Position Description Bookkeeper

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POSITION DESCRIPTION – BOOKKEEPER ______

Position objective

This position works with the Coordinator to manage the day to day transactional activities of the Finances and Payroll to ensure the timely and accurate processing of transactions to inform decision-making.

Key contacts for the role

Key contacts of the role include The Coordinator, Treasurer and all Neighbourhood House staff and consultants as well as external service providers and suppliers.

Specific Tasks Reporting

 Reconcile bank statement, and prepare the profit and loss and balance sheet items, on a monthly basis, in total and by class.

 Provide a monthly payroll report including leave entitlements, accrued pays, superannuation, PAYG and allowances received.

 Monthly analysis of Profit and Loss to include performance vs. annual budgets.

 Load budgets and forecasts into QBO.

 Prepare the annual audit file and initial statutory accounts for the Treasurer and Coordinator.

 Ensure the finances are accurately reported in the Annual Report

 Quarterly reconciliation of Auspice accounts and annual delivery of transaction report for each account as part of the Auspice agreement.

Key performance indicators

 Accuracy of financial papers, budgets, forecasts and Annual Report.

 Timely analysis and reports to Coordinator or within agreed timelines.

 High attention to detail and itemized coding of transactions combined with online and paper record keeping. 2

 Maintenance of the chart of accounts.

 Monthly, Quarterly and Annual reporting within T+7.

 Maintain financial records in accordance with legislation Australian accounting standards relevant policies procedures and guidelines and tax legislation.

 Manage auspice accounts and provide regular reports to these groups. Prepare and coordinate payroll

 Prepare fortnightly payroll.

 Check job coding of payroll transactions.

 Ensure payment of superannuation.

 Prepare calculations for back pays, higher duties and travel allowances.

 Prepare and reconcile relevant Payroll end of month journals for leave entitlements, accrued pays, superannuation, PAYG ensuring statutory requirements are met.

 Review and update the procedures and work instructions.

 File all documentation on a weekly basis.

 Pay PAYG and Superannuation

 Prepare annual Workcover premium calculation and review for accuracy throughout the year.

 Payroll prepared by *Monday* following the end of fortnight.

 Payment of superannuation completed within 14 days of month end.

 All payroll tasks completed accurately.

 Authorised timesheets and leave forms filed immediately following the pay run.

 PAYG and Superannuation paid monthly and within legislated timeframes. Accounts payable/accounts receivable

 Invoices prepared and sent in accordance with contractual arrangements.

 Day to day processing of accounts payable and accounts receivable, credit notes, employee reimbursements, EFT and cheque payments, credit card statements and petty cash.

 Manage recording and reconciliation of all petty cash. Page: 3

 Monthly reconciliation of any credit card payments.

 Perform or check monthly journals and reconciliations for Trade Debtors, Trade Creditors, Petty Cash and Gift Cards.

 Respond to supplier queries and review suppliers and activities to create efficiencies or reduce costs.

 Regular filing of documentation.

 Invoices sent out in month due.

 Debtors remain less than 90 days unpaid.

 Monthly bank reconciliation completed and filed within 7 days of month end.

 Accurate and timely recording of transactions.

 Accurate and timely monthly journals and reconciliations.

 Supplier queries addressed within 48 hours.

 High transparency and accuracy of tracking through transactions based on item description, coding and file attachment.

 All documents filed on a weekly basis. Key capabilities required to perform the role

Knowledge

Qualification in finance, accounting or payroll and extensive and appropriate experience in book keeping functions up to reporting and analysis stage with an understanding of the requirements of accounting standards and GST.

Experience

Experience in processing book keeping transactions including payroll, accounts payable, accounts receivable, fixed assets, journals and reconciliations.

An understanding of GST compliance with respect to financial transactions.

A good understanding of and experience in maintaining financial information technology systems. Skills

 Proficient IT skills, with working knowledge of Quickbooks Online Accounts, Microsoft, Excel, Microsoft Word, Microsoft Windows & Microsoft Outlook.

 Strong organisational and record maintenance skills. 4

 Strong administration skills.

Personal Attributes

 Well-developed interpersonal and communications skills.

 Ability to maintain a secure work environment with a high level of confidentiality and adherence to privacy guidelines.

 Ability to plan prioritise and meet tight time lines.

 Strong attention to detail.

 Focus on improving systems and recommending efficiencies to the finance area.

 Ability to prioritise and complete tasks in a timely manner.

 Highly motivated with an ability to work independently to carry tasks to completion with minimal supervision.

 Willing to undertake a range of responsibilities including finance, administrative and clerical tasks. Terms and Conditions

Salary

 The salary will be negotiated according to the NHACE Collective Agreement 2010 Hours

 This is a part-time position - 5 hours per week. Holidays

 Four weeks annual leave. Due to the times of operation of the Cottage, staff will be required to take leave at Christmas except in exceptional circumstances where approval to take leave on other occasions must be sought from the committee. Time in Lieu  TIL is available and must be taken in accordance with Deans Marsh Cottage policy and in consultation with the Deans Marsh Cottage Committee of Management. Travelling Expenses  All work-related travel approved by the Committee will be reimbursed at the current Public Service rate. Termination of Contract  Termination of contract will be according to the NHACE Collective Agreement 2010 except where an amendment has been agreed to and signed for (as Terms and Conditions).