JOB DOCUMENTATION - Finance Officer - APS 4 - 6000040 and 6000933 - May 2015

JOB DOCUMENTATION

Job Description

Several Finance Officers work in a team that periodically rotate between jobs to cover the Accounts Receivable, Cashier, Travel, Assets and Accounts Payable functions of the Memorial’s Finance Section. The work includes: processing of complex supplier invoice payments, creation of customer invoices, follow-up of outstanding debts, creation of new assets, bar-coding and stocktaking of assets, reconciliation and banking of receipts, management of petty cash floats, vendor payments, bank reconciliations, creation and maintenance of supplier and customer master records within the Financial Management Information System (FMIS), and co-ordination of domestic and overseas travel on behalf of staff and non-staff.

Responsibilities

1. Under general direction, perform the day-to-day processing of finance matters in one of the roles described below.
2. Participate in the general provision of financial management services to the Memorial and section clients as required.
3. Manage workloads and maintain job documentation and reporting systems.
4. Abide by and further the principles and practices of Work Health and Safety as outlined in the WHS Act, taking reasonable care for their own health and safety and ensuring their acts or omissions do not adversely affect the health and safety of other persons.

Cashier

1. Cashier duties include:
2. Reconciliation, documentation, and banking of receipts;
3. Management and accountability for the Memorial’s main petty cash float;
4. Administration of petty cash and temporary advances;
5. Processing of e-Business customer receipts and reconciliation to on-line customer order transactions; and,
6. Management and issue of local cabcharge vouchers.

Accounts Payable

1. Accounts Payable duties include:
2. Processing cheque and EFT payment to suppliers and staff; and,
3. Performing daily and monthly reconciliations of all bank accounts.

Accounts Receivable

1. Accounts Receivable duties include:
2. Creation of new customer master records within the FMIS (SAP);
3. Processing of applications for credit accounts including reference checks;
4. Creation of customer invoices for goods and services provided, follow-up of outstanding debts and recommendation for bad debtor action; and,
5. Reconciliation of customer records in SAP to online e-Business system.

Purchasing and Assets

1. Purchasing and Assets duties include:
2. Review of all procurement transactions to ensure compliance with Commonwealth Procurement Guides applicable to the Memorial and other internal polices; and,
3. Creation of new assets records in FMIS, bar-coding and stocking of assets.

Travel

1. Travel duties include:
2. Co-ordination of travel arrangements with staff and suppliers and creation of movement requisitions in the FMIS;
3. Distribution travel allowance and cabcharge vouchers, and completion of travel acquittals;
4. Processing of monthly vendor travel statements; and,
5. Arranging official passports and visas.

Selection Criteria

1. Experience providing administrative and processing support to a Finance team and within at least one, but preferably more, of the following functions:

• Accounts Payable
• Accounts Receivable
• Cashier
• Purchasing and Assets
• Travel

1. Demonstrated attention to detail including the ability to process and maintain records with a high degree of accuracy.

1. Strong organisational skills and the ability to prioritise, work effectively to timeframes and deliver across a range of activities.

1. Well-developed written and oral communication skills with the ability to liaise effectively with vendors and staff.

1. Experience with SAP or a similar financial management system would be desirable.

Capabilities