POSITION DESCRIPTION: FINANCE OFFICER

Transcription

1 53 Victoria Avenue Chatswood NSW 2067 Australia t f w Title Reports to Division/Department Location Finance Officer Finance and HR Manager Business Operations Team ICS, 53 Victoria Avenue, Chatswood PURPOSE The Finance Officer is responsible for maintaining and developing ICS financial recordkeeping and reporting systems, and for supporting the HR and administrative functions of the company. Tasks include preparing monthly financial statements, supporting budget development, maintaining cash controls, overseeing purchasing, maintaining accounts receivable and payable, managing the ICS jobs database, supporting a range of HR functions, and assisting with general administration of the company. The Finance Officer plays a key role in ensuring the smooth running of the Business Operations Team, and provides advice and support for a wide range of company procedures. It is important for the Finance Officer to have a detailed understanding of the ICS business purpose and processes in order to provide appropriate services to staff, management and clients. There is a high level of engagement with staff across the whole company, and direct client contact may be required from time to time. This role also provides backup for other members of the Business Operations Team, for example when team members are on leave. ENVIRONMENT International Conservation Services provides a diverse range of heritage and cultural material conservation and consultancy services. Our clients include public institutions, corporations and private individuals. ICS employs approximately 25 staff in conservation, administration and management roles. Our intern program provides opportunities for students to gain hands-on experience each year, and we also employ casual staff according to resourcing needs. Most positions are based in Chatswood, Sydney, and the majority of work occurs in our labs or on site around Sydney. There are also opportunities for travel to site-based projects around Australia and overseas. Team environment The Business Operations Team comprises 5 staff members who work closely together to ensure the efficient day-to-day operation of the office, and support the work of management, staff and clients. HR:Position Descriptions:2016:Financial Officer:PD Financial Officer Aug 2016.docx 1

2 KEY RELATIONSHIPS Supervision The Finance Officer reports to the Finance and HR Manager. The incumbent will also work closely with the Executive Director, Managing Director and Operations Manager from time to time. Collaboration and Communication Internal: Business Operations Team staff Conservation staff ICS Management team Conservation Technicians Work experience students Casual staff members External: Clients and prospective clients, from the private, corporate and government sectors Sub-contractors Suppliers MAJOR RESPONSIBILITIES Financial Management Prepare monthly financial reports Assist with preparation of annual budget Establish, maintain and reconcile General Ledger Maintain financial files and records Administer and monitor the financial system Process client invoices and receipts Reconcile accounts payable and accounts receivable Manage debtor recovery Generate purchase orders Process and reconcile supplier invoices Process company payments Manage and reconcile bank accounts, credit cards, debit cards, supplier accounts Manage petty cash Maintain fuel register Manage banking Manage ICS staff equipment allowances, including mobile phones, cameras HR:Position Descriptions:2016:Financial Officer:PD Financial Officer Aug 2016.docx 2

3 Human Resources Administration Oversee and reconcile timesheet entries Manage leave and time in lieu entitlements Manage professional development expenses and records Assist with induction of new staff Assist with exit procedures for departing staff Manage annual membership subscriptions Company Administration Management of the company database Preparation and production of job reports Implement and update policy & procedures Manage business related filing Assist with server backup Assist the Business Operations Team as required Client Services Act as a back up for front desk and client reception duties Liaise with conservators to convey client information and job updates Teamwork Actively contribute to the smooth functioning of the team, eg. through participation at team meetings, suggesting improvements in work practices. Contribute to the skills development of peers and team members Actively engage in personal professional development, eg. through on-the-job acquisition of expertise and formal training Business operations Work effectively with ICS staff to support the smooth operation of business processes. Engage with and contribute to the achievement of ICS strategic and operational goals. Be aware of and advise ICS management on ways of enhancing client value. ACCOUNTABILITIES AND CHALLENGES This position is responsible for a wide range of financial and administrative duties that facilitate the smooth flow of work at all levels of the company. There is significant daily interaction with ICS staff, and with clients and suppliers from time to time. The environment is multi-faceted, dynamic and diverse, and the Finance Officer must: Time management manage multiple tasks simultaneously, often with competing demands. Business processes implement and actively contribute to developing business process improvements. Communications skills be an effective communicator, and ensure that the Business Operations Team, ICS management, staff and clients are engaged in timely discussions to achieve agreed outcomes. Database management ensure database entries are accurate and up to date, and maintain highlevel knowledge of database operation to support others. Teamwork contribute to a positive and efficient team environment, and engage effectively with staff across the whole company. HR:Position Descriptions:2016:Financial Officer:PD Financial Officer Aug 2016.docx 3

4 Risk management create an awareness of any potential risk-related matters, and proactively drive preventive measures. Client liaison maintain a working knowledge of broader company processes in order to back up client service roles when required. Results focus - provide practical and timely responses to requests for administrative solutions. Business outcomes - engage with the ICS goal of continuously improving work practices and providing excellent client experiences. Ethics act with integrity at all times to ensure responsibilities are carried out in an open, transparent and accountable manner. AUTHORITY TO ACT The Finance Officer undertakes a broad range of duties with minimal supervision after consultation with senior staff. The incumbent is expected to ensure all decisions comply with company procedures and policy. There is no financial delegation attached to this position. PERFORMANCE INDICATORS All staff participate in regular performance and professional development reviews that focus on the key responsibilities and results identified for their position. SAFETY AND WELLBEING RESPONSIBILITIES All staff must: Take reasonable care of, and cooperate with actions taken to protect, the health and safety of both themselves and others. Report all accidents, incidents and hazards to their supervisor as soon as is practicable, both verbally and in writing using the appropriate form. Be familiar with, and work in accordance with, the requirements of the 2011 Work, Health and Safety (WHS) Act and Regulations, and the ICS WHS Manual. Supervisors and managers must do whatever is reasonably practical to ensure that both the workplace and the work itself are safe, in consultation with staff affected. HR:Position Descriptions:2016:Financial Officer:PD Financial Officer Aug 2016.docx 4

5 KEY SELECTION CRITERIA Skills and knowledge 1. Demonstrated knowledge of contemporary accounting standards and processes. 2. Demonstrated ability to manage a computerised accounting system. 3. Demonstrated ability to produce financial reports and statements to professional standards in a timely manner. 4. Good communication skills in English 5. A high level of accuracy, numeracy and attention to detail. 6. High level skills in financial database applications and MS Excel. 7. Proficient skills in MS Word, Outlook and web-based interfaces. Personal attributes 8. Strong interpersonal skills that foster good management and effective working relationships. 9. Ability to work cooperatively and effectively in a team environment. 10. Ability to work independently, set priorities, and manage time effectively. 11. Strong commitment to client service. 12. Outcomes-focused, with a level-headed, helpful attitude, excellent work ethic and willingness to learn. 13. Interest in and appreciation of the arts, heritage and conservation. Experience 14. Demonstrated success in a senior bookkeeping or similar financial administration role. 15. Demonstrated ability to work independently, set priorities, and manage time effectively. 16. Experience of meeting the demands of a customer-focused environment. 17. Experience in the small-medium sized business environment will be appreciated (but is not essential). Qualifications 18. Relevant qualification, eg. financial management, accounting or bookkeeping 19. Drivers Licence ORGANISATION CHART See attached. APPROVALS AND REVISION Written by Ruth Thompson, Operations Manager Approved by David West, Executive Director Approval date 25 August 2016 Revision dates HR:Position Descriptions:2016:Financial Officer:PD Financial Officer Aug 2016.docx 5