Payroll Coordination Officer, Assistant Payroll Officer and all staff and Councillors

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1 POSITION: Payroll Officer (Part Time) Award: Victorian Local Authorities Award 2001 Award Classification: Band 5 Division: CEO s Office Department: Finance Date Reviewed: September 2015 Approved By: Manager Finance Current Incumbent: Vacant POSITION OBJECTIVES To ensure the accurate and timely preparation of payroll in accordance with National Employment Standards, Fair Work Act, current Awards, Agreements, Surf Coast Shire policies and procedures. To provide support and backup relief for the Payroll Coordination Officer to ensure the accurate and timely processing of the payroll during the pay processing period and periods of leave, including, but not limited to, annual leave, long service leave and sick leave. ORGANISATIONAL CONTEXT Refer to Surf Coast Shire Council Organisation Chart (Attachment A). ORGANISATIONAL RELATIONSHIPS Reports to: Supervises: Internal Relationships: External Relationships: Coordinator Financial Accounting Nil Payroll Coordination Officer, Assistant Payroll Officer and all staff and Councillors Vision Super, other Super funds, WorkCover, insurers, VECCI, Australian Taxation Office, residents and ratepayers, other Local Government organisations and previous employers Refer to Surf Coast Shire Organisation Chart (Attachment A)

2 Key responsibilities Payroll Assist in implementing a schedule of effective payroll production and payment timetables as required under the direction of the Coordinator Financial Accounting to meet all requirements of the National Employment Standards, Fair Work Act, Award, Surf Coast Shire Enterprise Agreement, Council policies and other employee entitlements and conditions. Process new staff documentation. Process leave applications. Process termination payments. Process payroll costings. Backup relief for the Payroll Coordination Officer. Payroll inductions. Maintain an accurate and confidential payroll and employee records system with all relevant payroll information. Assist staff with payroll queries. Foster a culture of continuous improvement in departmental processes, practices and service delivery standards. Measurable outcomes Employees are paid according to fortnightly payment schedules, Council EBA and relevant legislation by the accurate and timely processing of timesheets, leave applications, deductions, allowances and the maintenance of employee master files. Establish staff master files within the payroll system as well as TRIM and paper based filing systems where required. Administer all types of leave as required for all staff in accordance with Council policies and relevant legislation, and follow up outstanding paperwork if required. Calculate termination payments on a timely basis for review by the Coordinator Financial Accounting as required and process once approved. Monitor successful update of payroll transactions to the general ledger as required and undertake remedial action when necessary. Provide support and backup relief for the Payroll Coordination Officer to ensure the accurate and timely processing of the payroll during the pay processing period and periods of leave, including, but not limited to, annual leave, long service leave and sick leave. Complete payroll inductions for new staff commencing with Council to ensure new staff understand their obligations. Records are kept up to date to meet statutory and internal requirements. Provide the Human Resources Unit with all relevant payroll information to ensure personnel files are maintained and kept confidential. Respond to staff queries in relation to payroll to resolve any problems confidentially and in a timely manner. Prepare standard payroll/personnel correspondence as required for review by the Coordinator. Ensure the work instructions in areas of responsibility are kept up to date. Assist in the development of new procedures and policies relating to the payroll function.

3 Perform other duties and responsibilities reasonably within the capabilities of the position. Superannuation Maintain external Superannuation databases to ensure compliance with Super stream legislation. Maintain Vision Super s member database for the purpose of adding, changing or removing superannuation membership information. Risk Management and Workplace Health & Safety Observe safe work processes in accordance with training and instruction given and report any risks to immediate supervisor. Risks arising in the workplace may be financial, safety, site, task or person-specific. Participate in the consultative processes provided by the organisation. Risk, hazards and incidents are reported in a timely manner using the correct channels of communication. Ensure that work practices are conducted in line with Council s WHS and Risk management policies, practices and relevant legislation. Record Keeping Understanding records management obligations and responsibilities. Making and keeping accurate and complete records of business activities and decision making. Creating records proactively including those resulting from telephone conversations, verbal decisions, meetings, s and letters. Ensuring the quality and accuracy of the data used or entered on Council databases and systems. Accountability & Extent of Authority Responsible for accuracy and timelines of all work. Provision of accurate and timely information to employees to resolve payroll queries within the scope of the incumbent s role and responsibilities. Adherence to relevant legislation, policies and procedures. Keep secure all personnel and payroll records. Prepare standard payroll/personnel correspondence as required by the position for review by the Unit Coordinator. Maintain external superannuation member database for the purpose of adding, changing or removing superannuation membership information. Efficient and effective administrative systems to be introduced implemented and maintained. Accuracy of draft general correspondence and reports. Required to use own judgement and initiative that is consistent with the position objective. Accountable for the quality and efficiency of work in a timely manner.

