Position Description

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1 Position Description Finance and Payroll Officer Maternity Leave Position POSITION DETAILS POSITION TITLE: REPORTS TO: DEPARTMENT: ORGANISATIONAL LEVEL: LOCATION: EMPLOYMENT STATUS: Finance and Payroll Officer Maternity Leave contract Finance & Administration Manager, SUSF Finance & Administration Department Package SUSAC 13 Months Maximum Term HUMAN RESOURCES STATUS Does this position fall under the definition of Child Related Employment? Does this position require the employee to undergo criminal reference check? Does this position require the employee to demonstrate good driving record or possess a good driving record or possess a specific drivers licence? Will the employee be required to make disclosure of pecuniary interest? Could there be a conflict of interest with a secondary employment? NO YES NO YES YES STAKEHOLDERS Primary Internal Stakeholders/Contacts Direct Reports Primary External Stakeholders/Contacts SUSF Senior Management Sydney University Sport Club Contacts All Staff & Departments SUSF Committees None USYD Corporate Finance USYD Relevant Customers & Suppliers Attache Consultant Page 1 of 6

2 The Organisation: Sydney Uni Sport and Fitness (SUSF) is a dynamic organisation providing sporting, recreation and fitness services to the University and general community. This involves the management of over 40 sporting clubs, a number of fitness, health and other sport-related facilities, and the coordination of University and community based sport and recreation programs. General Description: The Sydney Uni Sport & Fitness Finance and Administration team is responsible for the overall management of the organisations Finance and Human Resources as well as the administrative and legislative compliance of the organisation. Reporting to the Finance and Admin Manager, the Finance and Payroll Officer will ensure ongoing internal and external satisfaction with the quality and timeliness of the service delivered. Finance and Payroll Officer s core responsibilities include Accounts Payable, Accounts Receivable, bank and POS reconciliation and payroll. This position provides a range of financial administration and transactional support services to SUSF ensuring compliance with all relevant policies and procedures, and supports the continuous improvement of financial systems and processes to ensure effective and efficient service delivery. Finance and Payroll Officer will ensure timely and accurate preparation and processing of the fortnightly payroll for SUSF employees where it will be necessary to calculate termination payments, process allowances and deductions, perform month end reconciliation of payroll data and calculating and arranging payments for all on-costs including PAYG and superannuation. Duties: Finance 1. General Ledger Accounts Ensure that all monies received by Sydney Uni Sport & Fitness operations, business units, affiliated clubs and associations are properly accounted for and recorded in the accounts of Sydney Uni Sport & Fitness through the accurate and timely processing in the Accounting System as per the Accounting and Finance Policy and Procedures. Balance and reconcile all cash receipts each month, including General account, POS and other miscellaneous receipts. Reconciliation of general ledger accounts to ensure accuracy and relevance. Analyse and review cash activities of Sydney Uni Sport & Fitness and ensure appropriate internal financial controls exist and where identified implement initiatives for improvement. Reconcile the General Bank Account on a daily basis. Ensure accounting software (Attaché) is up-to-date and that the information being input is accurate, relevant and timely. Assist with financial reporting, forecasting and budgeting 2. Banking Coordinate counting, balance, and recording of the POS transactions and prepare deposit of all POS and cash related monies received each day. Page 2 of 6

3 Reconcile daily cash received to MRM.Plus2 POS System cash summary report. Prepare reports on variances discovered in the process and report these findings to the management. Investigate and resolve large discrepancies and trends in variances and ensure cash handling procedures are being documented, communicated and followed by the operational staff. Coordinate counting, balance, receipt and recording of monies and prepare deposit for banking from all other Sydney Uni Sport & Fitness activities, such as vending machines, Manning Squash Court, Law Squash Court and any other miscellaneous receipts and transactions. Monitor the transactions and usage of the EFTPOS Machines throughout all locations of Sydney Uni Sport & Fitness and ensure these monies are credited to the appropriate areas. 3. Accounts Payable Perform day-to-day processing of accounts payable transactions to ensure that SUSF s finances are maintained in an effective, timely and accurate manner Process scholarships in order to ensure students are paid in an accurate and timely manner Correspond with vendors and deliver excellent client service when handling all enquires made in person, by telephone or by Reconcile payments Monitor accounts and ensure that payments are up-to-date Maintain records and vendor files Analyse accounts and produce monthly reports Assist with month end closing process 4. Accounts Receivable Ensure that invoices are issued on timely basis Liaise with the customers to ensure timely receipts Provide detailed monthly reconciliations of all debtor accounts Provide aged debtor reports and advise on the level of risk associated with these customers on a regular basis. Keep management abreast of any possible doubtful or bad debts and recommend collection procedures where appropriate. 5. Administration Provide administration assistance to the Finance & Administration Manager, as needed. Ensure timely and accurate USYD SLA invoicing, accounting and reporting. Coordinate, maintain, update and report on Sydney Uni Sport & Fitness Fixed Asset register. Coordinate and monitor annual stock take of all Sydney Uni Sport & Fitness inventory as well as regular reporting of stock movements and transactions in relation to stock. 6. Ad hoc Develop and maintain up-to-date procedures for the Finance and Payroll Officer position Other ad hoc tasks as instructed by Finance Manager Performance measures All transactions processed accurately and in timely manner All statutory and legislative requirements met Page 3 of 6

