Finance, Accounts, And Site Administration Officer

Accounts and Site Administration Officer - Townsville

Position: Accounts and Site Administration Officer
Location: Townsville, QLD
Employment Type: Full-time (38 hours per week)
Salary: $82 122.77 - $96 915.24
Start Date: Flexible

About Us: 

The Queensland Council for LGBTI Health (formerly Queensland AIDS Council) is a Queensland statewide non-profit, communities based health promotion charity focused on providing quality services that enhance the health and wellbeing of Lesbian, Gay, Bisexual, Transgender, Intersex, Sistergirl and Brotherboy people and communities in Queensland.

Formed in 1984, the organisation has over three decades experience working with our communities to deliver health services and health promotion that are peer led and community based.

We receive funding from the State and Commonwealth Governments for some of our work, generate our own income and also rely on the contribution of volunteers, donors and other supporters from Lesbian, Gay, Bisexual, Trans, Intersex, Sistergirl and Brotherboy people and wider communities to deliver our other services.

Please submit your CV and cover outlining your motivation for applying and suitability for the role as described below.

The role: 

QC are seeking an Administration and Accounts Officer, which is a split role working within our Statewide Operations Team. The accounts function of the position (60%) will work alongside the Finance and People Support Officer to ensure continuity of core business functions (payroll, AP/AR) and ensure that manual journals and shared allocations are accurate and of a high standard. The administration component of the role (40%) is responsible for Site Administration of our soon to be opened Townsville premises, volunteer coordination, and provides support for events and programs which contribute to better outcomes for our Lesbian, Gay, Bisexual, Trans, Intersex, Sistergirl and Brotherboy communities in Queensland.

Your team – Statewide Operations 

• Contribution: Our Statewide Operations Team is the backbone of the organisation and our work to support our communities in Queensland.  Its role is central to the broader QC team being able to achieve our goal of providing support to people wherever they are in their life journey.
• Key strategies: Our Statewide Operations Team performs its roles efficiently and effectively during core office hours to ensure that we operate productively in a tight funding environment where the needs of our communities have rarely been as high. The team thinks strategically and with innovation to find ways to meet needs in a way that increases service delivery to as many communities as is possible.

Your contribution

This position plays a vital role in ensuring the financial health and sustainability of the Queensland Council for LGBTI+ Health. By maintaining accurate financial records, providing basic analysis, and ensuring compliance with regulatory requirements, the accounts officer enables informed decision-making by the leadership team and the Board of Directors. Moreover, their grant management expertise and commitment to transparency and integrity in financial reporting contribute to building trust with donors and stakeholders, ultimately supporting the organisation's mission and impact supporting Lesbian, Gay, Bisexual, Trans, Intersex, Sistergirl and Brotherboy communities in Queensland.

Required skills for this position

The successful incumbent will be a self-starter who can demonstrate understanding of the nuance associated with non-profit financial management and the community health sector.

This position requires a demonstrated track record in support to a diverse and multidisciplinary organisation and the ability to be a welcoming subject matter expert to our many diverse community members and partner organisations, key stakeholders and paid and unpaid workforce members.

• The ability to support an organisation through high level administrative and operational processes, including the coordination of maintenance, supplies and workflow coordination across multi-disciplinary teams, and organisational accreditation systems.
• The capacity to manage competing priorities within a workforce that is geographically dispersed and with multiple office locations across the state in a role that combines coordination with practical on the ground delivery and support.
• The ability to administer bookings, contracts for services, suppliers and supplies.
• Highly developed interpersonal, communication and negotiation skills and the ability to build and maintain good working relationships with key stakeholders including paid and unpaid staff, community partners, suppliers and other stakeholders.
• An understanding of and commitment to the role of peers in the delivery of services to our communities and to the values and principles of the organisation.
• Computing skills including competency in web based systems, Mac and PC based applications and remote working systems.
• Financial Acumen: Demonstrated experience, operating within best practice accounting principles, budgets and grants. Experience in non-profit sector highly regarded but not essential.
• Analytical Skills: Ability to carry out basic financial analysis with guidance and support from upline leaders.
• Attention to Detail: Meticulous attention to detail when recording financial transactions, preparing reports, and reconciling accounts to ensure accuracy and compliance.
• Communication Skills: Effective written and verbal communication skills to convey financial information clearly and concisely to various stakeholders, including Board Members, donors, and staff.
• Technical Proficiency: Proficiency in accounting software (e.g., QuickBooks, Xero) and Microsoft Excel, reporting, and data management.
• Problem-Solving Abilities: Strong problem-solving skills to address financial challenges, resolve discrepancies, and propose solutions to improve financial processes.
• Ethical Standards: Adherence to high ethical standards and integrity in handling financial information, ensuring transparency and accountability in all financial transactions.
• Teamwork and Collaboration: Ability to collaborate effectively with cross-functional teams, including program managers, development staff, and Board Members, to achieve organisational goals.
• Time Management: Effective time management skills to prioritise tasks, meet deadlines, and manage multiple responsibilities simultaneously in a fast-paced environment.
• Regulatory Compliance: Working knowledge of, or ability to learn, relevant tax laws, accounting standards (e.g., AASB for Australian organisations), and regulatory requirements governing non-profit organisations.
• Adaptability: Flexibility to adapt to changing priorities, organisational needs, and evolving regulatory environments in the non-profit sector.
• Interpersonal Skills: Strong interpersonal skills to build rapport with stakeholders, resolve conflicts diplomatically, and foster positive relationships within the organisation and with external partners.
• Continuous Learning: Commitment to continuous learning and professional development to stay updated on best practices, emerging trends, and changes in accounting standards and regulations affecting the non-profit sector.

