Winton Shire Council Hiring for Administration Officer – Finance Support Job at Winton Full Time

Position Number: GF10254

Portfolio: Corporate and Regulatory Services

Department: Finance and Administration

Location: Winton Shire Council,

75 Vindex Street Winton

Classification Level: Administrative, Technical and Community Services

Level 2-4, dependent on experience.

Qld Local Government Industry (Stream A) Award 2017

and Winton Shire Council EBA 2019 as varied

Terms of Employment: Permanent – Full Time

Supporting Documents: Employee Code of Conduct

Workplace Health & Safety Responsibilities

Staff Induction Booklet

WSC Drug and Alcohol Policy

2. ORGANISATIONAL ENVIRONMENT

Winton Shire Councils Mission Statement is:

‘To lead and work in partnership with the community to improve our lifestyle whilst

preserving our heritage.

Winton Shire Councils Vision is:

“Winton Legendary Safe Scenic”

Winton Shire Council Corporate Values

Accountability

The ethical concept associated with responsibility, enforcement, blameworthiness,

transparent process, liability and other terms associated with being answerable for the

trust that is bestowed by those whom we serve.

Effectiveness

The idea of carrying out a program or process that is entirely adequate to accomplish the

purpose that has been identified as a goal or aspiration.

Efficiency

The concept that in the process of pursuing or effecting any program, procedures or task

where all wastage is minimised.

Sustainability

Is the capacity to maintain a certain process or state indefinitely? When applied in an

economic context, a business is sustainable if it has accepted its practices for the use of

renewable resources and is accountable for the environmental impact of its activities.

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Meaningful Community Engagement

Encompasses the principle of seeking the views and opinions of the Community. This is

to be through an effective committee system and public consultation process as part of

Council’s decision making methodology.

Good Governance

This describes the process of decision-making and the process by which decisions are

implemented (or not implemented), hereby, public institutions conduct public affairs,

manage public resources and guarantee the realisation of human rights. Good

governance accomplishes this in a manner essentially free of abuse and corruption and

with due regard for the rule of law.

Ethical and Legal Behaviour

Ethical behaviour is characterised by honesty, fairness, and equity in all interpersonal

relationships. Ethical behaviour respects the dignity, diversity and rights of individuals

and groups of people. When coupled with legal behaviours there is an expectation that

there will be a penalty for conduct that breaches any law statute or regulation.

3. ORGANISATIONAL RELATIONSHIPS

Reports to: Finance and Administration Manager

Supervision of: Not Applicable

Internal Liaisons: Management, Council Staff and Council Departments as

required

External Liaisons: Federal and state government agencies, suppliers and

members of the community

4. POSITION OBJECTIVES

This Administration Officer position is responsible for providing effective and efficient

administration and financial support and assistance relating to debtors, creditors, rates

and payroll when required. This position allows the recipient to learn all facets of finance

in Local Government and to provide support to the finance manager when required.

5. ORGANISATIONAL COMMITMENT

CORPORATE

All Local Government employees are required to comply with relevant Acts and

regulations, Council’s policies and procedures as amended from time to time.

CONFIDENTIALITY AND IMPROPER USE OF INFORMATION

All Council documents and information are treated with complete confidentiality.

Information gained during employment with Local Government must not be used to gain

advantage, or to cause detriment to the Local Government and other stakeholders.

CONTINUOUS QUALITY IMPROVEMENT

All employees are encouraged to embrace the concept of Continuous Quality

Improvement (CQI) within the workplace. This will encourage creativity and innovation

and identify and implement improved ways of doing things through this structured

process.

WORKPLACE HEALTH AND SAFETY

All employees have a duty under the Workplace Health and Safety Act 2011 Section 28.

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While at work all Winton Shire Council workers must:

Take reasonable care for his or her own health and safety; and

Take reasonable care that his or her acts or omissions do not adversely affect the

health and safety of other persons; and

Comply, so far as the worker is reasonably able, with any reasonable instruction

that is given by the person conducting the business or undertaking to allow the

person to comply with this Act; and

Co-operate with any reasonable policy or procedure of the person conducting the

business or undertaking relating to health or safety at the workplace that has been

notified to workers

6. QUALIFICATIONS/LICENCES/TICKETS REQUIRED

Mandatory

Office and administration experience

Ability to maintain strict confidentiality and discretion.

Experience in full suite of Microsoft Office Applications.

Hold at minimum a “C” Class Driver’s Licence.

Australian Federal Police Check

Desirable

Experience in finance and administration in relation to Local Government

Certificate IV in Business Administration or equivalent experience.

7. REQUIREMENTS AND WORKING CONDITIONS

The following requirements and working conditions are desired:

The Council Employee Code of Conduct applies to this position.

8. STATEMENT OF KEY RESPONSIBILITIES AND DUTIES

The following key responsibilities may be modified from time to time to ensure the

expected outcomes are coordinated with Council’s Operational Plan, Corporate Plan and

the Corporate and Regulatory Policies and Procedures.

The key responsibilities of the position are:

Financial Support

Supporting Finance Manager in day to day activities, including processing of bank

reconciliations, monitoring bank accounts and term deposits, preparing/processing

journal entries, assisting with queries from other staff etc;

Assisting with debtors, creditors, payroll and rates when needed and learning

facets of a multidisciplinary finance team.

Assisting with preparation of monthly Council meeting reports, annual financial

statements and budgets;

Preparing reports for regular meetings/committees;

Preparing ad hoc reports as required;

Assisting with audit requirements;

Compiling data for Fringe Benefit Tax processing;

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Providing cost reports and other information to other areas of Council as

requested;

Assisting with maintenance of the integrity of the accounting system.

Processing of all debtor invoices;

Daily receipting and banking;

Ensuring end of months processes are completed on time;

Assisting with debt collection of accounts in arrears;

Assisting in booking of Council facilities, processing invoicing and bond refunds;

Processing rents/bonds and maintaining rental cards for council and community

housing;

Relieving for other members of the finance team during their absence

Performing general office duties, reception and customer service;

Carry out duties impartially and with integrity, with the overall aim of enhancing the

reputation of Council;

Contribute to the continuous improvement of Council’s policies and processes;

Maintain confidentiality of all Council operations;

Attend relevant functions, meetings, workshops, seminars and training courses as

directed;

Any other duties as directed by senior staff, relevant to the position and within their

capabilities.

9. KEY SELECTION CRITERIA

The applicant’s suitability for this role will be assessed against the following

competencies:

SC1 Demonstrated experience working within an administration, customer service,

reception and finance sector such as debtors, rates, creditors, payroll or similar.

SC2 Excellent general computing skills including the use of MS Office programs

(especially Excel), emails and internet. Experience with financial management

systems such as Practical Plus or Synergy Soft is desirable

SC3 Demonstrated experience with the analysis of data and reporting to all key

stakeholders particularly in relation to grant funding

SC4 Demonstrated ability in providing effective, courteous and professional customer

service.

SC5 Ability to work as part of a team and contribute positively towards development

and maintenance of a team environment within Corporate and Regulatory

Services and the broader Council

10. OTHER RELEVANT INFORMATION

The selected applicant may be required to undertake a pre-employment medical

assessment to prove that they are medically fit to carry out the duties and responsibilities

of the position.

The selected applicant may be subject to a criminal background check by Council.

This position will be subject to a minimum probationary period of three (3) months. The

applicant’s employment will undergo a review at the end of the probationary period and a

recommendation will be made by the Chief Executive Officer regarding permanent

employment in the position.

The selected applicant may be required to provide Winton Shire Council with a recent

photograph of the person, at the time of the person’s induction, for the purpose of creating

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a Winton Shire Council Employee Identity Card. Under [s 138A] of the Queensland Local

Government Act 2009 the employee has a legal obligation to hand any such identity

card/s back to the employer within twenty one days of termination of employment, unless

the employee has a reasonable excuse.

This is a description of the job as it is at present constituted. It is the practice of Winton

Shire Council, periodically to examine employees’ job descriptions and to update them to

ensure that they relate to the job as then being performed, or to incorporate whatever

changes are being proposed. This procedure is jointly conducted by each Director in

consultation with those reporting directly to him or her. You will, therefore, be expected to

participate fully in such discussions. It is Winton Shire Council’s aim to reach agreement

to reasonable changes where identified.

Whilst employment is in the position described in this document it is understood that

employment is with Winton Shire Council. In the event of organisational change or

restructure, Council may require employees to undertake other roles for which they are

qualified and capable of performing.

RECRUITMENT PROCESS

Candidates should lodge their applications in accordance with the directions outlined in “How to Apply

for the Position” below.

SHORTLISTING AND INTERVIEWS

The Shortlisting of all applicants will be undertaken by the Selection Panel shortly after the closing date.

Interviews may be conducted face to face, or via video-conferencing or tele-conferencing, depending

on the location of candidates and the technology available at the time.

HOW TO APPLY

We invite you to lodge a formal application including a:

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Resume,

Cover letter, and

Response to the addressed Selection Criteria (SECTION 9 of the Position Description)

Please forward your application to: [email protected]

Applications Close: Sunday 24 July 2022

FURTHER INFORMATION

For further information in relation to this position please contact Winton Shire Council, on 07 4657 2666.

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