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

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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

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 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

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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: