Part time 0.76FTE 28.5 hours per week and 48 weeks per year. 1. Summary of the broad purpose of the job in relation to the College s goals.

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1 JOB DESCRIPTION & PERSON SPECIFICATION College Department Position Title: Position Code: Finance JD SS FIN04 Position Classification: Lutheran Schools Officer Grade 3 Tenure: Part time 0.76FTE 28.5 hours per week and 48 weeks per year JOB DESCRIPTION 1. Summary of the broad purpose of the job in relation to the College s goals. (Expected outcome and how it is achieved.) The is accountable to the Business Manager and contributes to the provision of quality finance and administration service leading to effective administration and management of the creditors business functions of the College. The role will be performed with a desire to support and serve the College and wider community. The is responsible for providing support in the finance department area by the total management of creditors functions with specific responsibility for performing activities related to the accurate processing of authorised invoices, payments, purchase orders, receiving goods and reconciling statements. This role will also require performance of roles relating to accounts receivable, general ledger and fixed asset tasks as detailed below, and deputising for, and perform tasks of the Finance Officer (Accounts Receivable) at times of absence to ensure continuity of service. 2. Reporting / Working Relationships (To whom the person reports, staff for whom the person is responsible and other significant connections and working relationships within the College.) The reports to the Business Manager and interacts with a wide range of staff, suppliers, external organisations and contractors. The role requires strong liaison and communication with other members of the Finance team and a personable approach when working with staff and College community. 3. Special Conditions The is employed under the terms and conditions specified in the current Lutheran Schools Enterprise Agreement. All overtime will require the approval of the Business Manager. 4. Extent of Authority Manage assigned work to achieve all goals to finality within policies and guidelines. Report to the Business Manager on all financial matters. Consult with the Business Manager on work priorities and workloads. Consult with the Business Manager on any matters not covered by policies and guidelines. JD SS FIN04 (Finance Officer Accounts Payable)

2 JOB DESCRIPTION 5. Statement of Key Outcomes & Associated Activities (Grouped into the Key Result Areas (KRAs), and as major areas of responsibility and activity.) The role of the encompasses activities within the following Key Result Areas (KRAs): Infrastructure Financial Control Payroll Creditors Debtors The responsibilities of the in each KRA include: Infrastructure (Systems, Policies, Procedures, Structure, Document Management) Cover the Finance Officer (Accounts Receivable) in their absence. Archival of financial information both hardcopy & electronic. Appropriate procedures are recorded, implemented and adhered to. Participates in external audits as required. Manage Credit and Fuel card systems and transactions ensuring all documentation is reconciled. Financial Control (Chart of Accounts, Reporting & Auditing, Stock control, Budgets, Asset Management) Reconciliation of Fixed Asset Ledger including Work in Progress (WIP) and Improvements. Coordinate Departmental Fixed Asset Stocktakes. General Ledger allocation and coding of invoices. Reconcile and calculate costs for Bus Booking allocations monthly. Assist with General Ledger reconciliations. Enter all Fixed Assets and allocate to responsible department. Assist with petty cash distribution and allocation. Assist with Annual Budget preparation. Maintain accuracy of Asset Register. Payroll (Payments and Processing of Deductions) Ensuring all payroll related payments are made in a timely manner including and not limited to employees, PAYG, superannuation, child support, EFM deductions. JD SS FIN04 (Finance Officer Accounts Payable)

3 JOB DESCRIPTION 5. Statement of Key Outcomes & Associated Activities (Grouped into the Key Result Areas (KRAs), and as major areas of responsibility and activity.) Creditors (Creditor Accounts, Payments, Data Management, Purchase Orders) Processing of purchase orders. Checking and matching of purchase orders to supplier invoices and entering them into PC School. Allocate creditor invoices with general ledger codes and seek authorisation from relevant staff. Print aged creditor report weekly and identify invoices due for payment. Prepare cheques and electronic payments for signing and bank authorisation. File and maintain creditor s documentation. Complete and submit credit applications. Reconcile monthly statements. Ensure the integrity of creditors details and data in the PC School finance system. Follow up and resolve queries, outstanding credits and invoices not received. Assist Teachers with camps and excursions and monitor expenses. Pay all creditor accounts in a timely basis taking advantage of discounts where available. Balance and print out monthly reports in Creditors control. Ensure all invoices submitted meet internal protocols and procedures before entering for payment. Coordinate VET Program billing and reconciliation. Year 10 Experience billing and reconciliation. Manage staff uniform purchase program. Respond to all creditor calls and queries. Monitoring use of ABN and hobby declarations including all required paperwork. Manage archiving of Accounts Payable documentation. Debtors (Debtor Accounts, Family and External Billing, Payment Plans) Learn and be able to perform all duties of Finance Officer (Accounts Receivable) as needed. Answering general payment queries from parents and staff as required. JD SS FIN04 (Finance Officer Accounts Payable)

