1 Position Title: Accounts Payable Officer Position Number: NEW Faculty/Division: Services and Resources Classification: HEO 3 No. Direct Reports & Highest Classified Position: Nil School/Branch: Finance & Procurement Services FTE: 1 Reports to: (Title) Team Leader, Accounts Payable Fixed Continuing Discipline/Unit: Procurement Services Position Summary: Financial & Procurement Services provides strategic financial management, reporting, procurement and transaction support services to the University to enable achievement of the University s teaching and research goals. The Branch is responsible for oversight of the University's annual operating budget, capital budget and asset base. Reporting to the Team Leader, Accounts Payable the Accounts Payable Officer is responsible for processing daily Australian Dollar payment transactions associated with University vendors in an accurate and timely manner. Communication with University staff and vendors is required to answer queries associated with processing these transactions. Position Characteristics: Scope The Financial & Procurement Services Branch is contained within the Division of Services & Resources and provides financial and procurement services across the University. Receiving general direction, the Accounts Payable Officer is responsible for processing payment transactions on behalf of the Faculties and Divisions of the University. Significant internal/external relationships Finance & Procurement Services Staff Faculty Finance & Planning Staff Internal Audit University Vendors Procurement Services staff Staff of the University Special conditions Some cross-campus travel may be required. Reasonable workplace adjustments will be made for people with a disability.
2 Delegations Relevant HR and Financial delegations as prescribed to this position in the University s delegations database.
3 Key Responsibilities and Outcomes Describe the key responsibilities and outcomes required for the role in the normal course of work 1 Process daily transactional payments Ensure all payments to University vendors are processed in an accurate and timely manner, including: o Prepare batches of vendor invoices for processing in accordance with established guidelines/procedures. o Process batches of vendor invoices by way of data entry into the Accounts Payable system ensuring the details are accurate and GST is correctly recorded. o Reconcile invoice batches to ensure they balance with the entered data. o Correct any errors identified through the batch checking process, conduct investigation on Errant payments and liaise with the vendor where a refund is due o Process Invoices electronically with digital approvals. Scan invoices into the Accounts Payable system. File and archive relevant Accounts Payable documentation in accordance with established guidelines/procedures. Examine invoices for currency to be remitted, in accordance with established University guidelines/procedures. Clear any outstanding bank reconciliation items relating to foreign currency payments in a timely manner by generating or correcting the relevant voucher/s in the Accounts Payable system. Check delegated authorities approvals and limits in accordance with University governance delegations. 2 Reconcile vendor statements Reconcile supplier statements and follow up overdue amounts with suppliers and Faculties/Divisions in accordance with established procedures. Refer items of a complex or non-standard nature to the Team Leader Accounts Payable. 3 Assist with mail distribution Open all internal and external mail associated with the Procurement Services function.
4 Ensure all mail is date stamped with the day the mail was received. Send out copies of remittance advices to University vendors on request. 4 Customer Services Provide support to Faculties and Divisions in relation to queries associated with the Accounts Payable function i.e. Answer queries from University staff and suppliers concerning the payment of invoices. 5 Funds availability Notify the Treasury Officer in advance of foreign currency funds being required to facilitate the availability of funds at the time of payment. 6 Prepare payment runs & documentation Initiate the production of system cheques, electronic funds transfers, International Money Transfer (IMT) in accordance with established guidelines/procedures. Prepare supporting documentation for payment runs to facilitate sign off by delegated approval officers. Criteria- Capabilities and Behaviours Teamwork Service Focus Relationship Building Communication Continuous Learning Understands the work of the group and demonstrates a commitment to team goals. Treats others fairly and equitably. Works effectively in a team environment. Responds promptly to the needs of the client even when under pressure. Maintains clear and appropriate communications with the client. Actively works to develop and maintain effective working relationships with others. Maintains composure in dealing with others. Responds to colleagues in a timely and courteous manner. Seeks to understand the viewpoint of others and asks questions to clarify meaning. Co-operates with others, shares relevant information and seeks information from others as required. Open to learning new skills and ideas and takes part in learning opportunities. Uses mistakes as an opportunity to learn. Contributes ideas towards continuous improvement of processed and service.
5 Flexibility and Adaptability Adapts behaviour in response to constructive behaviour. Accepts changes in job role in a positive manner. Is open to new and different ways of doing things. Knowledge and Experience An understanding of Accounts Payable Policies and Procedures. Knowledge of Microsoft Word and Excel relevant to Accounts Payable processing A high degree of data entry skills including accuracy. Demonstrated experience with Accounts Payable data entry. Qualifications Completion of Year 12 preferable Occupational Health, Safety and Welfare Requirements University Expectations All Supervising staff are required to implement and maintain the University s OH&S Management System in areas under their control ensuring compliance with legislative requirements and the established Performance Standards. All other staff will assist the Head of School/Branch to create and maintain a safe and healthy work environment by working safely, adhering to instructions and using the equipment provided in accordance with safe operating procedures. Where appropriate, staff will initiate and participate in worksite inspections, accident reporting and investigations, develop safe work procedures and provide appropriate information, instruction, training and supervision. Staff will also inform the Head of School/Branch of any unsafe working practices or hazardous working conditions. All staff are expected to: Contribute to the efficient and effective functioning of their team or work unit in order to meet University objectives. This includes demonstrating appropriate and professional workplace behaviours in accordance with the Code of Conduct, providing assistance to team members if required and undertaking other key responsibilities or activities as directed by one s supervisors; Participate in the Planning, Development and Review which includes a regular review of their performance against the responsibilities an performance objectives associated with the role and demonstration of appropriate behaviours which reflect a commitment to the University s values and strategic directions; Perform their responsibilities in a manner which reflects and responds to continuous improvement; and Read, understand and comply with all University policies and procedures. Approvals: Head of School / Branch Manager Head of School / Branch Manager Name: TONY MITCHELL Signature: Date: Director Human Resources Name: ELYSIA RYAN Signature: Date: