and activity based costing. Departmental financial reports provided to managers in a timely and accurate manner. Assist and support managers in making any changes/updates required for incorrect allocations. Provide a high level of technical assistance and support for accounting functions such as undertaking budget reviews and analysis (including weekly 1

2 and monthly monitoring), reporting on outcomes of reviews and analysis and recommending changes required. Investment of surplus funds undertaken in compliance to current Council Policy (including record-keeping requirements). Adequate and effective management of workflows of Account Officers to ensure timely and accurate processing of all ancillary accounting functions, including but not limited to Creditors, Debtors, Payroll, Receipting, Banking, period end and general reconciliations. Positive and responsive assistance provided to external auditors. Responsibility 2 Management of Grants Generally works autonomously with limited direction from the MCS. Accurate and timely management of income and expense accounts where needed, tracking expenditure, reporting to managers, preparing quantitative financial reports for fundees/granting bodies and preparation and submission of documentation required for audit. Responsibility 3 Financial management of Shire s Synergysoft Asset Register Generally works autonomously with limited direction from the MCS. Accurate and timely maintenance of Synergy asset register, including acquisitions, disposals and revaluations (including depreciation and useful life), reconciliation of asset register to general ledger control accounts. Responsive in providing technical assistance to Shire managers in relation to asset management. Responsibility 4 Take a proactive role in ensuring financial management responsibilities of the Corporate Services Section are adequate, compliant and do not adversely affect the overall operations of the Shire. May work under direct supervision, or semi-autonomously with limited direction from the MCS. Effective planning for continuity of vital accounts functions (especially Payroll and Accounts Payable) in absence of Accounts Officer or during busy periods. Responsiveness to providing hands-on assistance when directed by MCS or when Accounting Services Supervisor assesses there is a requirement. Timely and compliant correction of errors and measures put in place to mitigate the risk of errors reoccurring. Responsive and/or timely feedback to MCS of required professional development opportunities and training needs for Accounts Officers. Demonstration of willingness and ability to provide continuous support, coaching and mentoring of Accounts Officers to improve their knowledge, skills and abilities. Timely and accurate reporting to the MCS on all issues and activities relating 2

3 to accounting systems and procedures, and reporting of feedback and suggestions for systems and/or process improvements to the MCS. On-going demonstration of willingness for personal improvement in the finance area, and a willingness to impart this knowledge to others in the department. Responsibility 5 Ensure that all documents handled within course of duties are registered and managed in accordance with the Shire Records Management Plan and adopted Policy. The Accounting Services Supervisor is expected to work within the requirements of the policy and plan. High level of cooperation with staff responsible for records administration. All subject documents are managed appropriately in accordance with the Document Management Plan. Responsibility 6 Development of skills in the area of Local Government Rating Will work/train under direct supervision. High quality, accurate work is produced within specified/designated timeframes as directed. Demonstration of on-going willingness and genuine ability to assist with a wide range of rates duties as directed. Responsibility 7 Accounting and financial management duties as directed by Manager Corporate Services (or other delegated Manager) - ad-hoc basis Undertake required duties with limited supervision. High quality, accurate work is produced within specified/designated timeframes as directed. Demonstration of on-going willingness and genuine ability to assist with ad hoc / specialised projects (including reporting). Responsibility 8 To comply with Occupational Safety and Health legislation and promote safe work practices including ensuring all OSH documents such as risk assessments, incident reports, hazard registers etc. are completed as soon as practical and delivered to the MCS and/or the HR coordinator immediately. Able to work semi-autonomously within established procedures, with guidance from the HR Coordinator and/or OSH committee. Ongoing vigilance to ensure risks are minimised/negated. 3

