Accounts Payable Officer
Job Description
Position Title Accounts Payable Officer
Position Number 21196
Division Customer and Corporate Strategy
Branch Finance and Property Services
Grade 10
Special Requirements Ability to drive a Council Vehicle
Drivers Licence
Physical and Environmental Demands
Authorities As applicable and as delegated by the General Manager
Key Direction/s Strong Local Leadership
Local Service/s Support Services
Reporting Structure
Position Purpose
To ensure the efficient and timely payment of Council’s suppliers and in accordance with relevant legislation, accounting practices and Council Policies.
Director Customer & Corporate
Strategy
Chief Financial Officer
Deputy Chief Financial Officer
Coordinator Financial
Operations
Accounts Payable Supervisor
Accounts Payable Officer
Page 2 of 4 `
Key Result Areas
Accounts Payable
Taxation
Records
Branch Activities
Customer Service
Corporate Core Values
Key Duties & Responsibilities
Accounts Payable
Process supplier invoices in accordance with Council policies and within payment terms
Ensure two accounts payable cycles are completed each week following strict close off times
Ensure invoices are correctly processed with limited error rates
Creation of new accounts
Understand the Purchase to Payment process including purchase orders, invoices and goods received.
Ensure Council’s Accounts Payable in-box (emails) are cleared daily and late accounts are monitored for on-time payments
Utilise Council’s financial software to its potential i.e. recognising and utilising all functionality to ensure efficient processing of invoices, delivery of remittance advices, etc
Work within requirements of relevant legislation and/or industry codes, practices and standards
Understand the online purchasing system (OLR System) in Council’s financial software
Provide assistance and support to the Accounts Supervisor when required in the following:
Family Day Care Payments Direct Debits including utilities, lease payment etc. Commbiz uploads and associated procedure Small Business Reporting EFTSure lodgements and updates Process PAYE transfers Trust – Bonds Councillors Payments including superannuation Updating of Accounts Payable Procedures and Promapps as a subject matter expert. User testing associated to new system implementations including scanning of Invoices Maintain and update Accounts Payable master file in line with internal audit recommendations
Act in the role of Accounts Payable Supervisor during periods of leave.
Taxation
Ensure GST compliance of all invoices prior to finalising payments
Advise all relevant/significant GST and FBT issues with the Senior Financial Accountant.
Records
Store records in accordance with the State Records Act and Council’s own policies and procedures
Branch Activities
Other relevant duties which may be required by the Accounts Payable Supervisor.
Provide excellent customer service to Council’s external and internal customers in a timely manner.
Accurately identify the needs of external and internal customers
Treat both internal and external customers with dignity and respect
Page 3 of 4 `
Present a positive attitude and positive image of both the Accounts Payable Team and of Council as a whole
Take responsibility for and manage own work and contribute to a productive environment
Accept and contribute to workplace change
Act in accordance with Council’s Fraud and Corruption Prevention Policy and Plan at all times as Council will not tolerate fraudulent or corrupt practices by its own staff, contractors or others working for Council.
Corporate Core Values
Continuously display Councils Corporate Core Values of Leadership, Innovation, Partnership, Commitment, Safety and Customer Focus.
Customer Service
Demonstrate a strong customer focus which is accurate, responsive, timely and courteous
WHS Responsibility
Implement, monitor and, or comply with Councils WHS Management System, including but not limited to WHS Policies, Standard Operating Procedures, Risk Assessments/Work instructions and associated systems
tools in their relevant work area.
Essential and Desirable Criteria
Essential
Demonstrated experience in processing large volumes of supplier invoices
Well-developed data entry skills, with a very high accuracy level
Working knowledge of Microsoft Office products (ie. Word, Excel and Outlook)
Working knowledge of Goods and Services Tax (GST) legislation
Impeccable customer service skills
Demonstrated ability to work in a team environment
Proven ability to prioritise work and meet deadlines
Desirable
Previous Local Government experience
Demonstrated experience using “Authority” FMIS (or similar)
Excellent Excel and Word Skills
Prepared By Chief Financial Officer
Date Prepared February 2024
Page 4 of 4 `
I have read and understand the contents of the position description for my role and agree to work in accordance with the requirements of the position.
I understand that this position description may change with organisational requirements and the tasks and responsibilities outlined in the position description may vary from time to time.
Employee Name:
Employee Signature:
Date: