DUBBO CITY COUNCIL POSITION DESCRIPTION Position Title: Debt Recovery Officer Position Code: DRO Grade: 10 Branch: Financial Accounting Services Division: Organisational Services Reports To: Revenue Accountant Position Purpose Organisation Structure This position is responsible for reducing indebtedness to Council for Rates and Accounts Receivable by undertaking appropriate recovery action when required and providing explanations to customers regarding rates and accounts receivable accounts and making suitable payment arrangements with Council s customers. Manager Financial Accounting Key Working Relationships This position has interaction with staff from all divisions. Revenue Accountant This position is responsible for monitoring outstanding invoices and consults with staff throughout Council. The position has frequent contact with ratepayers ensuring that enquiries are addressed in a prompt and appropriate manner. Water Billing Officer NAR Officer Senior Rating Officer Debt Recovery Officer Debt Recovery Officer Version 1 14/8/2012 1 P a g e
Knowledge/Experience Requirements Essential Selection Criteria: 1. Demonstrated experience in Recovery of Debts 2. Experience in carrying out Revenue related functions within a large organisation 3. Demonstrated skill and experience in customer service/enquiries 4. Effective written and oral communication skills 5. Knowledge and experience in the use of PC based office application software especially Microsoft applications including Word and Excel. Desirable Selection Criteria: 6. Knowledge of Local Government Legislation 7. Basic accounting knowledge and skills Inherent Requirements of the position A large majority of this role is office based, using computers/electronic systems, thus an inherent requirement of this position is the ability to complete sustained periods of work sitting at a desk utilising computers/electronic systems or other office based equipment. This position works in the Civic Administration Building and is required to wear a Council identification badge at all times. Maintain high level skills and experience in the operation of computer applications such as word processing, spreadsheets, database and other computer applications relevant to the organisation. The wearing of the local government uniform is optional for this position. Key Challenges Dealing with a broad range of client enquiries and issues; in a large and diverse organisation Ensuring the provision of optimal customer service, and quality; Build and maintain good working relationships with internal and external clients; Dealing with difficult customers Maintaining high levels of confidentiality General Position Accountabilities Decision Making The position works autonomously in accordance with guidelines provided by the Revenue Accountant, and established Council policy and procedures. Discretion is used to manage and prioritise workloads. This position is empowered to make decisions in relation to the role s major accountabilities on a daily basis. The position is empowered to deal with customers services issues in accordance with Council policy and procedures. More complex issues/decisions are escalated to Revenue Accountant. Working Environment This position is required to work 35 hours per week, predominately Monday to Friday. This position has no financial sign off authority. Some out of hours work may be required as part of this role Debt Recovery Officer Version 1 14/8/2012 2 P a g e
Key Accountabilities Key Result Area Major Activities Performance Measures Debt Recovery - Rates Follow up all outstanding quarterly rate instalments issuing Final Reminder Notices where required. Make, record and follow up on suitable arrangements for payment of Rates. Undertake adequate and prompt recovery processes for all overdue Rates and Charges. Make recommendations to Council s Mercantile Agent to initiate and carry on any legal proceedings on Council s behalf and review daily action reports. Provide report to the Director Organisational Services and Manager Financial Accounting Services each month which indicates the action taken and the results achieved in respect of all overdue rate amounts. Undertake Sale of Unpaid Rates and Charges where provisions of Section 713 Local Government Act 1993 are met. Issue Final Reminder Notices within 2 weeks of each quarterly rate instalment becoming overdue. Maintain and up-to-date status of all rate debts in the Authority Debt Recovery Module. Record details of arrangements in Council s rates module and issue arrangement forms to customers. Refer accounts to Council s Mercantile Agent for legal action, monitor accounts and instruct Mercantile Agent on appropriate action. Update Mercantile Agents records with details of arrangements and payments made on a daily basis. Report on overdue Rates and Charges prepared monthly and issued to the Director Organisational Services and the General Manager. Review debts outstanding to identify land eligible to be sold that meets the conditions