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Position DescriptionJ O B D E T A I L S :Position Title:SENIOR F I N A N C E O F F I C E R –PART TIME 0. 6 or 0.8Position reports to: (role)Human Resource ManagerLocation:Prahran MelbourneVersion HistoryUpdated 2016J O B P U R P O S E : In one or two sentences briefly summarize the overall purpose of this role, i.e. broadly, what this role does and whyAdministrative Services comprises the range of The Song Room (TSR) staff that support the organisation’s efficient and effective business functioning through the provision of Operations, Finance, Human Resources and Executive Support Services as well as other specific support requirements as set by TSR’s CEO and Business Plan. The Senior Finance Officer is a member of the Operations team. The role is primarily responsible for:1.Book-keeping services including reviewing, processing, allocating and entering financial data using TSR’s accounting package (MYOB) and financial management policy and procedures. This element of the role includes financial management support including the development of detailed financial reports and the provision of a payroll service to TSR staff.This is a part time (0.6 or 0.8) role and Wednesday, Thursday and Friday are preferred.Note: the broad allocation of time set out in this Position Description may vary based on the demand of program timing and scheduling.K E Y R E S P O N S I B I L I T Y A R E A S (Please list in order of importance)Key PositionAccountabilitiesName the key areas for which the position is accountable% of Total RoleMajor StandardsWhat are the key activities or tasks to be carried out?Outputs:What are the expected end results?Measures:How are these results measured?1. Accounts Payable & Receivable(finance)30%1. Assist with preparation of the budget and financial planning information2. Implement and monitor financial management policies and procedures3. Maintain cash flow controls where requiredincluding petty cash, and bank accounts and term deposits4. Monitor cash reserves and investments including provision of cash flow projections5. Establish, maintain and reconcile the general ledger via MYOB6. Prepare and reconcile bank statements7. Establish and maintain supplier accounts8. Ensure approval and payment of invoices is managed efficiently and according to procedures9. Process supplier invoices10. Process and maintain fortnightly payroll records including complex job allocation structure 11. Ensure security for all credit cards and verify charges12. Ensure transactions are properly recorded and entered into the computerized accounting system1. Income and expenditure is processes and recorded in a timely and accurate manner2.Accurate, reliable financial data for management & reporting purposes3. Implementation of appropriate financial controls and financial managementpolicy & procedures4.Effective and efficient implementation of book-keeping functions1.100% accurate financial data available toManagers and entered into MYOB2. Finance and fundingReporting(finance)20%1.Prepare income & expenditure statements2. .Prepare balance sheets3. Prepare monthly financial statements4. Prepare quarterly reports and report on variances to budget and funding agreements5. .Prepare and assist in the annual financial audit6. .Maintain the computerized accounting system (MYOB) and make recommendations on its usage and upgrading7. Maintain and backup financial files and records8. Coding expenditure against funding jobs;9. preparing specific funder and project reports as requested;10. Interrogation of figures and adjustments as required11. Tracking of funding income and other funding and expenditure tracking documents12. Provision of regular reports and information as required for staff budget monitoring1.Reports provided to relevant managers as required2.Expenditure and income is correctly coded in a timely manner3.Monitoring and reporting documentation is kept up to date, including funding tracking1.All required reports and monitoring documents are accurate and provided on time3. Monthly FinancialReports(finance)15%1. Bank Account/s reconciliation2. Preparation of Board meeting finance reports forCEO3. Interrogation & analysis of figures, summary of variances and adjustments as required1.Reports provided to CEO as required.1.All required Board reports are accurate and provided on time to CEO4. Legal & Taxation requirements(finance)15%1.Preparing & submitting of Superannuation PAYG & BAS statements2.Preparing payments and making reports for State based fundraising bodies, Workers Compensation and insurance payments and reporting, fundraising authority reports and other requirements3.Ensuring other legal and taxation requirements are monitored and referred for action to management1.The Song Room’s regulatory and compliance reporting requirements are scheduled and completed within the time frames required.1.All compliance