▌Position Description
Job Title:
Manager, Accounting Services
Reporting To:
Deputy Chief Executive Officer
Remuneration level:
Negotiable depending on experience and qualifications
Purpose of the position
To provide supervision and leadership to Accounting Services Officers (Accounts Officers) and
provide direction to staff who undertake specific accounting duties in their respective roles
To manage the Shire’s finances in accordance with statutory requirements and set procedure and
policy, and/or provide support and assistance to the Deputy Chief Executive Officer in providing
adequate financial management for the Shire
To ensure suitable controls in place to preserve integrity of procedure, control and the Shire’s
financial position
To provide a efficient, courteous and professional service to external customers, other staff and
councillors
Responsibilities
▌Responsibility 1 – Responsible for operation & supervision of all accounting systems and
records (inc. but not limited to Payroll, cash receipts, Creditors and
Debtors, Investments, Assets)
Lead and manage an Accounting Services team that promotes
productivity, career growth and development
Authority Level –
Able to work autonomously, with limited direction from the Deputy CEO
Measurement -
Providing effective supervision to and dynamic leadership (including support,
assistance and direction) of Accounts Staff to ensure timely and accurate
processing of all accounting systems (inc but not limited to allocation and
reconciliation of Creditors, Debtors, Payroll, Receipting and Banking
functions, period end. Processes completed within required timeframes
Identifies gaps between real skills and required skills of Accounts Officers,,
and remedies through avenues including on-the-job training and industry
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specific training (seminars, short courses). Provides support and mentorship
for staff to achieve required skills
Ensure that any errors, discrepancies or IT issues relating to above
processes are concluded in a timely and accurate manner
▌Responsibility 2 – Assume responsibility for a wide range of accounting/financial
functions to ensure adequate financial management for the Shire.
Support and assist to the Deputy CEO in a wide range of finance and
accounting functions to ensure adequate financial management for the
Shire.
Authority Level –
Generally works autonomously, with direction from the Deputy CEO when
required
Measurement -
Ensures timely completion of all daily/weekly/monthly/period end processes
and reporting within established guidelines and/or mandated
lodgement/filing dates
Ensures surplus funds are invested in accordance with set policy and
mandated requirements, and that returns on investment are maximised for
benefit of the Shire
Deputy CEO is kept adequately and accurately briefed on all issues and
activities related to accounting systems
Provides suitable support and advice to Department Managers and
Supervisors in response to queries and requests for financial/accounting
information
Provides accurate and timely information, support, assistance and advice to
the Deputy Chief Executive Officer and/or Chief Executive Officer regarding
financial management of the Shire
Provides adequate day-to-day management and supervision of Accounts
Officers
Timely preparation and completion of Annual Budget, Annual Financial
Statement, Annual Budget review, Annual ABS Information return
Timely preparation of requirements for the interim and annual audit
conducted by external auditor appointed by Council
Willingly participates in a variety of strategic and management projects as
directed by Deputy CEO
▌Responsibility 3 – Assists in development and maintenance of accounting/financial
systems to ensure integrity of Shire’s financial position based on
sound accounting procedure and controls
Authority Level –
Able to work autonomously, with limited direction from the Deputy CEO
Measurement -
Establishment and/or review of suitable procedures and controls within
established guidelines and/or mandated practice, and regular audit of same
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Deputy CEO is kept adequately and accurately informed on development
and maintenance issues related to procedure and control
Responds to requests from Departments Managers and Supervisors
regarding development of systems to assist their accounting/financial
management responsibilities
▌Responsibility 4 – Take a proactive role in ensuring financial management responsibilities
of the Corporate Services Section are adequate, compliant and do not
adversely affect the overall operations of the Shire
Authority Level –
Generally works autonomously with limited direction from the Deputy CEO
Measurement -
Ensures suitable allocation of resources to ensure operations of Accounting
Services are not affected during periods of staff absence
Ensure Deputy CEO is briefed at all times regarding any breaches of policy
(as they relate to accounting or purchasing) or any situations/instances that
arise where the financial integrity of the Shire and/or the integrity of officers
has or may be compromised
Reviews and authorises payments processed to ensure compliance with
policy
Ensure compliance by Accounting Officers with all established procedure,
guideline and/or mandated practices
Ensures suitable and efficient control procedures and processes in place to
review, check and confirm integrity of work produced
High quality, accurate work is produced within specified/designated
timeframes
▌Responsibility 5 – Management of Shire’s insurance portfolio
Authority Level –
Generally works autonomously with limited direction from the Deputy CEO
Measurement -
Shire has adequate insurance cover for all fixed assets including but not
limited to plant/vehicles, property and equipment
Shire has adequate insurance cover for areas including but not limited to:
Public Liability, Casual Hirers, Workers Compensation, Salary Continuance
Timely advice to insurers for any changes, additions or alterations to
insurance schedules
Reviews insurances schedule with managers as required
Assist Deputy CEO in the annual insurance review with insurers
▌Responsibility 6 – Asset management as it relates to Accounting
Authority Level –
Generally works autonomously with limited direction from the Deputy CEO
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Measurement -
Timely and accurate update to Asset Register (accounting) for all
acquisitions, disposals and revaluations
Review and amended related components including plant operational costs,
depreciation rates and useful life
Regular reconciliation of fixed asset register to general ledger
Participation in strategic asset management plan project with Senior
Management
▌Responsibility 6 – Management of Shire’s rating function and property database
Authority Level –
Generally works autonomously
Measurement -
Rating database is kept up-to-date
High quality, accurate work is produced within specified/designated
timeframes as directed
Demonstration of on-going willingness and genuine ability to assist with a
wide range of rates duties, working closely with Shire’s Rates Officer
Assistance to the Chief Executive Officer, Planning Officer, Property
Management Officer and other professional staff with property related
queries, and maintain the Shire’s rating/property database so that it
adequately meets the needs of management in relation to property
information.
