Wairoa District Council JOB DESCRIPTION

Transcription

1 Wairoa District Council JOB DESCRIPTION Job Title: Work Unit: Responsible To: Cashier/ Clerk Finance Financial Planning Manager Responsible For: - Job Purpose: This job exists to: Provide effective cash reception functions and clerical support with Finance department and assistance in processing Council s creditor payments. Financial delegated Authority: $1, Date Last Updated: February 2013 Organisation Context: Please see attached organisation chart. Functional Relationships: External General Public Enquiries. Internal Peers to seek information re: receipt of payments and Creditors. Key Result Areas: The position of Cashier/ Clerk encompasses the following major functions or Key Result Areas: Receive and Process payments on behalf of Council Meet the needs of public and internal enquiries as required Manage accounts payable Provide back-up in absence of treasury staff Corporate contribution Copyright 2002, Strategic Pay Limited. Page 1

2 Key Result Areas: Jobholder is accountable for Jobholder is successful when KRA 1 PAYMENT PROCESSING Receive payments from customers Reconcile payments received Collate and file records monthly Record registrations and issue dog tags Maintain balanced records of registrations Records of cash transactions available for retrieval and audit purposes Banking completed daily Clients attended to in timely and helpful manner Clients payments recorded accurately within system Cash system balanced daily Files completed by 5 working days after month end and available for retrieval and audit purposes Council funds banked in accordance with policy Dog owner registrations completed and tags issued All tags are accounted for KRA 2 ASSISTANT - ACCOUNTS PAYABLE: Check creditor invoices and issue for authorisation Prepare vouchers for payment Reconcile creditor statements with cheques drawn Investigate Unpaid creditors Respond to queries for information Effect update of creditor information All creditor invoices correctly authorised Accurately prepared vouchers available for input Filing completed within 10 days of month s end All records of Council are filed in correct manner and accessible All valid creditors paid by due date All queries cleared within 30 days of receipt of notice of unpaid account Creditor files have current known information Answers to queries met or referred KRA 3 PUBLIC INQUIRIES Direct public inquiries to appropriate staff Attend to telephone inquiries in the absence of telephonist Inquiries attended to effectively Clients satisfied with response to inquiries In absence of receptionist client service is maintained. Copyright 2002, Strategic Pay Limited. Page 2

3 Key Result Areas: Jobholder is accountable for Jobholder is successful when KRA 4 ADMINISTRATION DUTIES Cemetery queries/matters attended to Assist with other duties as may be requested Respond to requests in a timely manner 5. CORPORATE CONTRIBUTION Ensures that Performance Development Review tasks/responsibilities actioned. Ensures H&S tasks/responsibilities kept up to date. Participate in emergency management as specified. Participate and contribute to corporate projects and inter-departmental initiatives as agreed. Ensures proper care of Council plant and equipment.. Fulfil administration-reporting requirements (eg. timesheets, vouchers, reporting). Performance Development Reviews completed in terms of schedule; development plans actioned including, regular follow ups. Corporate responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes. Contribution to projects and corporate initiatives is effective and valued. Administration requirements are completed timely and accurately. Note The precise performance measures for this position will need further discussion between the jobholder and manager as part of the performance development system. Copyright 2002, Strategic Pay Limited. Page 3

4 Person Specification: This section is designed to capture the expertise required for the role at the 100% fully effective level. As such it may be a combination of knowledge / experience, qualifications or equivalent level of learning through experience, key skills, attributes or job specific competencies. Qualifications Essential: NZQA Office functions (Unit standards 121,122) Desirable: National Certificate in Business Administration (Level 3) Knowledge / Experience Essential: Desirable: Cashhandling/banking procedures General Clerical functions Reception (12 months) Key Skills/Attributes/ Job Specific Competencies Client orientated Able to work under pressure Accuracy in outputs Interpersonal Skills Able to relate to others (especially in training situations) Have a team approach to organisational goals Ability to communicate at all levels in the organisation Key Behaviours for all staff as part of Performance Development: Commitment/ Personal Accountability Professional/Technical Expertise Creating Value for Customers Effective Communications & Relationships Teamwork Plus the following competencies where relevant Leadership Coaching for Performance Relationship with Elected Members Other Requirements e.gs A current driver s licence To work shifts/travel away overnight/respond to emergency situations.. Copyright 2002, Strategic Pay Limited. Page 4

5 Change to job description: From time to time it may be necessary to consider changes in the job description in response to the changing nature of our work environment including technological requirements or statutory changes. Such change may be initiated as necessary by the manager of this position. This Job Description may be reviewed as part of the preparation for performance planning for the annual performance cycle.. Approved : (Manager/Supervisor) Date:.. Employee: Date: Copyright 2002, Strategic Pay Limited. Page 5