4 PERSON SPECIFICATION 1. Educational / Vocational Qualifications Completion of Year 12. Relevant qualifications in accounting. 2. Personal Skills, Abilities & Aptitude A personal commitment to the College Vision, Mission and values underpinning the delivery of a Christian based education to students in the College community is essential. Skills Highly developed customer service skills and telephone manner. Strong filing skills used to organise and maintain accurate, complete and up to date data systems for easy retrieval of data. Interpersonal skills that allow you to negotiate payments with tact and diplomacy. Organisational and time management skills, including the ability to cope with periods of high volumes of work, changing priorities and meeting critical deadlines. Well-developed skills in recognising and handling conflict situations and developing solutions which are acceptable to all parties. Intermediate skills in Microsoft Word and Microsoft Excel and Financial Packages. Abilities Aptitude Provide a positive, enthusiastic service to staff, students, suppliers, parents and members of organisations associated with the College. Capacity to develop strong collaborative relationships with staff and the community. Communicate effectively. Be a good listener and be able to transfer a message accurately. Use initiative and work independently under limited or no supervision. Operate with high attention to detail so little or no re-work is required. Work cooperatively in a cohesive team. Use diplomacy, discretion and tact and operate with the strictest of confidence. Be a positive person that is able to communicate with diverse groups, identify and to solve problems. A strong commitment to helping people and providing excellent service. A willingness to serve others. Promotes and encourages personal growth and effective communication. Take responsibility for achieving challenging personal professional goals. Engage in professional development growth opportunities in relevant areas. JD SS FIN04 (Finance Officer Accounts Payable)

5 PERSON SPECIFICATION 3. Experience Knowledge of Payroll. Knowledge of Accounts payable. Knowledge of general accounting procedures. Proficient in data entry and management. Previous experience in accounts payable administration in a medium to large organisation. 4. Knowledge Working knowledge of PCSchool would be an advantage. 5. Classification Level The position of carries a Classification Level of Lutheran Schools Administration & Finance Officer Grade 3. (Refer to the guidelines in the current Lutheran Schools Enterprise Agreement for additional details relating to roles and responsibilities at this Grade Level.) 6. Performance Standards & Review An annual Performance Review is undertaken with the Business Manager to determine capacity to meet the demands of the role, where additional skill training is required and what level of job satisfaction is being obtained. The basis of the Performance Review is utilising the Key Performance Indicators (KPIs) identified in Appendix A. APPROVAL Job Description & Person Specification Approved Principal (Print Name) (Signature) Date: Acknowledged by Person Selected (Print Name) (Signature) Date: JD SS FIN04 (Finance Officer Accounts Payable)

6 PERFORMANCE MANAGEMENT APPENDIX A In relation to setting goals and managing performance, Key Performance Indicators (KPIs) are put in place within each Key Result Area (KRA) so that effort can be measured, and performance rewarded. Infrastructure Service Archive Procedures Continuity of service is provided in the absence of the Finance Officer (Accounts Receivable). Financial information is archived annually to ensure that only current information is stored within the finance office and all other data is clearly marked and identifiable in the archival room. Business Manager regularly receives suggestions for improvement of procedures. Change is accepted readily in the workplace. Audits Credit/Fuel Cards Stationery Supplies Participates in external audits and reports are that assistance is provided openly. Expenditure is processed monthly, duly authorised and reconciled to bank statement. Staff orders are processed promptly, and no shortages of consumables occur. Financial Control Records Fixed Asset Ledger is reconciled each month and discrepancies highlighted to the Business Manager. Verify integrity of General Ledger postings from subsidiary ledgers by regular reconciliations. Invoices Assets Budgets All invoices are approved and coded to correct ledger accounts. Fixed Assets are allocated in accordance to Asset Management Policy. Assistance with Departmental cost centre budget worksheets is provided and compiled in agreed time frame. Payroll Payroll Pay ATO, Superannuation, EFM and Salary Sacrifice Invoices by due dates. JD SS FIN04 (Finance Officer Accounts Payable)

7 PERFORMANCE MANAGEMENT APPENDIX A In relation to setting goals and managing performance, Key Performance Indicators (KPIs) are put in place within each Key Result Area (KRA) so that effort can be measured, and performance rewarded. Creditors Purchase orders Purchase orders are processed in a timely manner. Creditor s purchase invoices are processed in a timely and accurate manner. Payments Weekly payment runs are prepared with fully supported with authorised invoices. All creditor details and data is up to date at the end of each week. Suppliers Outstanding queries are followed up promptly with suppliers. All deliveries are checked against order, delivery docket and invoice and checked to ensure good condition. Staff Assistance Staff requirements are responded to in polite and helpful manner. Staff uniform orders are reconciled promptly in conjunction with supplier. Records A proper filing system of all creditor s documentation is maintained and labelled to ensure easy identification and location. Creditor s subsidiary ledger balanced monthly. All Creditors statements are reconciled monthly and outstanding invoices followed up. All incorrect postings to general ledger are followed up and adjusted promptly. Enquiries All queries from PT & F, staff, canteen and uniform shop are followed up promptly. New credit applications are processed promptly. Families Budgets Teachers costings and record keeping supports family billing charges. Business Manager is advised promptly of any unexplained variance to budget of expenses. Debtors Continuity Regular professional learning with the Finance Officer (Accounts Receivable) ensures familiarity with the role and the ability to fulfil tasks in their absence. JD SS FIN04 (Finance Officer Accounts Payable)