is undertaken on or before it is due.2.When this is not possible, the CEO or relevant senior manager is alerted well before the issue becomes critical.5. General FinanceTasks(finance)15%1.Developing and maintaining projected cash flows reports2.Updating and managing major donor lists3.Providing financial reports as requested for staff4.Undertaking organisational banking and maintaining good relationships with Bank staff5.Provision of updated budget information as requested including project and program specific budget reports.pletion of general finance tasks as required2.Cash flow is monitored, advised toCEO for effective management3.Banking is processed in a timely manner1.Satisfaction by senior managers in provision of general finance tasks.6. Administrative Support & Other Duties5%Provision of administrative and executive support to TSR managers as requiredMaintain spreadsheet for tracking Contractor invoices to days worked / contracted2.Other duties may be assigned based on the needs of the organisation and the employee’s available time1.Undertake specific tasks as required1.Satisfaction by senior managers in performance of executive support as requestedK E Y R E S P O N S I B I L I T Y A R E A S – G E N E R A LAreasDetailCommunicationWorks with TSR management, operations and program staff where relevant and in line with TSR communication strategy to:?Work collaboratively and regularly communicate with TSR Management team regarding key activities and responsibilities;?Build and maintain relationships with external contractors as directed and is appropriate to the role;?Contribute to reporting to TSR staff meetings and other internal meetings on a regular basis to give updates of delivery and development of activities;AdministrationThe Senior Finance Officer is responsible for:?Maintaining appropriate records in accordance with the TSR quality assurance policies and procedures.ReportingThe Senior Finance Officer is responsible for reporting to their nominated supervisor by:? Keeping accurate records and reporting regularly on all activities undertaken? Identification of any issues arising for which decisions are required? Performance with respect to implementation of organization objectives, strategies, and related new initiativesAdherence to Policy and ProceduresThe Song Room internal operations are guided by a comprehensive Policy and Procedures manual that sits alongside and complements employment agreements for all staff. It is the expectation of all Song Room staff and a condition of their employment that they adhere strictly to these internal policy documents.S K I L L S , K N O W L E D G E & E X P E R I E N C E :Qualifications: what are the minimum educational, technical or professional qualifications required to competently perform roleFormal qualifications in finance or bookkeeping are required. As a minimum the Certificate IV Financial Services(Accounting) or Certificate IV Financial Services (Bookkeeping).Professional experience may be a substitute for above but must be in related role and with a minimum of 5 years’ experience in this case.Experience:Experience operating as a key staff member in a small office. A good knowledge and understanding of Mind Your Own Business (MYOB) and Microsoft Office applications is required. Previous experience in working with Not for Profit agencies will be highly regarded.Personal Attributes, Capabilities & Skills:Attribute or CapabilityLevel or depth requiredWhy is it required?Personal AttributesSelf-DisciplinedManages own time to achieve key outcomes. Avoids distraction and diversionsSet tasks and areas of responsibility require good time management and application skillsFlexibleAdapts to changing circumstances in the workplace.Prioritises work and addresses what is most important. Takes advantage of new and emerging opportunitiesPriorities change within the fast paced and busy Song Room office.CollaborativeWorks with others to achieve common goals. Engenders a spirit of teamwork.Inspires trust.Will be part of an administrative services team, and a key member of the broaderSong Room staff team.Capabilities (Level 2)AreaDescriptionProgram management and policyPolicy development and implementationParticipates in the review and development of policy and utilises policies and procedures to guide work practicesAchieving resultsEnsures clarity of understanding of required work, fulfils program and project responsibilities, and achieves performance targetsProfessionalismTime ManagementManages time and uses tools effectively to assist with planning and organisingTaking ResponsibilityTakes responsibility for work outcomes and assists others to understand role and responsibilitiesEthicsObserves professional boundaries and standards and assists others with ethical dilemmas, particularly around confidentiality of municationVerbalArticulates clear and respectful messages and information to clients/members and colleaguesWrittenWrites accurate, clear and informative reports and communications that meet the needs of their intended audienceResources, Assets & SustainabilityEquipment & AssetsAims for sustainability and durability in purchasing decisionsLeadership & TeamworkUnited UnderstandingGenerates ideas for innovation and enhanced working practices to achieve organisational missionStrategic FocusContributes to team plans and relates teamwork to strategic objectivesCapabilities (Level 2)AreaDescriptionChange and responsivenessTechnologySupports the use of new technology and develops skills to master new technologyMulti-skillingWorks collaboratively with people from different disciplines and shares skills and knowledgeGovernance and complianceStrategyContributes to team work plans and ensures that own work outcomes are achievedQualityContributes to enhancement of quality practices and ensures that own work meets quality requirementsOH&SContributes to identification of OHS risks and hazards, and ensures safety in own and others work contextTechnical SkillsMind Your Own Business (MYOB)A good understanding of the use of MYOB in a small office environment including proficiency in data entry for MYOB and experience in administering complex salary and contract arrangements and the ability to generate reportsOn complex accounts.Microsoft Office & other publishing applicationsHigh level of skills required, including particularly use of MS Excel and other publication softwareDatabase ManagementSome understanding in the use of databases in a small office environment including basic proficiency and experience in data entry and management ofData bases.K E Y W O R K I N G R E L A T I O N S H I P S : Who is this role is expected to interact with on a regular basis?Internal Who is this role expected to interact with on a regular basis within TSR?Role the position interacts withFrequencyPurpose/Nature of contactCEORegularly(Finance focus)Provision of financial information and reports, seeks approval for relevant financial processes, implementation and review of financial management policy & proceduresHuman Resource ManagerDaily - WeeklyDirection and work planning, oversight of performance, problem solving & planning. Provide update on workload and performance. Allocation of additional administration tasksProgram and Executive Administration Coordinator DailyCoordination of workload, problem solving, team building, planning. In particular, close liaison with Office Administration Coordinator in development of reports for CEO.Senior StaffAs requiredTo determine details of financial reports required or development of a specific contract, as required.Range of Staff MembersMonthlyTo take part in or lead one of the internal cross functional Working Groups. The Working Groups are:Compliance & Reporting Working Group; Operations Working GroupD E C I S I O N M A K I N G A N D A D V I C E :Decisions this role makes aloneWhat types of decisions does this role decide without seeking approval?This role takes direction from more senior staff members but has some discretion in how they go about their roles as well as allocation of her/his own time in the completion of outstanding or urgent administrative tasks.Advice/ recommendationsWhat types of advice or recommendations does this role provide to other roles to enable those other roles to make decisions?This role provides advice and recommendations to the Program and Executive Coordinator, Human Resource Manager and Directors And other senior staff on financial and HR matters to enable them to make decisions.S C O P E :Financial accountability: Does this role have accountability for or influence on budget/revenue/assetsDirect accountability ($)None. Responsibility for monitoring Administrative services expenditure under the direction of the Operations & General Manager.People responsibility: Does this role have any direct reports or indirect reports (through direct reports)No. of direct reportsNoneNo. of indirect reports – 0FY11 Budget = To be advised320040198501000A D D I T I O N A L I N F O R M A T I O N :is there any additional information that needs to be understood to explain this role?This is a part time position with no paid overtime. However where agreed, additional hours required in the course of work may be taken as time in lieu. The area is well served with public transport.New appointments to The Song Room undertake a 6 month probationary period. Please note that there will be also an interim probationary review at three months. Duties will be those outlined in this position description.Direct costs incurred in the course of your prescribed duties, such as mileage (other than to / from work) & parking will be reimbursed upon presentation of required documentation. You will be paid on a monthly basis into your nominated bank account retrospectively. ................
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