Position Description Job Title: Reporting To: Senior Accounts Officer Line Supervisor: Accounting Services Supervisor Department Head: Deputy Chief Executive Officer Remuneration level: Negotiable depending on experience and qualifications Purpose of the position To perform a wide range of accounting services duties in an accurate and timely manner, and to maintain daily, weekly and monthly account records as required by legislation and internal procedures and policies. To provide support and assistance to the delegated accounting services supervisor to provide a suitable accounting services for the Shire. To provide a efficient, courteous and professional service to external customers, other staff and councillors It is envisaged this position will develop their skills in Accounting Services in order to provide a succession plan throughout the Accounting Services Section. Responsibilities Responsibility 1 Processing of Shire s fortnightly Payroll Function Able to work semi-autonomously, with direction from the Accounting Services Officer and/or Deputy Chief Executive Officer (DCEO) Fortnightly payroll is accurately produced within required timeframe each fortnight Post-payroll reconciliations are accurate and timely, and any discrepancies addressed immediately (as far as is practicable) with Accounting Services Supervisor Any matters arising from the payroll processed are amended/corrected in the proceeding payroll (as far as is practicable) 1
Any errors are of an insignificant nature and are not continued or re-current. There should be no errors of a considerable or significant nature caused by the incumbent Responsibility 2 Providing support and assistance to the Accounting Services Officer in a wide range of finance and accounting functions to ensure adequate financial management for the Shire. Able to work semi-autonomously, with direction from the Accounting Services Officer and/or Deputy CEO when required Accurate processing of a wide range of accounting duties relating to (but not limited to) General Ledger and Works Costing Ledger management, preparation and production of financial reports (both statutory and management), assist in the preparation of Annual Budget and Financial Statements. All completed within work timeframes set by delegated supervisor. Accurate processing of specific accounting functions. Duties may include but not be limited to: Bank reconciliations, Business Activity Statement Reconciliation, Fringe Benefit Tax Lodgement, Fuel Tax Credits, Fuel allocation, stock maintenance, asset acquisitions and disposals, asset register maintenance. All within timeframes as set by the delegated supervisor. Completion of end of month and end of financial year processes under the direction of Accounting Services Supervisor and/or Deputy Chief Executive Officer. Duties to include but not be limited to administration allocations, housing cost allocation, general journals, and reconciliations. All within timeframes as set by the Accounting Services Supervisor Demonstration of development in skill level, relating to accounting and financial services duties, and show appropriate initiative on the job during busy period (eg end of financial year processes, budget period) Assist Managers in preparation of specific financial reports to assist in the management of their respective areas, including but not limited to: grant applications (financial aspects), preparation and submission of grant activities requiring independent audit, individual tailored financial reports for specific programmes. All within timeframes as set by the Accounting Services Supervisor Responsibility 3 Take a proactive role in ensuring financial management responsibilities of the Corporate Services Section are adequate, compliant and do not adversely affect the overall operations of the Shire May work under direction supervision, or semi-autonomously with limited direction from the Accounting Services Supervisor and/or Deputy CEO To assume role of Accounts Officer in their absence To assist where necessary to ensure accurate and timely production of payments, accounts, reports and similar when directed On-the-job training to up-skill Accounts Officer in duties of this position 2
Shows initiative in assisting in bringing about required changes to systems or processes that require reform within Accounting Services High quality, accurate work is produced within specified/designated timeframes Shows significant development of skills in variety of accounting and financial management services duties, and demonstration of on-going willingness and genuine ability to develop skills in order Responsibility 4 To ensure (in co-operation with the Records Manager/Records Officer) that all documents for which the Officer has responsibility are registered and managed in accordance with the Records Management Plan approved by the Chief Executive Officer. The Officer is expected to work in co-operation with the Records Manager High level of co-operation with Records Staff All subject documents are managed appropriately in accordance with the Document Management Plan Responsibility 5 Development of skills in the area of Local Government Rating Will work/train under direction supervision High quality, accurate work is produced within specified/designated timeframes as directed Demonstration of on-going willingness and genuine ability to assist with a wide range of rates duties as directed. Relationships Responsible to: Supervision of: Line Supervisor Accounting Services Officer Departmental Head Deputy Chief Executive Officer Nil, however, may be required to provide on-the-job training to accounts staff and other staff performing accounting duties Internal/external liaison: Internal May be required to perform duties of the Accounting Services Supervisor, under delegated authority, in their absence With: 1. Accounting Services Supervisor and Deputy Chief Executive Officer Purpose 1. To receive direction, guidance and support for range of financial duties to be undertaken by 3
