administration officer (payroll / creditors) title: administration officer . 2.0 level: ......

ADMINISTRATION OFFICER

(Payroll / Creditors)

INFORMATION PACKAGE

October 2017

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ADMINISTRATION OFFICER

PAYROLL / CREDITORS (LOCATION - JURIEN BAY)

The Shire of Dandaragan is seeking a full time Administration Officer for an immediate start located in Jurien Bay. The successful applicant will have demonstrated experience or knowledge of payroll and creditors systems and procedures. The position is responsible for undertaking all duties associated with payroll, undertaking the payment of creditors and other minor administration tasks. This position is classified Level 4 of the Local Government Industry Award 2010 and has a salary package range of $56,034 - $63,218 including superannuation and leave loading. An Information Package outlining details of the position is available by contacting Julie Rouse on 9652 0800, or via e-mail to [email protected] or off the Shire’s website www.dandaragan.wa.gov.au/employment. Applicants must provide details on previous work experience, relevant personal details together with the name and phone numbers of two recent referees. Applications are to be addressed and marked “PRIVATE AND CONFIDENTIAL – ADMINISTRATION OFFICER PAYROLL / CREDITORS” to the Chief Executive Officer, Shire of Dandaragan, PO Box 676, Jurien Bay WA 6516. Applications close at 4.00pm Monday 30 October 2017. The Shire of Dandaragan is an equal opportunity employer. Tony Nottle CHIEF EXECUTIVE OFFICER

mailto:[email protected]

http://www.dandaragan.wa.gov.au/employment

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Administration Officer (Payroll / Creditors) Position Description

Date last reviewed 16 October 2017 Reviewed by Senior Finance Officer

Shire of Dandaragan Position Description - Receptionist Part Time

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JOB SPECIFICATIONS / DUTY STATEMENT 1.0 TITLE: Administration Officer 2.0 LEVEL: Level 4 Local Government Industry Award 2010 3.0 DEPARTMENT: Corporate and Community Services 4.0 POSITION OBJECTIVES: 4.1 Objectives of Position:

4.1.1 To provide accurate and efficient administrative support

including general clerical duties and to ensure that payroll and creditors are processed as requested and required.

4.2 Within Section:

4.2.1 The employee must possess the ability to work independently

but also part of a well-developed team environment.

5.0 REQUIREMENTS OF THE POSITION:

5.1 Skills:

5.1.1 Basic keyboard and computer skills. 5.1.2 Developed numeracy skills. 5.1.3 Developed verbal communication skills. 5.1.4 Developing public relations skills. 5.1.5 Basic time management and organisational skills. 4.1.6 Developed telephone skills.

5.2 Knowledge:

5.2.1 Developing knowledge of Council’s organisational structure and

function. 5.2.2 Working knowledge of costing systems.

5.2.3 Working knowledge of the English language including spelling,

grammar and vocabulary.

5.2.4 Working knowledge of local area.

Shire of Dandaragan Position Description – Administration Officer

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5.3 Experience: 5.3.1 Two years office experience in a similar position in a private

enterprise or one year experience in a similar position within local government administration.

5.4 Qualifications and Training:

5.4.1 No formal qualifications required.

5.4.2 Hold a current “C” class drivers licence.

6.0 KEY DUTIES / RESPONSIBILITIES:

6.1 Payroll • Maintain personnel records as to classification, rates of pay, leave

entitlements - annual, sick, long service, time-in-lieu, deductions and superannuation.

• Respond to employee enquiries. • Prepare and certify’ payroll in accordance with statutory requirements. • Prepare and balance Group Certificates for signature by Authorised

Officer. • Prepare Government statistical employment returns and surveys. • Ensure that authorised deductions are made from employees’ pay and

that amounts deducted are remitted by the due date to the payee. • Monitor stationery, forms and other supplies associated with position. • Process allocations of labour, materials and plant to the costing

system. • Maintain councils RDO system • Remit superannuation, child support, union membership and any other

payroll deductions monthly • Calculate and create Private Works and Septic Tank Cleaning debtor

requisitions. • Maintain payroll database within Navision • Interpret relevant awards to ensure compliance, with any discrepancies

being resolved with relevant Manager and Manager Corporate Services or Chief Executive Officer.

• Liaise with Shire of Dandaragan’s workplace solutions provider to resolve any award or employment discrepancies.

• Monitor timesheet coding to ensure allocations are to correct areas / job.

• Process, monitor and maintain workers compensation claims. 6.2 Creditors

• Ensure the prompt matching of creditor’s invoices to orders, verification of computations, verification of receipt of goods / services and reconciliation to statements.

• Liaise with staff and creditors for the prompt resolution of discrepancies and disputes.

• Process creditors invoice details in the creditors system.


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• Process at least monthly cheque / EFT run and payment of creditors.

