IMMANUEL COLLEGE JOB DESCRIPTION. Classification: Grade 3 Lutheran Schools Enterprise Agreement 2012

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1 IMMANUEL COLLEGE JOB DESCRIPTION Title: Finance Officer Payroll & Accounting Classification: Grade 3 Lutheran Schools Enterprise Agreement 2012 Tenure: Ongoing, full-time 1. Summary of the broad purpose of the position: The Finance Officer Payroll & Accounting is responsible for timely and accurate processing of the payroll, maintenance of the general ledger (including preparation and processing of a range of journal entries and month end close), and the payment of accounts ensuring compliance with all relevant policies and procedures, industry codes of practice and legislation. Resolves day-today payroll queries, escalating issues if required, and assists the Finance Team Leader with financial reporting and other services. 2. Use of Knowledge: Required to demonstrate a broad knowledge base incorporating a range of theoretical concepts. Requires little direct supervision other than in the broader technical issues relevant to the role. Undertakes enquiries as necessary to clarify requirements. Contributes to the development of operational policy. 3. Use of Skills and Problem Solving: Required to apply solutions to a range of problems. Required to analyse, plan and implement appropriate strategies to meet the requirements of the position. 4. Control, Authority and Decision-making: Required to frequently apply skill and knowledge in some depth to anticipate and respond to situations that arise, with reference to the Finance Team Leader for guidance if necessary. Required to assist the Finance Team Leader and Business Manager by providing relevant data to support the preparation of College budgets. 5. Judgment: Required to locate, analyse and evaluate information from a range of sources. 6. Responsibility and Accountability Responsible for own outcomes in achieving consistently high standards. May be required to take responsibility for the quality and quantity of work carried out by others, including overseeing the work of staff involved in accounts payable processes. 7. Working Relationships (context of operations): The Finance Officer Payroll & Accounting reports to the Finance Team Leader and receives guidance and direction on technical matters from the Finance Team Leader. Interacts frequently with the Business Manager, Director - Human Resources, line managers and other staff. 8. Special Conditions: Employed under the terms and conditions specified in the Lutheran Schools Enterprise Agreement 2012, as amended from time to time. Required to wear a uniform approved by the Principal and to contribute to the cost of that uniform in accordance with the College policy on Uniforms for Administration Staff.

2 9. Statement of Key Outcomes and Associated Activities: TASKS DUTIES PERFORMANCE MEASURES Accounts Payable General ledger Business Activity Statement Payroll Ensure the College s processes and systems are effective and efficient in paying suppliers on time, with appropriate internal controls. This includes: Receive invoices and arrange authorisation by the relevant line manager. Code creditor invoices and credit notes as per Chart of Accounts and for GST requirements when necessary. Print cheques and download EFT payments to banking websites. Complete applications for credit accounts with new suppliers. Oversee the work of other staff involved in processing creditors transactions. Maintain the College s general ledger, including: Prepare and input journal entries from bank statements and for prepayments and other transactions. Reconcile and balance accounts monthly. Download bank statement and Bpay receipts from banking software. Load Bpay receipts into the school administration system. Continually ensure sufficient funds are maintained in bank account and when necessary request funds transfers from other accounts. Load Direct Debits for parents accounts to banking software. Assist line managers by providing information about the general ledger, accounts and transactions and related accounting processes. Create new accounts or re-map elements of the Chart of Accounts as necessary to support the College s financial management systems in consultation with the Finance Team Leader and/or Business Manager. Prepare and reconcile Business Activity Statement each month for lodgement with the Australian Taxation Office. Maintain and operate the payroll system to ensure staff are paid accurately in accordance with their terms of employment; that statutory obligations in regard to payroll are satisfied; and that appropriate internal controls are maintained, including: Advise on staff appointment letters and check increment levels paid. Prepare, load and maintain data in the payroll system, including calculation of hours, back pays, pay increases, salary deductions etc. Invoices are certified promptly and paid by the due date. Processes for payment of suppliers are effective and efficient. Journals are processed in a timely manner. Month end reporting accurately reflects appropriate cost allocations. Opportunities to improve the effectiveness of the Chart of Accounts are identified as appropriate. Managers are satisfied with the advice, information and support provided. BAS is prepared accurately and lodged with the ATO on time. Employees are paid on time and accurately in accordance with their terms of employment. Employee and payroll information is kept up to date, accurate and reconciled as appropriate.

