AddressPayroll & Finance Officer
Council is seeking a qualified and experienced individual to fill the above position.
This position is responsible for:
- Performing the payroll functions for Council employees
- Carry out bookkeeping and reconciliation activities to support the organisation with financial information maintained within Council’s financial system
The position is full time (flexible arrangements may be approved on application) and is classified as Grade 11 in Council’s salary structure with a commencing salary of $1222.39 per week, plus superannuation and allowances as per the Local Government State Award.
Applications close 9 April 2024
Position Title
Payroll and Finance Officer
Doc ID
13278
Department
Finance
Grade
10
Status f/t, p/t, casual
Full Time
Hours of Duty/days worked
35
UV Rating
Low
Directorate
Corporate and Community
Supervisor
Finance Manager
Date Compiled
July 2011
Date Modified
- July 2011
- April 2012
- May 2012
- November 2014
- March 2015
- February 2019
- July 2020
- January 2023
- March 2024
Corporate Values - 'ECLAIRS'
- Ethical
- Caring
- Loyalty
- Accountability
- Integrity
- Respect
- Safety
Purpose of Position
This section should contain an encompassing statement of the major focus of the position. It should not define/list tasks, or responsibilities.
To perform the payroll functions for Council employees and to carry out bookkeeping and reconciliation activities to support the organisation with financial information maintained within Council’s financial system.
Key Result Area’s for the Position
The key result areas (KRA’s) are the major outputs for which the position is responsible and are not a comprehensive statement of the position activities. Ideally, each KRA should cover a separate area of the work function. Most positions should be adequately covered by 5-8 KRAs.
No position should require more than 8 – maximum. The KRA’s are each broadly defined explaining the essential functions of the position. In addition each KRA may also be accompanied by detailed lists of tasks of how work is to be carried out.
Key Responsibility Areas
Key Result Area: Payroll Function
Task
Standard
1
Collect and check time sheets on a fortnightly basis
- Ensure that timesheets are collected in a timely manner, timesheets are properly authorised by relevant officers, job costings are correct and calculations are correct.
2
Update Payroll and produce pay reports
- Verify payroll deductions, verify overtime or higher duty calculations, run verification reports checking for accuracy, update payroll to general ledger and electronically transfer payments to employee bank accounts.
3
Calculate and prepare payment requests for superannuation, union, health contributions and other employee obligations
- Calculate and prepare payment requests for employee obligations ensuring accuracy and timely completion for creditor department processing.
4
File timesheets and leave forms
- Ensure that timesheets and leave applications are collated correctly and filed in accordance with Council policies against relevant employee records in a timely manner.
5
Maintain personnel records
- Ensure that all employee information is collected and processed in a sensitive, professional and confidential manner.
6
Monitor employee leave
- Ensure that employee leave requests are in accordance with the award and Council policy
7
Reconcile Payroll and other departmental suspense accounts
- Ensure all payroll general ledger accounts reconcile after each pay period including but not limited to payroll, superannuation, workers compensation, rostered days off, income tax and deductions
8
Payroll Tax
- In accordance with Office of State Revenue guidelines prepare and complete returns as required.
Key Result Area: Financial Reporting
Task
Standard
1
Complete BAS, reconciling BAS with general ledger
- Ensure that the BAS reconciles with the general ledger on a monthly basis and that any variances are accounted for.
- Ensure that BAS is completed by the 21st day of each month
2
Assist Finance Manager with data returns
- Ensure that when assistance is required by the Finance Manager that it is carried out in an accurate and timely manner.
3
Maintenance and preparation of FBT
- On a monthly basis record relevant information on transactions likely to be liable for FBT in the FBT register
- Annually accurately prepare the FBT return in accordance with legislation prior to the due date.
- Maintain knowledge of FBT legislation and record keeping
4
YTD/Budget comparisons
- Ensure monthly that year-to-date balances and budget comparisons are provided in an accurate and timely manner to budget holders
5
Expenditure and Revenue Reports
- Upon request, provide transactions reports to allow responsible officers to monitor income and expenditure.
6
Financial Reporting
- Accurately and efficiently prepare and submit financial reporting obligations in accordance with legislation, policies and procedures.
7
Process improvements
- Identify areas for improvement and make recommendations to the Finance Manager on suggested changes
Key Result Area: Rating Function
Task
Standard
1
Land Transfers
- Accurately and efficiently processing land transfers received from NSW Land registry and solicitors ensuring integrity of the rating system is maintained.
2
Returned mail
- By actioning and investigating returned mail following set procedures and updating systems as required.
Key Result Area: Debtors
Task
Standard
1
Process notices to raise debts
- By accurately and efficiently processing notice to raise debt requests ensuring allocation to the correct income accounts.
Key Result Area: Accounting Enquiries, Transactions Journals and Maintenance
1
Provide account balances
- Ensure that provision of balances is accurate and provided as required.
2
Provide General Ledger assistance
- Where necessary, provide information to staff as required and help with interpreting General Ledger and Job Costing information.
3
Complete journals in Council’s job costing and general ledger
- As directed by the Finance Manager, process journal entries in an accurate and timely manner
4
Perform ledger maintenance
- As directed by the Finance Manager, carry out general ledger maintenance in an accurate and timely manner
Key Result Area: Undertake tasks of the Finance Officer
Task
Standard
1
Finance Officer relief
During periods of absence, undertake the duties of the Finance Officer ensuring data accuracy and timely completion of duties
Key Result Area: Finance Operations
Task
Standard
1
Senior Finance Officer relief
- During period of absence, undertake the duties of the Senior Finance Officer ensuring data accuracy and timely completion of duties
- The relief is provided on a rotating basis with the Finance Officer
Work Health and Safety responsibilities of workers/employees
Task
Standard
1
Comply with safe working procedures
Comply with the WH&S Act section 28, Duty of workers;
(a) Take reasonable care for his or her own health and safety; and
- Take reasonable care that his or her acts or omissions do not adversely affect the health and safety of other persons; and
- 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 WH&S 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 staff, and the supervisor;
Assist in the annual review of safe work method statements.
4
Report WH&S
Report workplace hazards to the supervisor or manager and WHSO 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
WHS Training
Attend all required WHS training
Qualifications:
Preferable: Higher School Certificate
Preferable: Tertiary qualifications in accounting, bookkeeping or business administration
Essential: Class C Driver Licence
Essential: Criminal History Check
Preferable: Accreditation in the use of the Microsoft Office applications
Experience / Knowledge / Attributes:
1.
Demonstrate high level of literacy and numeracy skills and developed computer literacy, including keyboard skills and spreadsheet utilisation with an aptitude for detail and accuracy.
2.
Demonstrated ability to plan and complete tasks in an accurate and timely manner
3.
Demonstrated ability to work as a member of the finance team, follow instruction and contribute to team outcomes
4.
Demonstrated ability to contribute to planning of work and process improvement.
5.
Interpersonal skills necessary to empathise and communicate with employees at every level of the organisation and suppliers
6.
Understanding of double entry accounting, computerised ledger structures and the reconciliation of control accounts and sub ledgers.
7.
Experience in budgeting, accounts payable, plant costing and stores transactions
8.
An understanding of computerised timesheet based payroll processing.
9.
Knowledge of office procedures relevant to Payroll and costing and operation of office equipment
10.
Understanding and commitment to EEO and OHS principles and practices.
11.
Analytical skills and ability to interrogate financial information to provide responses to enquiries