• Reconcile at least monthly creditors subsidiary ledger to the creditors control account.

• Process refund payments.

• Prepare monthly list of payments and agenda item for submission to Council.

• Maintain creditor’s database.

• Maintain annual contract payments

• Order stationery relevant to this position.

• Any other creditor function required to meet the above objectives

6.3 Other Finance & Administration:

• Maintain housing bond register

• Maintain purchase order register

• Any other task consistent with a LGIA level 3 Schedule B Classification

6.4 General:

• Relieve in Reception duties, inclusive of flag raising, library service, telephone enquiries, counter enquiries, mail, and daily banking.

• Provide backup support for telephone and counter enquiries at all times • Assist the general public with tourist and local area information.

6.5 Occupational Safety & Health:

• To be responsible for ensuring own safety and health and that of other

people in the workplace.

• Report all accidents, incidents and hazardous situations arising in the course of work.

• Use personal protective clothing and equipment as and when required.

• To comply with Occupational Safety and Health legislation and the

Shire’s Occupational Safety and Health policies and procedures. 6.6 Community Service: As a service industry a major focus must be the quality of customer service. While the Shire employs a receptionist, the position has numerous tasks whereby they will be absent from the service area and be unable to answer phones or assist in enquiries, or during times of high telephone and counter enquiries.


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Therefore, this position and the Administration Officer (payroll) position are jointly second “in line” in relation to the covering of counter and telephone enquiries to ensure the customer charter requirements are met. However, it is a requirement of all front office staff to ensure a high level of customer service at all times.

7.0 ORGANISATIONAL RELATIONSHIPS:

7.1 Responsible to: Executive Manager Corporate and Community Services

Senior Finance Officers 7.2 Supervision of: Not applicable

7.3 Internal and External Liaison: Internal: Executive Manager Corporate and Community Services Other staff External: Child support Australian Services Union Superannuation companies Consultants

General public Government departmental and agency staff Other local government bodies Creditors

8.0 EXTENT OF AUTHORITY:

Works within the confines of set standards and procedures, under the regular supervision of the Executive Manager Corporate and Community Services and Senior Finance Officer.

9.0 TRAINING, CONFERENCES, SEMINARS: The Council actively promotes self-improvements within its workforce and

membership of appropriate institutes. Attendance at conferences, seminars and workshops is encouraged. 10.0 AWARD:

General conditions of employment are offered on the basis of the Local Government Industry Award 2010.

11.0 SELECTION CRITERIA: 11.1 Essential:


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11.1.1 Basic keyboard and computer skills. 11.1.2 Developed numeracy skills. 11.1.3 Developed verbal communication skills. 11.1.4 Developing public relation skills. 11.1.5 Working Knowledge of creditors systems and procedures.

11.1.6 Working knowledge of payroll systems and procedures.

11.1.7 Developing knowledge of Council’s organisational structure and

function. 11.1.8 Working knowledge of Microsoft products. 11.1.9 Ability to understand and follow instructions and meet

deadlines. 11.1.10 Two years office experience in a similar position or related field

of work.

11.1.11 Hold a current “C” class motor drivers licence.

11.2 Desirable: 11.2.1 Working knowledge of local community. 11.2.2 Previous experience in a similar position within local

government administration.

Shire of Dandaragan Conditions of Employment – Administration Officer

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CONDITIONS OF EMPLOYMENT 1.0 EMPLOYMENT TITLE

This position will have full time employment as Administration Officer. 2.0 START PLACE

This position’s start place of employment is the Jurien Bay Administration Centre.

3.0 HOURS OF WORK

You will be required to work 38 hours per week. Monday to Friday from 8.00am to 5.00pm. An hour will be allocated each day for a lunchbreak.

4.0 WORK CYCLE

Council currently allows a 19 day monthly working cycle. 5.0 CLASSIFICATION LEVEL

Your position is classified Level 4 on the Local Government Industry Award 2010.

6.0 SALARY

DESCRIPTION AMOUNT AMOUNT Salary $48,869 $55,177 Leave Loading $657 $743 Uniform allowance $400 $400 Superannuation (compulsory) $4,642 $5,242 Superannuation (additional) $1,466 $1,655 TOTAL PACKAGE $56,034 $63,217

7.0 LEAVE LOADING

17.5% leave loading will be paid at the time of taking annual leave. 8.0 UNIFORMS

“The approved clothing for which the subsidy will apply shall be either: a) NNT Uniforms; b) Yakka Style Corporation; or


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c) any other clothing as approved from time to time by the Shire of Dandaragan.

Where employees choose to purchase the approved clothing, the Shire of Dandaragan will contribute on an annual basis. The contribution will be $400 and is subject to review of this policy. The amount Council will contribute on an annual basis, to each employee, will be based on the level of employment as follows:

a) Full time - 5 days per week 100% of annual allowance b) Part time - 2.5 days per week or greater 75% of annual allowance c) Part time - 2.4 days per week or less 50% of annual allowance

Provision of the clothing allowance will only apply to permanent (full or part time) employees and not to casual employees” Policy 9.9.