of Section 713 Local Government Act 1993. Appropriate documentation collated to support the sale. Provide the necessary reports to Council recommending the Sale of Land for Unpaid Rates and Charges. Once approval is obtained, complete all other requirements to enable sale to take place. Debt Recovery Accounts Receivable Review the monthly Accounts Receivable Trial Balance and provide recommendations to Managers Business Support on a monthly basis as to required recovery action and amounts considered uncollectable which should therefore be written off. Follow up outstanding debtors instituting legal Report on outstanding Accounts Receivable accounts for each division prepared and issued to the General Manager on a monthly basis. Review of Accounts Receivable Trial Balance undertaken on a monthly basis and memo s prepared for Managers Business Support on invoices outstanding for 60 days or above. Debt Recovery Officer Version 1 14/8/2012 3 P a g e
proceedings where required on any overdue Accounts Receivable accounts. Prepare and notate monthly report on outstanding accounts with any comments on action to be taken and submit to Director Organisational Services and the General Manager. Liaise with Payroll Supervisor to ensure no amounts are outstanding by staff on termination of employment. Calculate the Provision of Doubtful Debts at the end of each financial year and arrange for these to be brought to account with in the required time frame. Trust Register Review Deposits, Bonds and Retentions held with the responsible Division on a quarterly basis to ensure all amounts are transferred or refunded as soon as possible and appropriate notations are provided as to the reason for holding any amounts. Maintain a record of all Developer Contributions and Reminder Notices and Final Reminder Notices issued as per Managers recommendations. Maintain and up-to-date status of all Accounts Receivable debts in the Authority Debt Recovery Module. Record details of arrangements in Council s Accounts Receivable module and issue arrangement forms to customers. Refer accounts to Council s Mercantile Agent for legal action, monitor accounts and instruct Mercantile Agent on appropriate action. Update Mercantile Agents records with details of arrangements and payments made on a daily basis. Follow up overdue rents and where rent remains unpaid, advise the Administrative Services Supervisor. Accounts Receivable amounts outstanding (or due to be raised for phone and fuel) identified and notated on Employee Exit checklist, staff member contacted and Payroll Supervisor informed of any amounts outstanding. Accounts Receivable Trial Balance reviewed at the end of the financial year and Provision of Doubtful Debts prepared and distributed to Manager s Business support for approval. Provision of Doubtful debts prepared for appropriate Journal entries to be processed by the Revenue Accountant. Memo prepared for General Manager for debts that are to be written off in accordance with Council Policy. Review of amounts held within the Trust Register undertaken on a quarterly basis. Raise interest on applicable Trust Register categories on the first working day of each month. Reconcile Trust Register subsidiary ledger with the General Ledger on a monthly basis. Debt Recovery Officer Version 1 14/8/2012 4 P a g e
Bonds held including full details of each amount. Review details on a quarterly basis and obtain comments from Technical Services and Environmental Services as to the reason for continuing to retain amounts or Bank Guarantees. Raise interest on all applicable Trust Register accounts on a monthly basis or prior to refund. Process Trust Register refunds and refunds for Developers Contributions on request. Reconcile Trust Register accounts to General Ledger. Authority Module Champion Module Champion for Debt Recovery and Trust Register Modules Customer Service Provide a high level of customer service to internal and external customers. Correspondence Revenue Accounting Correspondence prepared and answered in a timely and efficient manner. Reconciliations Reconcile legal costs to General Ledger and Mercantile Agents statement and arrange for payment of account on a monthly basis. Trust Register refunds processed in the Trust Register and refunds issued as requested. Log calls where required with Civica and monitor call status providing additional information and undertake testing where required. Provide appropriate training to other module users where required. Attend to enquiries promptly and efficiently providing courteous and accurate advice in regards to outstanding Rates and Charges and Accounts Receivable accounts. Knowledge and understanding of Councils structure and staffing. Ensure information is provided according to the limitations of the Privacy Act. Correspondence is actioned and distributed in a timely, efficient and accurate manner as required daily. Enquiries in regards to outstanding accounts and legal action are addressed in an efficient and satisfactory manner within 14 days of receipt of correspondence. Legal costs for Rates Subsidiary Ledger and General Ledger reconciled to the Mercantile Agents statement on a monthly basis and reconciliation prepared for payment of account. Debt Recovery Officer Version 1 14/8/2012 5 P a g e