Position key duties

This position oversees the following key duties and responsibilities (this list is not exhaustive):

Accounts function (60%):

• Financial Record Keeping: Maintain accurate and up-to-date financial records including accounts payable, accounts receivable, general ledger entries, and financial transactions.
• Budget Management: Assist in monitoring, and support for reforecasting of organisational budgets, ensuring alignment with strategic goals and compliance with funder requirements.
• Financial Reporting: Support the preparation of financial reports, statements, and analyses for internal stakeholders, Board Members, funders, and regulatory authorities in compliance with applicable accounting standards (e.g., AASB for nonprofits).
• Grant Compliance: Support the monitoring and compliance with grant funding requirements, including financial reporting, budgetary restrictions, and expenditure tracking.
• Audit Preparation and Support: Support the preparation for annual audits or financial reviews by providing necessary documentation, reconciliations, and support to auditors.
• Payroll Processing: Work in tandem with peers to carry out payroll processing, including calculation of wages, deductions, and tax withholdings, ensuring accuracy and compliance with relevant regulations.
• Tax Compliance: Support the preparation and filing of tax returns, ensuring compliance with federal, state, and local tax laws.
• Internal Controls: Operate within current internal controls, making recommendations where continuous improvement opportunities are identified. 
• Grant Proposal Budgeting: Support ad-hoc development of budget proposals for grant applications, ensuring alignment with programmatic goals and realistic cost projections using approved forecasting tools. 
• Training and Capacity Building: Provide incidental peer-level training around financial practices.
• Continuous Improvement: Stay abreast of regulatory changes, best practices, and emerging trends in non-profit accounting and finance, and recommend process improvements or system enhancements as needed.

Administration function:

• Coordination of volunteer programs and ordering/maintaining supplies and resources
• Front desk support: answer and direct phone calls, emails, and other correspondence
• Greet visitors and community members as first point of contact
• Participate in and provide administrative support for regular team meetings
• Monitor and order office supplies, ensuring that the office is well-stocked.
• Build and maintain relationships with staff, volunteers, community partners and community members
• Plan and deliver community events

Role Registrations 

• Professional registration in Accounting, Taxation, Bookkeeping (highly regarded, but not essential)
• Tertiary qualification in Accounting, Bookkeeping or related discipline (highly regarded, but not essential)
• Current Working with Children Check (Blue Card) or willingness to obtain
• Current Police Check carried out within the last 12 months or less or willingness to obtain

Reporting Relationships

Supervisor: Statewide Operations Coordinator/Finance and Business Executive Officer

Supervisory Positions: N/A

Other key relationships: Finance and People Support Officer

Contribution to QC values and culture

Our work is always informed by evidence, and at the centre of what we do are the voices of community. 

We also utilise the Rainbow Tick Principles and Practice Standards to guide our work, and use this Framework to facilitate genuine Lesbian, Gay, Bisexual, Trans, Intersex, Sistergirl and Brotherboy inclusion and continuous innovation and quality improvement amongst staff and other parts of the organisation. Demonstrating inclusion and meeting the Practice Standards in our own work is a key deliverable for all staff positions.
 

The Queensland Council for LGBTI Health is committed to walking alongside Aboriginal and Torres Strait Islander peoples to build stronger relationships, cultural autonomy, understanding and recognition of the history, cultures and diversity that make up Australian First Nations peoples.

If you would like to have a confidential discussing this role, please email our Regional Operations Coordinator ****@qc.org.au.