4 Payroll 1. Performing full function payroll for SUSF employees including: Processing fortnightly payroll for SUSF Completing payroll related reconciliations Preparation and processing of superannuation Following-up and resolving all payroll related queries Processing new starters, terminations, redundancies and back-pays Processing annual leave, sick leave and long service leave requests Maintenance of accurate payroll records Working closely with the Finance and Admin Manager to assist on implementation of business improvement initiatives and system upgrade Ensuring that statutory and legislative requirements are met Provide meaningful, accurate and relevant reports Manage the uploading of payroll files and ensure compliance, accuracy and integrity of data to the system Assist with month-end and year-end payroll processing Assist with financial statement audits Assist Finance Manager with other ad hoc tasks as required Performance measures Payroll processed accurately every fortnight All statutory and legislative requirements met Other Undertake any other duties consistent with this classification. Selection Criteria 1. Recognised tertiary qualification in economics/business/commerce or equivalent experience. 2. Excellent organisational, analytical and problem solving skills 3. Excellent computing skills including word processing, spreadsheets, data processing, financial accounting systems, and payroll systems 4. Excellent customer service and interpersonal skills with the ability to liaise effectively with staff at all levels 5. Strong time and workload management skills with a demonstrated ability to prioritise, document and track tasks and work independently to achieve deadlines 6. Proactive and results focused, demonstrating a high degree of accuracy and attention to detail in calculation and reconciliation of accounts and in presentation of working papers 7. Excellent written and verbal communication skills 8. Demonstrated ability to interpret and apply financial and payroll policies and procedures to achieve customer compliance. 9. Ability to work independently as well as part of the overall team to achieve common objectives and goals 10. Experience in problem solving and continuous improvement initiatives in a complex systems environment 11. Solid payroll experience with a sound understanding of the legislation, policy and procedures. 12. A proven flexible and enthusiastic approach to daily tasks and responsibilities. Page 4 of 6

5 Key Result Areas 1. Timely and accurate financial transactions and payroll processing. 2. Meeting deadlines. 3. Accuracy and competency of work. 4. Satisfaction of key stakeholders and managers. Qualifications & Experience: Essential Excellent financial administration and transactional services experience gained in a large, complex and diverse organisation Strong payroll processing experience Skills/techniques: Strong analytical skills is able to extract and analyse key data and report it in a meaningful way High levels of motivation, independence, and initiative Excellent written communication skills Strong verbal communication skills with the ability to influence others to action Excellent interpersonal skills that gain respect and credibility with the clients Proven time management skills Well-developed problem solving skills Experience: Proven capacity to establish and maintain effective relationships with clients Familiarity with the Sport and Fitness sector and its legislative and policy framework Training/qualifications (or equivalent experience): Tertiary qualifications in Economics/Business/Commerce and/or relevant experience Excellent understanding of relevant policies and procedures Commitment to ongoing professional development Strong commercial/business acumen Desirable Professional Sport & Fitness industry experience Familiarity with sport & fitness and/or public sector environment Experience in a finance related role in a large, complex and diverse organisation Page 5 of 6

6 Accountability: This position reports to and is accountable to the Finance and Administration Manager and SUSF Executive Director. Conditions of Employment: The position is in accordance with the terms and conditions of the Employment Agreement and the relevant modern award. The successful applicant may be required to complete a Working with Children Check as per NSW Government Legislation. The position has a 12 week probationary period The availability to work a 5 day week plus flexible/extended hours as required to meet the demands of the position and commensurate to the level of the position. SUSF reserves the right to alter this duty statement at any time. Signed and Accepted by: Date: Employee: Signature: Page 6 of 6

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