4 Judgement & Decision Making Determine daily and weekly priorities for the efficient running of the position. Excellent understanding and compliance with strict organisational confidentiality requirements. Show initiative, innovation and a willingness to be part of a team in all aspects of the position. Required to use own judgement and initiative that is consistent with the position objective. Ability to work without direct supervision, but within clear guidelines. Guidance and advice will always be available to solve technical issues. Problem solving within the technical knowledge and experience of the incumbent. The nature of this work is well defined in its processes, methods and procedures. Specialist Skills and Knowledge Knowledge of spreadsheets and databases and their application. Good knowledge of payroll software and their application. Knowledge of Fair Work Act, National Employment Standards, Award, Enterprise Agreement provisions and conditions of employment. Knowledge of legislation as it relates to the position s involvement in Superannuation and WorkCover. Well-developed computer skills and in particular excel, word processing and . Excellent ability to implement and manage electronic and paper based filing systems. Basic research skills. Management Skills Ability to plan and coordinate the entire payroll process to ensure timelines are met. Ability to set priorities to meet deadlines and targets under pressure. Ability to provide customer service in a timely and courteous manner. Ability to plan, prioritise and organise work on a day to day basis. Interpersonal Skills Ability to assist, advise and cooperate with all staff. Well-developed oral communication skills in order to establish and enhance rapport with all levels of staff and members of the public with the confidence to relate information and reach a resolution. A highly motivated, customer focused person who has an ongoing commitment to the improvement of existing service standards. A demonstrated ability to anticipate and meet customer s needs and expectations. Demonstrate initiative, innovation and a willingness to be part of a team in all aspects of the position. Possess a tactful and courteous attitude. Ability to resolve minor problems which may arise in a confidential and discrete manner. To promptly record requests in priority. Ability to draft general correspondence. Sound reporting writing skills. Exercise loyalty, good judgement and discretion. Ability to adapt to changing priorities.

5 Equal Opportunity Statement Surf Coast Shire Council is an equal opportunity employer. We ensure fair, equitable and nondiscriminatory consideration is given to all applicants, regardless of age, sex, disability, marital status, pregnancy, sexual orientation, race, religious beliefs or other irrelevant factor. We recognise our proactive duty to ensure compliance with equal opportunity and other workplace-related legislation, and to eliminate all forms of discrimination. Mandatory Qualifications & Experience - Key Selection Criteria At least 3 years in a payroll administration position. Experience in administration and general office procedures. Basic accounting knowledge. Spreadsheet and database skills, including accurate data processing. Proficiency in Microsoft applications including Outlook, Excel and Word processing. Police Check results that are suitable for this position (will be arranged by Surf Coast Shire Council). Desirable Qualifications & Experience Experience in a Local Government environment. To apply for this role please use the links on the Employment Opportunities page of our website. To be considered for this opportunity candidates must address the Key Selection Criteria and follow the instructions listed in the Employment Application Guide.

6 Organisation Chart Manager Finance Finance/Accounts Officer Coordinator Revenue Coordinator Management Accounting Coordinator Financial Accounting Revenue Officer Management Accountant Payroll Coordination Officer Accounts Receivable/ Assistant Revenue Officer Systems Accountant (PT) Payroll Officer (PT) Finance Officer Graduate Accountant Payroll Officer (PT) Vacant Accounts Payable Officer (PT)