Administration Support Officer

Reference number 33598
Position title Administration Support Officer
Employment status Fixed-Term Full Time - Ending - 03/07/2023
Directorate Lifestyle and Community
Location Karp Court
Award - Classification City of Gold Coast Certified Agreement 2019 - Stream A Administration Level 3
Salary $69,243.19 to $74,185.32
Salary Details
Hours per week 36.25
Days per fortnight 9 (Nine)
Position summary

Inspired by lifestyle. Driven by opportunity.

That's the vision of the City of Gold Coast.

The City of Gold Coast is Australia’s second-largest local government authority, and our people are united in their passion for delivering the best for our City.

Why join the City of Gold Coast? What’s in it for you?

When you join the City of Gold Coast, we provide pathways and opportunities for you to grow and achieve your potential; we look out for your health and wellbeing with our Fitness Passport and Employee Assistance Programs, and we offer flexible work and hybrid office/work from home options to allow you to have more time doing the things you enjoy. We have a generous superannuation scheme and an employee-driven Social Club to get you amongst the action!

About the Position

An exciting short-term opportunity (Mon 13 Feb to Mon 3 July 2023) has become available in the City Events Unit in the position of Administration Support Officer. The role underpins the success of the busy Unit. We are seeking a highly organised and motivated administrator who isn’t afraid to politely push the team to ensure we are running a well-oiled operation. The position has customer service in its DNA.

Key Responsibilities:

• Reception-

• for an externally advertised and busy phone number for the Unit;

• Administrative-

• managing the events email inbox;
• distribute incoming mail to team/reply to general correspondence;
• room bookings/taking of meeting minutes for team meetings;
• higher-level executive support;
• procure/manage all office assets;
• stationery orders;
• maintain key register;
• manage generic workspace folders;
• maintain information on the intranet / process all general web updates;
• assist the Unit in implementing new company-wide systems/processes;
• maintain / update business mapping documents;
• general administrative assistance to the Unit.

• Financial-

• process financial transactions including purchase order requests and non-order payments and management of the process through to final payment;
• generation of invoices for incoming funds and management of the process through to payment receipt;
• ensure budget documents are prepared for and critical deadlines are met for monthly, quarterly and annual budget review, draft budget submissions and reprovisions;
• complete monthly review at budget centre and transaction level, following up and actioning any questionable transactions, running budget reports and journaling incorrect cost centre charges;
• action and respond to outstanding Invoice Before Order Reports.

• Recruitment-

• management of all recruitment administration responsibilities for the Unit;
• participate in interview panels.

• Work, Health and Safety-

• ensure the distribution of WHS materials and following up any outstanding requirements.

We are seeking someone who:

• Has a sound working knowledge of the following programs-

• SAP
• Microsoft Office Suite (Word, Excel, Powerpoint and Outlook)

• Is highly organised;
• Enjoys working within a busy team environment and is ready to pitch in as required;
• Is positive and enthusiastic, and is as happy on a Monday morning as they are on a Friday afternoon.

As part of your application, please submit a copy of your resume and a 1-2 page cover letter. In your cover letter, please detail how your skills and experience align with the Key Responsibilities of the position and briefly explain why you are the most suitable person for the role.

The City takes pride in ensuring we hire the right people for our roles and those employed with us are skilled, suitable and will act in a manner that reflects our City values. Our selection process includes pre-employment checks, compulsory drug and alcohol testing and National Police Check (as required) for all positions and contingent labour force employees.

The City of Gold Coast is proud to be an equal opportunity employer. We believe that the diverse makeup of our workforce reflects the community we serve. We are committed to creating a diverse workplace and inclusive culture. All qualified candidates are considered for employment regardless of race, colour, age, religion, gender identity, gender expression, sexual orientation, mental or physical disability, or any other characteristic protected by applicable law.

Please note applications for this position will close at 10.30pm on the listed closing date.
Screening questions Essential: Do you hold a current Class C Drivers Licence?
Contact person Lindy Meath
Contact number 0755817539
Contact email Events@goldcoast.qld.gov.au
Closing date 15/12/2022
Job Success Profile (JSP) JSP - ADMIN SUPPORT OFFICER.pdf