▌Responsibility 7 – To take a proactive/”hands-on” approach to ensure accurate and timely
completion of accounting services duties
Authority Level –
Takes responsibility for the day-to-day management and allocation of staff
resources
Measurement -
Officer willingly undertakes accounting duties during busy periods or during
periods when normal incumbent is absent – including payroll, creditors, cash
handling and bank reconciliations.
▌Responsibility 8 – To ensure (in co-operation with the Records Manager/Records Officer)
that all documents for which the Officer has responsibility are
registered and managed in accordance with the Records Management
Plan approved by the Chief Executive Officer.
Authority Level –
The Officer is expected to work in co-operation with the Records Manager
Measurement -
High level of co-operation with Records Staff
All subject documents are managed appropriately in accordance with the
Document Management Plan
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Relationships
Responsible to:
Deputy CEO
Supervision of:
Accounts Staff: Day to day supervision and management, on-the-job
training, support and direction
Customer Service Staff: Day to day supervision on the-job training and
support as far as their duties relate to financial/accounting Services
May be required to perform duties of the Deputy CEO, under delegated
authority, in her absence
Internal/external liaison:
Internal
With:
Purpose
1. CEO and Deputy CEO
1. To receive direction, guidance and support for
range of financial duties to be undertaken by
this position
2. Accounts Officers and Customer Service
Officers
2.
3. Other Managers and Supervisors
3. Provide assistance, information and support to,
and receive assistance, information and support
from,
executive
teams
members
to
resolve/finalise/prepare
relevant
financial
records and accounts
4. Other Staff including Records
4. Provide information as requested from other
staff members in relation to personal payroll
records and debtor accounts as required. Assist
and
support
with
records
registration,
management and retrieval.
Provide day-to-date supervision, support,
guidance and advice as well as on-the-job
training. All Finance Officers also required to
work in a close, co-operative manner on-the-job
due to the intersecting nature of many financial
duties. Provide same to CSO as far as their
duties relate to accounting and financial
services
External
Auditors
Shire Debtors and Creditors
“Payroll” oriented bodies including Child Support, Superannuation Fund Administrators, Centrelink
Ratepayers
Settlement agents
ITVision – Shires financial account software suppliers
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Range of financial service institutions or providers as dictated by job requirements – eg WA
Treasury Corporation, Commonwealth Bank
Extent of Authority
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Generally
works
autonomously
within
established
procedures,
with
guidance/support/assistance from Deputy CEO as required.
Assumes day-to-day responsibility for management of Accounting Staff and must ensure
adequate allocation of staff resources during busy periods/periods of leave etc
Able to authorise the procurement of goods and services as they relate to the Accounting
Services Section, to a value of $2,000
Required to work under direct supervision of Deputy CEO when directed
Specific Duties including but not limited to:
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Supervise and direct operation of all accounting systems and records including but not limited
to Payroll, Creditors, Debtors, Cash receipting, general accounting functions
Ensure all discrepancies relating to above functions are resolved or referred to Deputy CEO
for appropriate actions as required
Provide a high level of dynamic leadership of Accounting Services staff, and ensure Deputy
CEO is kept fully briefed on staff issues including performance, attitude, aptitude and general
direction
Initial point of contact for Accounts Officers and Customer Services Officers in relation to
queries, concerns, issues or support required arising from their day-to-date duties in above
functions
Deputy CEO to be kept fully briefed and or informed of operations of all accounting systems
including any potential compromise of, or actual compromise to integrity of Shire’s financial
position and management and/or staff integrity
Manage the works costing and plant ledgers, and general ledgers to ensure accuracy,
including processing of journals, setting up and closing accounts, general “house-keeping” of
accounts and related functions (cost centres, element types, plant element types)
Reconciliation of month end statutory financial statements and regular financial reports for
management purposes within established guidelines and mandated timeframes
Preparation of financial reports (weekly, monthly, quarterly annually)
Preparation of agenda items for both Council and Audit Committee
Lodgement of reports and documentation with external bodies within mandated timeframes
Year-end accounting and financial functions, including preparation of payments summaries,
reconciliation of payment summaries and accruals, period end functions
Production of annual budget, budget review, annual financial statements and ABS Information
return
Reviews and authorises payments, ensuring adequate measures and controls in place and
checked
Conduct regular reviews and testing of work produced by Accounts Officers to ensure integrity
of data, and integrity of internal controls and procedures
Advises DCEO regarding investment of available cash; execution of record and system entries
for investments
Management of Shire’s insurance portfolio in liaison with Deputy Chief Executive Officer and
external insurers
Management of Shire’s fixed assets including accounting and information systems
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Establishment of suitable systems for the purpose of grant acquittals – as they relate to
