JOB DESCRIPTION FOR THE POSITION OF

Accounts Officer

Incumbent: / TBC- Maternity Leave replacement
Date developed: / October 2012 / Date last updated: / July 2013
Role Overview: / Contributes to the achievement of the ANMAC goals through the provision of effective and efficient assistance with the financial, accounting and business functions of the Council.
Reporting Relationships: / Director of Corporate Services, Accountant
Working Relationships: / Working co-operatively with the Director of Corporate Services and Accountant on day to day operations of ANMAC. Liaises and works co-operatively with all other ANMAC staff members.
Supervisory Responsibilities: / N/A
Qualifications: / Certificate IV or equivalent in Accounting or Business Administration or relevant experience. Certificate III or IV in bookkeeping would be highly advantageous.
Required Skills and Experience: /
  • Experience in accounting field.
  • Experience with the Microsoft suite of products including Excel and Word.
  • Knowledge of database applications.
  • Good interpersonal skills.
  • Excellent numeracy, accuracy and analytical skills.
  • Good planning and organisation skills as well as good oral and written communication skills.
  • Highly developed administrative skills with a particular attention to detail.

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Job Description for the position of:Accounts Officer

Key Scorecard

This provides a high level snapshot of the expected outcomes for this role and the relative importance of each deliverable. This should be used by the employee on an ongoing basis as a quick reference to determine how he or she is performing in the role.

Importance Rating
Key deliverables
  1. Manage accounts payable/receivable
/ A
  1. Prepare invoices and reports
/ A
  1. Manage NetSuite data base
/ A
  1. Maintain filing system
/ B
  1. Special projects
/ B
Natural attributes
  1. Eye-for-detail
/ A

2.Organisation and planning

/ A

3.Communication and interpersonal skills

/ B
  1. Initiative
/ B
  1. Teamwork / Co-operation
/ C

Key: “A”High priority

“B” Mid priority

“C” Lower priority
Key Deliverables

These describe the key outcomes that are to be achieved in the role and a performance standard against the employee will be assessed.

  1. Manage accounts payable/receivable.
  • Ensure that invoices for ANMAC services/products are processed effectively and that late payments are monitored.
  • Manage payments to suppliers through the online payment system.
  • Monitor debtors’ balances and follow up with organisations owing money to ANMAC.
  • Monitor payments to ensure that payments are made on time.
  • Follow up payments to ANMAC for services and attendance fees.
  • Review payment and receipting processes to ensure their efficiency.
  • Reconcile bank statements weekly or as requested.
  • Reconcile other ANMAC charge accounts on weekly or monthly
  • Reconcile petty cash imprest on a regular basis

This is the standard that I should try to deliver to:

Accounts payable and accounts receivable are up to date with very few discrepancies. Processes are kept under constant review and are efficient. Accounts receivables results are ahead of budget. Reconciliations are done on time and very few issues are revealed which are resolved quickly.

Review notes:

  1. Prepare invoices and reports
  • Prepare invoices and ANMAC reports and distribute accordingly.
  • Prepare reports on income received by ANMAC, payments made and outstanding invoices.
  • Take initiative to prepare reports and correspondence on emerging issues for the Director of Corporate Servicesinformation and review.
  • Carry out research to prepare invoices and reports if needed.
  • Seek relevant staff input in writing reports when required.

This is the standard that I should try to deliver to:

Very high degree of accuracy with invoices and reports. No issues raised by Managers or others about errors in reports or invoices. Issues are anticipated and reports meet quality requirements and are always delivered within the required turnaround period.

Review notes:

  1. MaintainAccounting module NetSuite database
  • Enter and/or ensure entry of data in NetSuite data base.
  • Update NetSuite data base with every transaction.
  • Provide accurate reports from NetSuite database to the management.
  • Maintain accrual based computerised financial records.
  • Maintain cost centre accounting financial transactions and records.
  • Maintain the asset register.
  • Maintain clients billing structure.

This is the standard that I should try to deliver to:

90 -100% accuracy of information in data base. Reports are accurate with few if any errors. Proactive in proposing new reports to utilise database. Financial records are maintained in accordance with Australian Accounting Standards. The asset register and clients billing structure are always up-to-date.

Review notes:

  1. Maintain filing system
  • Maintain electronic and hard copy filing system.
  • Sort and manage documents into particular files.
  • File and retrieve organisational documents, records and reports.
  • Ensure all filing is up to date and current documents readily retrievable at all times.

This is the standard that I should try to deliver to:

Filing is done on time and accurately. No mistakes are made in document management system. No documents go missing or misfiled.

Review notes:

  1. Special projects
  • Carry out special projects as allocated by Director of Corporate Services and Accountant.
  • Carry out research and analysis that may be needed for particular projects.
  • Work with other staff members to achieve aims of projects.

This is the standard that I should try to deliver to:

Carry out allocated projects on time, no delay may occur re: existing workload. Carries out some research and produces solid work. Has recognition from colleagues.

Review notes:

Natural Attributes

These are the personality traits and characteristics that are considered to be most important in the carrying out of the function and the achieving the objectives.

  1. Eye-for-detail
  • Always accurate and a focus on getting things right- first time.
  • Always seeks to provide “finished product”. Takes pride in output.
  • Analyses issues from different viewpoints, to identify hidden problems
  • Reads documents thoroughly.
  • Filing documents correctly and accurately.

This is the standard that I should try to deliver to:

Documents and other outputs are professionally presented. All points in source documents taken into consideration in final production.Rarely makes mistakes due to a commitment to being thorough, methodical and systematic.

Review notes:

  1. Organisation and planning
  • Able to organise or schedule tasks.
  • Develops realistic action plans while being sensitive to time constraints and resource availability.
  • Plans and manages multiple jobs at once.

This is the standard that I should try to deliver to:

Prioritises well to work effectively at completing a number of various tasks prior to deadline.Organises resources in such a way as to maximise the value of each of them, thereby ensuring all work is completed before or by the deadline and within budget.

Review notes:

3.Communication skills
  • Able to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport.
Written Communication – Communicates ideas on complex and sensitive issues clearly in writing, selecting language, tone and format to suit target recipients.
Verbal Communication – Speaks in a clear succinct manner and tailors language to suit target audience.
  • Conflict Resolution – Defuses and resolves conflict in a range of situations, where tact and diplomacy are required.

This is the standard that I should try to deliver to:

Makes contact easily with people on different levels, does her best to make others feel at ease, makes an effort to establish new relationships, understands the personal values of others, can handle disputes or conflicts in a skilful way. Gives others the opportunity to ask questions and make comments and reinforces the group feeling. Is able to listen and impart ideas and information in a highly professional and pleasant manner to ensure all meanings are clear and outcomes achieved.

Review notes:

  1. Initiative
  • The ability to work unguided when consultation is not available or impractical.
  • The ability to undertake tasks without being requested.

This is the standard that I should try to deliver to:

Regularly thinks outside the square and actively participates in meetings. Plans out and executes effective and profitable ideas. Accepts responsibility for tasks and seeks effective solutions.

Review notes:

  1. Teamwork / Cooperation
  • The ability to work with other people towards a common goal.
  • To establish effective collaborative relationships with peers.

This is the standard that I should try to deliver to:

Strong team player since the incumbent is totally flexible and capable in being either a team leader or a team member.

Review notes:

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