9.0 SUPERANNUATION

The Shire of Dandaragan contribution to employee’s superannuation will be to a maximum of the Superannuation Guarantee Contribution plus 3%. To qualify for the additional 3%, the employee must contribute a minimum of 5% towards their superannuation from their ordinary earnings either by an after tax contribution or salary sacrifice or a combination of both.

10.0 LEAVE ENTITLEMENTS

Annual leave is provided for in the National Employment Standard. You are entitled to four weeks paid annual leave, which is accrued progressively during a year of service according to the employee’s ordinary hours of work. Personal / carer’s leave is provided for in the National Employment Standard. You are entitled to 10 days of paid personal / carer’s leave, which is accrued progressively during a year of service according to the employee’s ordinary hours of work. You are entitled to two days unpaid carer’s leave for each permissible occasion when a member of the immediate family or household requires care or support. You are entitled to two days paid compassionate leave for each permissible occasion when a member of the immediate family or household is seriously ill or dies. Long service leave is provided for in the National Employment Standard and the Local Government (Long Service Leave) Regulations. After 10 years of service you are entitled to 13 weeks long service leave. Rostered days off are allocated to employees. Upon approval they can be changed to another date. However, they cannot be accumulated and


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therefore, must be taken within 28 days of being accrued. They cannot be taken in advance of their due date and will not be paid out in cash. You will have 12 rostered days off per 12 month period. Instead of being paid overtime you will be entitled to accrue time in lieu. Time in lieu can be taken at the ordinary time rate, that is an hour off for each hour of overtime worked. All time in lieu accrued must be taken within 28 days of being accrued.

11.0 POLICY MANUAL

Shire of Dandaragan has a comprehensive policy manual. The successful applicant will be required to familiarise themselves with this document to gain an understanding of Council’s position and direction on a wide range of issues.

12.0 MEDICAL EXAMINATION & POLICE CLEARANCE

You will be required to undergo a medical examination within the three month probation period. You can arrange this yourself and the Shire will reimburse you the costs involved. We will also require a current Police clearance, a copy of your driver’s licence and any qualifications and training you have relevant to the position.

13.0 PROBATION

All positions with the Shire are subject to a three month probationary period. Once your three month probation is complete you will receive a letter of permanency.

14.0 OTHER CONDITIONS OF EMPLOYMENT

All other conditions of employment are in accordance with the Local Government Industry Award 2010.

Shire of Dandaragan Organisational Structure – Administration Officer


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Shire of Dandaragan Important Information for Job Applicants

Administration Officer


1. INFORMATION FOR JOB APPLICANTS Thank you for your inquiry regarding the position. These notes are provided to assist you in the preparation of your application and to help the selection committee judge your application amongst the many others that will be received for the position.

2. REFEREES AND REFERENCES While the names of referees may have been asked for in the advertisement those need not necessarily be supported by written reference at the time of sending your application. However, if you choose to enclose written reference, copies will suffice at this time subject to sighting originals at a later date. It is recommended that you advise your referees that you have nominated them as the Council wishes to contact them at a later date. The referees you nominate should be able to comment on your recent work experience.

3. OTHER DOCUMENTS It is recommended that only copies of supporting documents be enclosed with your application so as to avoid loss or damage to originals. Nonetheless, the Council may ask to sight the originals at a later time.

4. CONTACT NUMBER It is strongly recommended that you provide a convenient telephone number should you be invited for an interview or if there be any queries regarding your application.

5. WRITTEN APPLICATIONS The Council is pleased to accept all applications for the position and does not favour hand written applications over typed applications or vice versa. However, all applications should be neat and legible for ease of reading by the selection committee.

6. LATE APPLICATIONS In fairness to all applicants, late applications cannot be received but the Council will accept late applications when consent to such a request has been given by the Chief Executive Officer.

7. APPLICATIONS Applicants must provide details on previous work experience, relevant personal details together with the name and phone numbers of two recent referees. Applications are to be addressed and marked “PRIVATE AND

Shire of Dandaragan Important Information for Job Applicants

Administration Officer


CONFIDENTIAL – ADMINISTRATION OFFICER PAYROLL/CREDITORS” to the Chief Executive Officer, Shire of Dandaragan, PO Box 676, Jurien Bay WA 6516. Applications close at 4.00pm 30 October 2017. Emailed applications to [email protected] will be accepted as long as they are received prior to the closing date.

8. FURTHER INFORMATION If you require any further information in relation to this position please feel free to call Julie Rouse, Executive Secretary, on 08 9652 0800 or email [email protected].



administration officer (payroll / creditors) title: administration officer . 2.0 level: ......

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