Finance Officer - closing 24 March 2023

Position Title

Finance Officer

Doc ID

13275

Department

Corporate and Community Services

Grade

11

Status f/t, p/t, casual

Full Time

Hours of Duty/days worked

35 hours per week

UV Rating

Low

Directorate

Corporate and Community Services

Supervisor

Finance Manager

Date Compiled

April 2008

Date Modified

*January 2011*May 2011*April 2012*May 2012*March 2014*September 2014*November 2014*January 2015*February 2019*June 2021*January 2023

1

Maintain creditor’s master file.

• Ensure the master file details for suppliers of goods and services are maintained in an accurate and timely manner to permit the entry of purchase orders and payment of accounts.
• Report on a monthly basis changes to the creditors master file and obtain necessary approval

• Semi-annually ensure that outstanding orders are reviewed and where necessary cancel orders that are no longer required.

• Enter purchase orders into the finance system ensuring accurate allocation of costs to the job cost system

• Ensure that purchase orders and goods receipts are correctly allocated and reported to the Finance Manager to account for cost accruals over the end of financial year.

• By seeking quotations for the supply of goods, services and materials for use within Council’s administration centre to achieve best value for the expenditure of Council resources

1

Creditors processing

• Creditors are recorded in accordance with Council’s policies and procedures.
• When processing credit invoices – accounts and associated invoice information is reviewed and checked for accuracy

• Ensure that creditor’s payment terms are met to achieve payment discounts available to Council and maximise cash flow

• Ensure that creditor’s statements are reconciled each month in conjunction with the monthly creditor’s payment run.

• Ensure that after each update in the creditors system the creditors sub ledger and general ledger control account reconcile.
• Prior to the end of each costing period reconcile the general ledger suspense accounts for creditor transactions.

• Processed accounts are to be attached to the appropriate voucher for authorisation. Authorised vouchers are to be filed with Council’s financial records.
• The Finance Officer may be required to retrieve records in response to requests from council employees or auditors.

• Credit card payments will be automatically deducted from council’s bank account.
• The Finance Officer will reconcile these transactions with credit card records ensuring that card holders have authorised all transactions. That job costs are accurate and card usage has been in accordance with council policy.

• Payment for fuel card transactions will be automatically deducted from council’s bank account.
• The Finance Officer will reconcile these transactions ensuring that they are authorised, accurately costed to the correct plant item and card usage has been in accordance with council policy

• Under supervision of the Finance manager perform creditor’s payment runs to produce cheques, EFT files and system updates.

• In accordance with policies and procedures monitor supplier payments and report quarterly to ELT suppliers paid in excess of $150,000

1

Debtor maintenance

• Ensure that the master file details for debtors are maintained in an accurate and timely manner.
• Report on a monthly basis change to the debtor master file and obtain necessary approval.

2

Debtors processing

• Debtors are processed in a timely manner and in accordance with council’s policies and procedures
• When processing debtor’s invoices, income accounts and associated invoice information is reviewed and checked for accuracy

• Ensure that debtor statements are forwarded each month to the account holder within 7 days from end of month

• Overdue accounts are reviewed monthly, accounts >60 days are followed up for payment. The outstanding balances report is forwarded for approval monthly
• Recommendations are made for referral to council debt recovery agency for long outstanding accounts

• Ensure that after each update in the debtor’s system the debtors sub ledger and general ledger control account reconcile.

• Processed invoices are to be filed with council’s financial records.
• The Finance officer may be required to retrieve records in response to requests from council staff or auditors.

• Ensure accuracy of time sheet entry reconciling hours worked and allowances and verifying job costs

• Demonstrate a fundamental understanding of award conditions and council payroll policies. Award interpretation to be referred to the Payroll or HR Team

• Under the supervision of the Payroll Officer or Finance Manager perform payroll processing to produce pays and system updates.

• Accurately update employee master file records as directed by the Payroll Officer and in accordance with council procedures.

• Ensure payroll documents are stored in Council’s records in accordance with archive legislation and Council policy.

• At the conclusion of each pay run reconcile deduction control accounts and disburse payments to deduction authorities

• After each pay run balance superannuation control accounts and disburse monies to superannuation funds.

Job costing and General Ledger enquiries

• Perform enquiries to ensure that transactions are processed to correct accounts and assist non finance staff with job cost enquiries.

• Under the direction of the Finance Manager perform job cost and General Ledger master file maintenance and manual journals.

• Under the direction of the Finance Manager perform budget entry and maintenance in an accurate and timely manner

Plant Utilisation

• Each month monitor plant usage reports to identify plant items with outstanding returns. Follow up with operators to ensure plant returns are submitted to capture plant utilisation

Plant register maintenance

• In conjunction with the Plant Manager ensure that plant items are created in the plant system and assets register and required details are captured when purchases are processed through the creditors.

• In conjunction with the Plant Manager and Store Person ensure that costs processed through the stores and creditors are accurately allocated to plant items.

Bank reconciliation

• Ensure the accurate and efficient updating of the cash book with transactions downloaded each day from Council’s bank statement.
• At the end of each month, ensure the general ledger and statement balance reconcile

• With guidance from the Finance Manager prepare statistical returns, compliance reporting and acquittals.
• Assemble and maintain documentation to support Council’s tax declarations such as BAS, FBT, diesel fuel rebates and annual taxable payments return.

• Prepare the Statement of Bank Balances report to Council within three (3) days of end of month and forward for appropriate approval.

• In conjunction with the storeperson perform 6 monthly stocktakes, record and reconcile system inventory

• Reconcile monthly Council’s accounts and provide a schedule detailing balances

Maintain Council’s contract and loans register

• Ensure that when required, maintain and monitor Councils contract and loans register in accordance with prescribed standards.

• Ensure that Council plant asset register is maintained on a monthly basis by processing sales and or purchases.
• Ensure that plant asset purchases and sales balance with clearing accounts on a monthly basis.
• Annually review asset disposals for system removal

Provide account balances

• Ensure that provision of balances is accurate and provided as required.

• Ensure that comparison of year-to-date balances and budget comparisons are provided in an accurate and timely manner.

• Ensure that when required that expenditure reports are compiled in an accurate and timely manner.

Standard

1

Comply with safe working procedures

Comply with the WHS Act section 28, Duty of workers;

(a) Take reasonable care for his or her own health and safety; and

(b) Take reasonable care that his or her acts or omissions do not adversely affect the health and safety of other persons; and

(c) Comply, so far as the worker is reasonably able, with any reasonable instruction that is given by the person conducting the business or undertaking to allow the person to comply with this act; and

(d) Co-operate with any reasonable policy or procedure of the person conducting the business or undertaking relating to health or safety at the workplace that has been notified to workers.

Follow safe work procedures established by Council

2

Use of appropriate personal protective equipment and safety systems

Where PPE is required to control exposure to hazards in the workplace, wear and maintain the PPE as directed, as indicated in a risk assessment, or as required in WHS procedures, or as in the safe work method statements.

3

Assist with the preparation of risk assessments and safe work method statements

Before commencing work or job where there is an identified risk, conduct a risk assessment to identify, assess and control the hazards associated with the work or job. This must be conducted in conjunction with other relevant employees, and the supervisor;

Assist in the annual review of safe work method statements.

4

Report WHS

Report workplace hazards to the supervisor or manager and Work Health Safety and Risk Officer as soon as possible after they occur or are identified; and

Report injury or illness arising from workplace activities using the Incident /Injury/ Near miss report form as soon as possible after incident.

5

Enterprise Risk and WHS Training

Attend all required Enterprise Risk and WHS training