Position Description

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1 Position Description Title Coordinator - Payroll Services Directorate Corporate Services Department Financial Services Location Camberwell Classification Band 7 Position code CRFIPRXXTLR Position purpose Coordinating payroll function in accordance with relevant employment awards, contracts and agreements to ensure legislative compliance. Manage budget for Payroll Services. Supervision and training of Payroll Services staff.

2 Reporting relationships Reports to: Manager Supervises/manages: Internal liaisons: External liaisons: Financial Services Payroll Services officers All Council staff Auditors, Australian Taxation Office, deduction authorities, Vision super, other organisations, VECCI, various government and statutory bodies Assessment criteria The position will be assessed against the following items: Council Plan Business Plan Performance review and enhancement program (PREP) Risk management Boroondara values statements Budget management Duties and responsibilities Responsible for the development and continuous improvement of Council s Payroll policies and procedures. Ensure Council achieves compliance with all relevant legislation and Council policies. Coordinate and participate in the preparation of alternate fortnightly pays processed on a weekly basis. Present fortnightly payroll run documentation to Manager Financial Services for review and authorisation. Maintain all relevant payroll records including annual leave, long service leave, sick leave, parental leave and other benefits and conditions. Process payments of long service leave entitlements for staff transferring to other eligible authorities and recoup long service leave transfers from other eligible authorities. Provide high levels of responsiveness and customer service to staff enquiries. Process termination payments in accordance with relevant awards, agreements and taxation requirements.

3 Ensure that the payroll system is updated to reflect staff additions and departures in accordance with relevant advice from People Culture & Development. Ensure that Council s Superannuation payment obligations are met. Reconcile all PAYG obligations and ensure Council s legislative obligations are met. Prepare and distribute staff Annual Payment Summaries in accordance with ATO requirements. Implement salary adjustments and increments as advised by People Culture & Development. Assist People, Culture & Development with the maintenance of required WorkCover records and the Annual Certification of Remuneration. Maintain system of overhead cost allocations for interface with financial reporting. Perform such other duties as required by the Manager Financial Services to assist with the functioning of the department. Document management Document management is a shared responsibility between staff, managers, corporate information and system administrators. ECM is the corporate document management system. The Council Service Charter requires a final or interim response to incoming correspondence be provided within 10 working days. If an interim response is provided, it will detail when a full response will be provided. All staff are responsible for making and keeping complete full and accurate records in the Corporate System ECM that adequately document Council business activities and support any decisions made. This further extends to making information available to other staff through ECM improving the overall service provided by Council.

4 Risk management Assist with the implementation of Risk Management policies, procedures standards, guidelines, instructions and Risk Assessment Control Plans Consult with employees on OHS issues and support OHS Representatives in their duties and/or requests Discuss Risk Management issues as a part of team meetings Conduct and document system reviews and inspections of employees and contractors with assistance from the Risk Management Team, manager(s), OHS Representatives and/or employees Confirm and/or deliver proper training and instruction is given to personnel allowing them to complete jobs safely and without risks to health Take appropriate action to alleviate any hazardous situation, unsafe act or omission that is observed or brought to their attention and provide appropriate feedback Conduct effective induction of all employees, followed by ongoing training to develop and maintain a high level of OHS awareness Assist with the implementation of Return to Work Plans Accountability and extent of authority The incumbent will ensure that staff are paid in accordance with relevant awards, agreements and contracts. The incumbent is responsible for the development and continuous improvement of Payroll policies and procedures. The freedom to act is governed by legislative requirements and relevant Council delegation. Authorisation of weekly payroll runs is the responsibility of the Manager Financial Services. Judgment and decision making Able to exercise professional and independent judgement. The appropriate action relevant to most situations encountered in this position has been established and determined by precedent. Limits to decision making are as per Council delegations.

5 Specialist skills and knowledge The position holder needs extensive knowledge of the provisions prescribed by relevant awards, industrial agreements, Council policies and current taxation legislation. High level numeracy skills, legible handwriting, the ability to operate keyboard equipment and be Microsoft PC literate. Sound understanding of double entry accrual accounting principles. Sound experience in the use and management of payroll computer packages (PayGlobal preferred). Sound experience in developing Payroll procedures with a strong focus on internal controls. Management skills The position requires the planning and organising of the payroll unit s work to meet established deadlines. Provision of on the job training for Payroll staff. Ability to identify and implement Continuous Improvement opportunities. Focus on maintenance of strong internal controls. Interpersonal skills High level oral and written communication skills. Ability to gain co-operation and assistance from clients and other employees Ability to discuss and resolve problems. Ability to lead and motivate subordinates. Ability to convey technical information to staff in a clear and concise manner. Qualifications and experience Demonstrated experience in a similar position within a large organisation with a complex payroll function. Demonstrated experience in a similar position within an organisation with multiple forms of industrial agreements. Demonstrated experience supervising payroll staff.

6 Selection criteria Experience in a similar position within a large organisation with a complex payroll function. Experience in a similar position within an organisation with multiple forms of industrial agreements. Experience supervising payroll staff. Ability to lead and motivate subordinates. Extensive knowledge of the provisions prescribed by relevant awards, industrial agreements, Council policies and current taxation legislation. Sound experience in the use and management of payroll computer packages (PayGlobal preferred). Ability to identify and implement Continuous Improvement opportunities.

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