Maintain balance of Petty Cash and Counter change to General Ledger. Obtain signed certificates from Responsible Officers at end of each financial year. Petty Cash and Counter change advances verified with relevant branches on 30 June of each financial year and reconciliations issued to Financial Accounting. Filing Filing and archiving of Debt Recovery and Trust Register records. Revenue Accounting Team Support Process all receipt reversals and receipt reallocations and produce refund cheques as required in the NAR Officers absence. Maintain direct debit details for rates and accounts receivable and process direct debits in the NAR Officers absence. Maintain change of address requests in the NAR Officers absence. Participate and contribute to an effective and productive team. Assist in any other matters as requested by the Revenue Accountant, Manager Financial Accounting Services or the Director Organisational Service. Ensure appropriate information is correctly stored in TRIM Ensure filing of associated paperwork is undertaken daily Ensure accuracy of filing system Maintain Archive register Maintain archive cycle and dispose of records according to the NSW Govt disposal schedule Receipt reversals and receipt reallocations and refunds produced on a weekly basis during the NAR Officers absence. Ensure amendments to direct debit details are processed and the direct debits are transmitted in the NAR Officers absence. Change of address requests processed in the NAR Officers absence. Contribute to the effectiveness of the team through productive personal behaviour. Take personal accountability for own development. Be persistent with improvement ideas, including building team member buy-in to ideas. Debt Recovery Officer Version 1 14/8/2012 6 P a g e
Work Health and Safety Workers Compensation and Injury Management Council Values Sustainability Organisational Accountabilities Employees must at all times adhere to the following: Take reasonable care for own and others health and safety Comply with Council s WHS policy, WHS reporting procedures, risk management procedures, return to work following injury procedures and any other reasonable instruction. Co-operate with DCC management in their efforts to comply with and exceed WHS requirements/expectations by following safe work practices, utilizing personal protective equipment, reporting hazards as well as injuries or illness, taking precautions to protect co-workers, contractors and visitors. Always practice good behaviours in relation to WHS. All employees are responsible for; Participating in Councils Return to Work program following a workplace injury. Providing team support to injured workers as they progress toward pre-injury duties through the Return to Work program. Refraining from any action which could constitute victimisation of injured workers All employees have a responsibility to uphold the values of Dubbo City Council. Engagement We involve and engage with all stakeholders in the community to build lasting relationships (that provide mutual value). Leadership Providing clear vision and strategy for What is best for Dubbo, and achieving this through capable leadership in people, work practices, and community understanding. Integrity Integrity underpins every decision and action taken by DCC to ensure we are trusted and respected by all stakeholders, both internal and external. Innovation DCC aims to maintain a work environment conducive to change and flexibility, ensuring DCC is capable meeting evolving expectations and environments. Teamwork Fostering an environment of collaboration, support and mutual respect, ensuring individuals and teams work together effectively to achieve results. Excellence - We strive to achieve the best for our community, our organisation, and our people, by driving ongoing accountability, empowerment and capability. Staff will give equal priority to improving and enhancing Council s economic, social and environmental outcomes Debt Recovery Officer Version 1 14/8/2012 7 P a g e
by integrating sustainability into all decision making processes. This includes continuously increasing efficiencies, reducing resource use, sustainable procurement, maintaining service levels and protecting our natural assets. It is expected that all staff can demonstrate awareness and participation in sustainable work practices. Code of Conduct and Equal Employment Opportunity Employees must at all times adhere to the following; At all times follow Council s adopted Code of Conduct At all times follow Council s Equal Employment Opportunity policy to foster a fair and equitable workplace free of illegal discrimination, harassment and bullying behaviour. Debt Recovery Officer Version 1 14/8/2012 8 P a g e