Position Description. Accounts Payable 4-6 Peel Street North, Ballarat

Transcription

1 Position Description POSITION: LOCATION: DIVISION: REPORTS TO: CLASSIFICATION: AWARD: REMUNERATION TIME FRACTION: Accounts Payable 4-6 Peel Street North, Ballarat Corporate Services Finance Manager, Corporate Services Level 3 SCHADS As staff of a charitable organisation, Centacare staff are eligible to participate in salary sacrificing arrangements 0.8EFT Ongoing Contract BACKGROUND: Centacare Catholic Diocese of Ballarat (Centacare) was established in 1978 as the social welfare arm of the Catholic Diocese of Ballarat. It now provides extensive services across the broader community. For more information, visit the Centacare website at Values Respect Inclusion Integrity Accountability Behaviours Be courteous and constructive Be fair don t take advantage Listen and value other people s opinions Acknowledge other people s contributions Provide timely and genuine feedback Be informed Share information Recognise and value differences Find ways to collaborate Develop relationships Do the right thing Be honest Do what you say you will do Say what you think Accept responsibility for your actions Do your job Challenge behaviours ABOUT CORPORATE SERVICES Our aim is to provide support to the everyday running of Centacare Ballarat. Corporate Services is made up of a number support functions that work together to ensure that our clients and employees receive the support to deliver their operational goals. Our teams provide valuable Centacare-wide support which is based on our specialised knowledge, best practices and technology. 1 Page 1 of 5

2 Finance: Our finance team play a significant role in ensuring that Centacare s assets are in the right place at the right time. The team is made up of financial specialists who identify appropriate funding information and communicate it to Centacare so that we can make informed judgements and decisions. Their ongoing support and operational effectiveness assist in ensuring that funds are available to Centacare programs to help us achieve our goals. POSITION PURPOSE The accounts payable role is to be responsible for performing accounts payable processes across the organisation. The role performs a variety of accounts payable functions, administrative duties and other financial tasks as instructed. REPORTING LINES The role reports directly to the Finance Manager, Corporate Services. LEVELS OF AUTHORITY Significant decisions will require the approval of the Finance Manager, Corporate Services. The extent of financial decision making will be as per the instrument of delegation. RELATIONSHIPS Internal: Works under direction from the Finance Manager, Corporate Services and works cooperatively with all employees. Develop a working relationship with all components of Centacare s management and staffing structure. External: A range of business contacts of the Corporate Services Team. Role Specific Duties & Responsibilities Accounts Payable Perform accounts payable processes including-: Maintain Supplier accounts details/records. Reconcile Supplier statements. Reconcile CAB & Myki accounts. Manage new supplier requests including checking GST status via ABN lookup. Prepare invoice batches for data entry. Process supplier invoices. Process EFT requisitions. Process staff reimbursements. Perform cancellation requests. Oversee reconciliation of monthly Australia Post accounts across the organization. Raise necessary purchase orders. Process purchase orders from . Review outstanding purchase orders. Assist with petty cash and cards and vouchers. Prepare and perform weekly cheque runs. Prepare and perform weekly EFT payment runs including uploading payment file into NAB Connect and ensuring all accounts are valid. Respond to finance phone and enquiries. Month end processing. 2 Page 2 of 5

3 Role Specific Duties & Responsibilities Assist with annual audit requirements, providing documentation and substantiation. Highlight when shortfalls in processes/procedures are identified and make recommendation for improvements. Maintain internal controls, ensuring procedures and processes are correctly followed. Develop, implement and maintain finance processes and procedures. Our Team Operations & Administration Attend finance meetings. Provide assistance to the other accounts staff. Engage in supervision with line manager and participate accordingly. Maintain a comprehensive filling system for all financial documents. Complete archiving and filing of financial documentation. Organize mailing of finance correspondence. Centacare Duties and Responsibilities Health and Safety Create, maintain, and foster a safe work environment at all times. Ensure your work does not adversely affect any other person. Identify, correct and report any unsafe act, condition or behaviour According to Centacare s policy & procedures. Report any injury or incident by lodging a DINMAR within 24 hours and to the Department of Human services as per their incident reporting guidelines. Risk Management EEO and Legislative Requirements Ensure that Centacare s Risk Management Policy, program and the application of sound risk management practices within the workplace and community are adhered to and complied with at all times. Actively champion the organisational reporting system by ensuring all risks, accidents, incidents, and feedback are reported in a timely, responsive and responsible manner. Actively participate in organisational quality and risk management processes including external accreditation requirements. Ensure personal compliance with all legislative requirements and lawful management directions. Ensure understanding and commitment to anti-bullying and anti-harassment legislations and Centacare policies, and ensure all personal interactions in the workplace with employees, clients, customers, student and fellow volunteers do not encompass any element that could be considered bullying or harassment. Be aware of and have an appreciation for the affirmative action and equal employment philosophy of Centacare. Code of Ethics and Conduct Actively support Centacare Catholic Diocese of Ballarat mission, vision and values Ensure full compliance to Centacare s Code of Ethics and Conduct. 3 Page 3 of 5

4 Operate within all Centacare policies, procedures and practice guidelines as well as relevant legislative requirements Commitment to the principles of Catholic Social Teaching. Employee development Participate in the organisation s performance management system, including participating in regular supervision to identify opportunities for performance improvement. Participate in professional development programs that are relevant to your role. KEY SKILLS & EXPERIENCE Essential 1. Personal attributes Professional, with a good work ethic and a positive attitude in working with people. A self-motivated individual that follows through on tasks. Ability to work independently and within a larger team environment. 2. Previous demonstrated experience Previous experience in an accounts payable role performing all round accounts payable duties. Sound knowledge of financial practices, ability to work in a fast paced environment and flexibility in adapting to changing work environments and responsibilities. 3. Ability to build sound relationships Sound experience in building client relationships both internally and relationships with external stakeholders. 4. Highly developed written and verbal communication skills, including demonstrated capacity to effectively communicate and negotiate with organisational staff and management and external business contacts. 5. Computer skills Well-developed Microsoft Office skills in Word, Excel and previous experience with NAV accounting system. The ability to prepare and present basic reports and excellent online research skills. ESSENTIAL REQUIREMENTS Provision of a satisfactory Police Check A current Working with Children Check A current unrestricted Australian Drivers Licence 4 Page 4 of 5

5 POSITION INCUMBENT I have read and understood the requirements of this position description. I also acknowledge that description of this role is an outline and guide to the task of the professional activities needed to undertake the role successfully. Employee Name: Manager Name: Signature Date Signature Date 5 Page 5 of 5