accounting functions – including preparation of such acquittals
Rating duties including interim rates, property maintenance and recovery of unpaid rates and
charges
Recovery of delinquent debtor accounts
Participate in/undertakes projects relating to the strategic direction of both Corporate Services
and the overall Shire as directed by the Deputy Chief Executive Officer
Perform duties of Accounts Officers in their absences
Other financial and accounting duties, as directed, consistent with the level of this position and
the principles of multi-skilling
Ensuring all documentation is recorded and registered within InfoXpert in accordance with
established guidelines, procedure and mandated requirements
Person Specification
Skills
Essential:
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Excellent numeracy and literacy skills
Excellent verbal and written skills
A professional, friendly personal manner with excellent customer service skills including use of
tact and diplomacy
Excellent developed keyboard and data-entry skills
Ability to effectively organise and manage own work time to ensure all performance measures
are met
Excellent analytical and problem solving skills
A methodical, logical and thorough approach to all duties, particularly of an accounting nature
Ability to think strategically and conceptually
Ability and a willingness to work as an integral part of a small, efficient team, with a keen
desire to “get the job done properly, the first time”
Demonstrated competency with use of a computerised accounting system
Demonstrated ability to utilise a wide range of office technology (eg fax, photocopier)
Desirable
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Team development and leadership skills
Knowledge
Essential:
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Detailed knowledge of general accounting principles, processes and protocol (eg double entry
accounting, depreciation, accounting standards, account classification)
Detailed knowledge of general principles of creditors/accounts payable, debtors, payroll and
general financial duties
Sound knowledge of budgeting, financial and accounting methods, procedure and policy
Extensive knowledge of cash-handling procedures and processes (including receipting,
security of cash, EFTPOS operations, bank lodgement and bank reconciliations)
Sound knowledge of GST, FBT, BAS, PAYG and similar principles
Detailed knowledge of payroll, taxation and superannuation legislation – to the extent it relates
to Accounting Services
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Detailed knowledge of works costing ledgers and plant ledgers
Desirable:
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Accounting requirements and functions as they relate to Local Government
Local Government Rating functions
Local Government law and meeting procedure
Experience
Essential:
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Previous experience in a position where key duties and responsibilities are commensurate
with this position
Previous high-level book-keeping in areas of: payroll, cash-handling (including receipting,
EFTPOS operations, bank lodgement) bank reconciliations, BAS lodgement and preparation
Desirable:
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Previous experience in Local Government in similar position (eg Senior Finance Officer,
Accountant, Deputy CEO in smaller shire)
Demonstrable skills in team management to achieve set tasks
Qualifications and/or Training
Essential:
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Education to, or equivalent of, WA Year 12 Secondary level
Desirable:
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Completion of technical-based accounting courses or completion of any qualification in
accounting services
Selection Criteria
Essential:
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Excellent numeracy and literacy skills
Excellent verbal and written skills
A professional, friendly personal manner with excellent customer service skills including use of
tact and diplomacy
Excellent developed keyboard and data-entry skills
Ability to effectively organise and manage own work time to ensure all performance measures
are met
Excellent analytical and problem solving skills
A methodical, logical and thorough approach to all duties, particularly of an accounting nature
Ability to think strategically and conceptually
Ability and a willingness to work as an integral part of a small, efficient team, with a keen
desire to “get the job done properly, the first time”
Demonstrated competency with use of a computerised accounting system
Demonstrated ability to utilise a wide range of office technology (eg fax, photocopier)
Detailed knowledge of general accounting principles, processes and protocol (eg double entry
accounting, depreciation, accounting standards, account classification)
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Detailed knowledge of general principles of creditors/accounts payable, debtors, payroll and
general financial duties
Sound knowledge of budgeting, financial and accounting methods, procedure and policy
Extensive knowledge of cash-handling procedures and processes (including receipting,
security of cash, EFTPOS operations, bank lodgement and bank reconciliations)
Sound knowledge of GST, FBT, BAS, PAYG and similar principles
Detailed knowledge of payroll, taxation and superannuation legislation – to the extent it relates
to Accounting Services
Detailed knowledge of works costing ledgers and plant ledgers
Previous experience in a position where key duties and responsibilities are commensurate
with this position
Previous high-level book-keeping in areas of: payroll, cash-handling (including receipting,
EFTPOS operations, bank lodgement) bank reconciliations, BAS lodgement and preparation
Willingness to obtain National Police clearance
Signed…………………………………..
Employee
Date……………………………………..
Signed…………………………………..
Warren Olsen
Chief Executive Officer
Date………………………………….
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