Ambulance Victoria Position Description

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1 Ambulance Victoria Position Description Position Title: Payroll Officer Reports To: Payroll Supervisor Division: Finance & Corporate Services Department: Financial Transactional Services Direct Reports: Nil Employment Conditions: Ambulance Victoria Enterprise Agreement 2009 Primary Objective: The primary function of this role is to provide timely and efficient processing of an accurate payroll and provide a responsive customer service to employees and agencies. Responsibility for Quality: To take responsibility for improving quality processes using continuous improvement philosophies and practices, thereby increasing value to the customers and the organisation Expected Behaviours These statements of expected behaviours, are based on AV s commitment to building a more effective culture and focus on developing four constructive styles: Achievement, Self-Actualising, Humanistic Encouraging and Affiliative: Achievement Self-Actualising Humanistic-Encouraging Affiliative Achieves self set goals Believes that individual effort is important Receptive to change Encourages growth and development in others Cooperative Creative problem solver Resolves conflicts constructively Friendly Accepts and shares responsibility Non-defensive Trustworthy Genuine in concern for others Takes on challenging tasks Self respecting Involves others in decision making Accepts change Insightful in diagnosing problems Motivates by serving as a role model Page 1 of 5

2 Position Scope Budget: Nil Financial Delegation: Nil Commuted Availability Allowance: N/A Occupational Health & Safety Understand, observe and adhere to all safe working procedures and maintain safe work practices Equal Employment Opportunity Understand, support and adhere to the principles covered in the AV Workplace Respect Policy Key Contacts Internal Payroll Department & Finance & Corporate Services staff, HRIS Unit, Employee Relations, Group Managers, Team Managers, Rosters and all other AV Managers and staff External Banking agencies, Insurance companies, Super funds, Salary Packaging agencies, Centrelink, Work Cover, Deduction recipients, Auditors, Australian Taxation Office and some relevant professional associations Page 2 of 5

3 Key Responsibilities Key Result Area Pay Processing & Documentation Administration, Records & Reports Communications & Advice General Key Accountabilities Ensure accurate coding of timesheets both paper and electronic in accordance with relevant awards and agreements Accurately process all payroll adjustments and related records to ensure compliance with policies and procedures, legislative requirements and relevant conditions General master file changes including bank deductions, taxation and superannuation Accurate payroll calculations including but not limited to; back pays, higher duties and terminations Setting up of new employees in the payroll and Electronic Time Card System Reconcile weekly and monthly payrolls for authorisation by Manager. Process end-end complex payroll including management of super deductions, allowances, etc Maintenance & processing of relevant payroll systems (AI/ETCS, CHRIS21) Manual calculations for payroll processes, ie. Long Service Leave, Ordinary Times Earnings (OTE) Processing of government payments external to AV systems such as Centrelink parental payments Have detailed working knowledge of award interpretation to allow processing of AV payroll Maintain records of all hours/payment requirements such as overtime, absenteeism and other variations in working arrangements Compiling, sorting and distributing payroll reports and correspondence Verify and maintain payroll reconciliation reports. Check generated payroll reports for accuracy and make any corrections as necessary Meet legislative and auditing requirements Respond to employee payroll queries through the phone, face to face and within specified timeframes Process incoming and outgoing mail Provide all staff with information on payroll and Award conditions relating to pay Build and maintain effective working relationships with internal departments and external partners. Participate and contribute in team activities (team meetings, cross training of skills) Other tasks and/or duties as required by the Payroll Supervisor Page 3 of 5

4 Selection Criteria Essential Qualifications and Experience Experience with a large and complex payroll function Advanced level of numeracy and clerical skills Advanced computer literacy and keyboard skills with a sound working knowledge of Payroll time & attendance systems along with proficiency of Microsoft Office suite applications including Outlook, Word and Excel. Key Skills & Attributes Effective verbal and written communication skills to enable effective interaction with staff and key stakeholders, ensure information, ideas and plans are clearly articulated and understood by others, and to enable the preparation of accurate and concise correspondence, documents and reports Effective interpersonal skills to gain acceptance and support of ideas, and the ability to modify style to accommodate situations, tasks and individuals Team skills to actively participate as a member of a team and assist others to achieve work goals Customer service orientation to ensure internal and external client needs are responded to appropriately and in a friendly & courteous manner Planning, organising and time management skills to prioritise tasks to achieve outcomes within required timeframes, and flexibility to manage changing and conflicting priorities to meet departmental needs Problem solving skills to identify issues and where appropriate recommend appropriate action Attention to detail using appropriate checking processes to ensure information is recorded accurately Initiative to ensure issues and ideas are identified and addressed appropriately, plus follow up on potential opportunities and risks Judgement and maturity to ensure matters of a confidential or sensitive nature are handled and dealt with appropriately and diplomatically Advanced level of numeracy and clerical skills Desirable Qualifications, Experience & Skills Experience with Chris21 Payroll System Page 4 of 5

5 Approval Manager: Manager Financial Transactional Services General Manager: Chief Financial Officer Page 5 of 5

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