3 Load payrolls for EFT to banking software. Reconcile payroll and load journals to general ledger. Load superannuation details into payroll and related systems and respond to external reporting requirements. Prepare and load Annual Leave Loading. Update employee personnel records on payroll system and the school administration system. Maintain up to date records of staff leave entitlements. Reconcile payrolls and annually produce Payment Summaries, including lodgement with Australian Taxation Office. Prepare annual returns for Workcover reconciliation. Prepare and lodge claim forms in relation to workers compensation injuries to staff in consultation with the Director of Human Resources and Business Manager. Advise executive staff on impacts and potential implications of changes to the Enterprise Bargaining Agreement and Awards relevant to the College, and actions required in order to comply with obligations under those documents. Answer queries related to the payroll and Award/EBA conditions by maintaining a knowledge of the conditions, understanding applicable tax requirements and ensuring all information complies with audit and tax requirements. Provide regular and ad hoc reports as necessary drawing on payroll and staff records. Terminations Receive all terminations paperwork and prepare and process termination payments. Prepare and distribute certificates of service. Superannuation Ensure all processes related to the administration and compliance requirements for superannuation are complied with, including data entry, processing, payment to funds and reporting. Respond to queries related to fund administration. Ensure payments to funds are completed within specified timeframes and that the College complies with all Employee records Related Services Receipting legislative requirements. Maintain staff records in administration, payroll and physical filing systems. Maintain accurate records of staff leave entitlements including the recording of sick leave on a daily basis. Teachers Registration Board Annual Return ensure all teachers have submitted current registration forms, update the school administration system and load to the Teachers Registration Board website. Statistical returns - prepare data and load to website as required, eg Quarterly Business Indicators Survey.. Professional Development Forms follow up with staff to ensure registered and an invoice is received Prepare forms for health care of international students as required. The Business Manager, Director of Human Resources and Principal are satisfied with advice received. External reporting obligations are fulfilled in an accurate and timely manner. Assist and provide back-up support to the Finance The Team Leader is

4 Continuous improvement Team contribution Work health and safety and other requirements Officer - Accounts Receivable as required. This includes customer service tasks such as receipting payments for school fees, responding to queries from parents, issuing bus passes and preparing the banking as required. On an ongoing basis: Maintain an awareness of contemporary practices in areas relevant to the position; Critically assess processes and activities carried out and identify opportunities for improvement in service, efficiency and effectiveness; Network and research as necessary to identify opportunities and solutions to problems; and Implement improvements. Work cooperatively and collaboratively with Administration and Finance team members to deliver high quality services. Attend and actively participate in staff meetings and assist in creating a culture of open and honest communication. Identify opportunities to improve team and personal performance and discuss opportunities openly and objectively. Assist team members and other support staff. Assist the Finance Team Leader with processes for related entities and other tasks as required. Understand and implement policies, procedures and requirements as they relate to the position in regard to work health and safety, equal opportunity, risk management and quality assurance. satisfied with the assistance provided. Services and processes are regularly updated and improved. Time is freed up to assist colleagues and support the Finance Team Leader with other tasks. Contributes helpful ideas and comments. Identifies opportunities to improve team performance and discusses them objectively. Regularly offers to assist other team members. Safe practices are used at all times. Issues of concern are identified and raised promptly with the Finance Team Leader. Hazards are rectified or reported promptly. 10. Performance review: Ongoing review of performance will be conducted by the Finance Team Leader. Performance will be monitored through means consistent with the performance measures identified above and/or other measures considered by the College as relevant to the position. EMPLOYEE SPECIFICATION 1. Essential Characteristics: (a) Educational/Vocational Qualifications Required to attend training and other professional development activities related to the position. (b) Personal Skills, Abilities and Aptitude Energetic, reliable and self-motivated. Flexible, with a strong track record of initiating and implementing change. Pleasant, helpful and friendly disposition. Outstanding interpersonal skills that foster the cooperation of others.

5 Ability to communicate effectively, both verbally and in writing, with staff from a range of backgrounds. Ability to establish positive working relationships with staff, suppliers, parents and students. Highly developed skills in organization and prioritising tasks and work flow. An aptitude for using and learning how to use, a range of computer based accounting applications. Highly developed computing skills, including the use of word processing, excel spreadsheet applications and computerised accounting systems and telephone skills. Intermediate level capabilities in word processing and spreadsheet packages. Able to work effectively with little direct supervision. A strong track record of accuracy in payroll and finance-related calculations and processing. A proven ability to maintain confidentiality, use diplomacy, discretion and tact. (c) Experience Experience and competency in the use and application of accounting packages as they pertain to creditors, general ledger and debtors. Experience in the use of word processing and office automation systems. Three years experience in the preparation, processing and reconciliation of payroll and associated wage related information, including superannuation and Workcover. (d) Knowledge: Knowledge of the use of contemporary office technology, practices and procedures. Sound knowledge of legislation applicable to independent school financial operations, including the GST, Tax related, Superannuation, Long Service Leave and Workcover. 2. Desirable Characteristics (a) Educational/Vocational Qualifications A qualification in accounting, finance or related discipline. (b) Personal Skills, Abilities and Aptitude Intermediate level competence in the use of databases. (c) Experience Experience in fulfilling similar roles in independent schools. (d) Knowledge Nil. Job description acknowledged by the Incumbent: Finance Officer Payroll & Accounting Date: Kevin Richardson Principal Date:

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