this position 2. Accounts Officers and Customer Service Officers 2. Provide support and advice when required as well as on-the-job training. All Account Services Officers are required to work in a close, cooperative manner on-the-job due to the intersecting nature of many accounting and financial services duties. Provide same to CSO as far as their duties relate to accounting and financial services 3. Other Managers 3. Provide assistance, information and support to, and receive assistance, information and support from, executive teams members to resolve/finalise/prepare relevant financial records and accounts 4. Other Staff including Records 4. Provide information as requested from other staff members in relation to personal payroll records and debtor accounts as required. Assist and support with records registration, management and retrieval. External Auditors Shire Debtors and Creditors Payroll oriented bodies including Child Support, Superannuation Fund Administrators, Centrelink Ratepayers Settlement agents ITVision Shires financial account software suppliers Range of financial service institutions or providers as dictated by job requirements eg WA Treasury Corporation, Commonwealth Bank Extent of Authority Generally works semi-autonomously within established procedures, with guidance/support/assistance from Accounting Services Supervisor and/or Deputy Chief Executive Officer Specific Duties Fortnightly processing of Shire s payroll function including all related duties and reconciliations Maintain the works costing and plant s, and general s to ensure accuracy, including processing of journals, setting up and closing accounts, general house-keeping of accounts and related functions (cost centres, element types, plant element types) A range of month-end duties including: fuel allocations, Business Activity Statement, Fuel Tax Credits, FBT Instalments, general and sub reconciliation, assets acquisitions and disposals, plant cost recovery, administration allocations and housing allocations Assist in the production of month end statutory financial statements and regular financial reports for management purposes 4
Year-end accounting and financial functions, including preparation of payments summaries, reconciliation of payment summaries and accruals Assist in the preparation and production of Annual Budget and Annual Financial Statements under direction of Accounting Services Supervisor and/or Deputy CEO Undertake variety of rates duties as directed or requested by Deputy CEO and work within close liaison of Contract Rates Officer Perform duties of Accounts Officers in their absence Other financial duties, as directed, consistent with the level of this position and the principles of multi-skilling May be required to perform general administrative/clerical during staff leave/absence or busy periods Person Specification Skills A professional, friendly personal manner with excellent customer service skills including use of tact and diplomacy Well developed keyboard and data-entry skills Excellent numeracy and literacy skills Ability to effectively organise and manage own work time to ensure all performance measures are met Well develop analytical skills A methodical, logical and thorough approach to all duties, particularly of an accounting nature Ability and a willingness to work as an integral part of a small, efficient team, with a keen desire to get the job done properly, the first time Previous significant use of a computerised accounting system Demonstrated ability to utilise a wide range of office technology (eg fax, photocopier) Accounting and/or book-keeping skills at an intermediate to high level Knowledge Excellent knowledge of general principles of creditors/accounts payable, debtors, payroll and Desirable: Accounting functions as they relate to Local Government Local Government Rating functions 5
Experience Excellent knowledge of general principles of creditors/accounts payable, debtors, payroll and Qualifications and/or Training Eduction to, or equivalent of, WA Year 12 Secondary level Desirable: Completion of technical-based accounting courses or completion of any qualification in accounting services Selection Criteria A professional, friendly personal manner with excellent customer service skills including use of tact and diplomacy Well-developed keyboard and data-entry skills Excellent numeracy and literacy skills Ability to effectively organise and manage own work time to ensure all performance measures are met Well develop analytical skills A methodical, logical and thorough approach to all duties, particularly of an accounting nature Ability and a willingness to work as an integral part of a small, efficient team, with a keen desire to get the job done properly, the first time Previous significant use of a computerised accounting system Demonstrated ability to utilise a wide range of office technology (eg fax, photocopier) Accounting and/or book-keeping skills at an intermediate to high level Excellent knowledge of general principles of creditors/accounts payable, debtors, payroll and 6
Excellent knowledge of general principles of creditors/accounts payable, debtors, payroll and Desirable: Accounting functions as they relate to Local Government Local Government Rating functions Completion of technical-based accounting courses or completion of any qualification in accounting services Signed.. Employee Date.. Signed. Date May 2011 Warren Olsen Chief Executive Officer 7