4 Relationships Responsible to: Supervision of: Manager Corporate Services (or Deputy Chief Executive Officer in the MCS absence) Accounts Staff: Day to day supervision and guidance, on-the-job training, support and direction Internal/external liaison: Internal With: Purpose 1. Manager Corporate Services and Deputy To receive direction, guidance and support for Chief Executive Officer range of duties to be undertaken by this position. 2. Accounts Department Staff Provide support and advice when required as well as on-the-job training. All Accounts Officers are required to work in a close, cooperative manner due to the overlapping nature of many accounting and financial services duties. Provide same support to Customer Service Officers as far as their duties relate to accounting and financial services. 3. Other Managers Provide assistance, information and support to, and receive assistance, information and support from, executive team members to resolve / finalise / prepare relevant financial records and accounts. 4. Other Staff including Records Provide information as requested from other staff members in relation to personal payroll records and debtor accounts as required. Assist and support with records registration, management and retrieval. External Including but limited to: Auditors Shire Debtors and Creditors A range of financial service institutions or providers as dictated by job requirements eg WA Treasury Corporation, Commonwealth Bank Payroll oriented bodies including Child Support, Superannuation Fund Administrators, Centrelink Extent of Authority Generally works semi-autonomously within established procedures, with guidance, support and assistance from the Manager Corporate Services. Specific Duties Maintain the works costing and plant ledgers, and general ledgers to ensure accuracy, including processing of journals, setting up and closing accounts, general house-keeping of 4

5 accounts and related functions (cost centres, element types, plant element types) A range of month-end duties including fuel allocations, Business Activity Statement, Fuel Tax Credits, FBT Instalments, general ledger and sub ledger reconciliation Assets acquisitions and disposals, plant cost recovery, administration allocations and housing allocations Assist in the production of month end statutory financial statements and regular financial reports for management purposes Year-end accounting and financial functions, including preparation of payments summaries, reconciliation of payment summaries and accruals Assist in the preparation and production of Annual Budget and Annual Financial Statements under direction of the MCS Perform duties of Accounts Officers in their absence Other financial and accounting duties, as directed, consistent with the level of this position and the principles of multi-skilling Ensuring all documentation is recorded and registered within InfoXpert in accordance with established guidelines, procedure and mandated requirements Completes required Occupational Safety and Health documents when appropriate Person Specification Skills A professional, friendly personal manner with excellent customer service skills including use of tact and diplomacy Highly developed keyboard and data-entry skills Excellent numeracy and literacy skills Ability to effectively organise and manage own work time to ensure all performance measures are met Well develop analytical skills especially in the area of accounting/book-keeping A methodical, logical and thorough approach to all duties, particularly of an accounting nature Ability and a willingness to work as an integral part of a small, efficient team, with a keen desire to get the job done properly the first time Demonstrated ability to utilise a wide range of office technology (eg fax, photocopier, scanner) Accounting and/or book-keeping skills at an intermediate to high level Experience Considerable experience in a comparable/similar position Demonstrable skills in general accounting principles, processes and protocol (eg double entry accounting, accounting to trial balance requirements, accounting standards, account classification, depreciation, book-keeping knowledge) Working knowledge of general principles of creditors/accounts payable, debtors, payroll and general financial duties Working knowledge of cash-handling Working knowledge and understanding of principles of GST, FBT, BAS and similar principles Good understanding of works costing ledgers and plant ledgers and relation back to general ledger Demonstrable experience with and use of computerised accounting/book-keeping programs Demonstrable experience with and use of Microsoft Office Suite (ie Outlook, Excel and Word) 5

6 Knowledge Excellent developed and demonstrable understanding of general accounting principles, processes and protocol (eg double entry accounting, depreciation, accounting standards, account classification, book-keeping knowledge) Excellent knowledge of general principles of creditors/accounts payable, debtors, payroll and general accounting duties Excellent knowledge of cash-handling processes and procedures Excellent understanding of principles of GST, FBT, BAS and similar principles Good understanding of works costing ledgers and plant ledgers and relation back to general ledger Desirable: Accounting functions as they relate to Local Government Local Government Rating functions Qualifications and/or Training Desirable: A qualification in an accounting-based discipline or equivalent on-the-job experience Selection Criteria Able to demonstrate your ability to competently and fully meet the skills, experience and knowledge requirements of this position Desirable: Accounting functions as they relate to Local Government Local Government Rating functions A qualification in an accounting-based discipline or equivalent on-the-job experience Signed.. Employee Date.. Signed.. Date.. Warren Olsen Reviewed and Revised 9 January 2013 Chief Executive Officer Glenn Withers HR Coordinator 6