Position: Accounts Administrator 30 – 40 hours
Reports to: Association Secretary, Head OUSA Support Team
Direct reports: None
Location: OUSA, University of Otago, Dunedin
Organisation:
The OUSA provides a diverse range of services to its 20,000 student members at the University of
Otago. An autonomous body with registered charity status and independence from the University,
OUSA offers activities and support to students including:
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A confidential support and welfare advice service, representation and advocacy
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Numerous recreation clubs and societies and the facilities to support these
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A varied events programme
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A student radio station (Radio One)
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An award-winning student magazine (Critic).
The OUSA Organisational Plan details the OUSA strategy and services, including the contribution of the OUSA Support Team. This role supports the delivery on the Plan.
The OUSA Executive (the elected student members) run campaigns and represents student views to the University and other external bodies.
OUSA’s core responsibility is to engage its student members through services, events, representation and communication by way of a relevant, responsible, inclusive and engaging approach.
There are two Accounts Administrators who work together at the OUSA. The role is scoped at 30 – 40 hours as there are peaks where more time is needed in the role which might suit people with other commitments such as study or child care.
Position purpose:
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To keep OUSA accounts to a high standard of accuracy and to provide managers with timely financial information and accounts processing
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To process accounts payable and receivable, cash register reconciliations, bank reconciliations, financial reporting, payroll preparation, GST returns and general accounting duties as required (using Quickbooks)
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To provide coaching and advice to departmental managers on financial issues and budget management
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To support the GM in the provision of financial information to enable informed business decisions
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Areas of Responsibility
Area
Financial Administration
Coaching and Advice
Financial and Resource
Management
Payroll
Reporting and Compliance
Process Improvement
Expected Outputs
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Accurate and timely processing of financial administration including accounts payable, receivable, cash register, filing
GST returns, grants coordination, expense reimbursement and bank reconciliations.
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Maintenance of financial records in Quickbooks and management of online banking
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Prepare end of year trial balance for audit; liaise with auditors.
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Supporting, coaching and enabling departmental managers to effectively manage their own budgets and financial matters
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Establishing and maintaining effective relationships with key internal and external stakeholders (such as departmental managers, the Executive and University of Otago stakeholders)
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Assisting the General Manager in setting the OUSA and Planet
Media Dunedin Limited annual budgets
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Maintenance of OUSA asset register
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Management of the OUSA retail stock on hand and provision of support to the receptionists with regards cash handling procedures
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Maintain OUSA bank signatures, IRD nominees and other key process requirements with government agencies.
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Prepare instructions for payroll payment
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Liaise with Managers to ensure correct records
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Production of monthly financial reports to the General Manager,
University of Otago and Departmental Managers, to ensure effective budget management and reporting
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Assisting the General Manager and Departmental Managers with monitoring budget expenditure and forecasting
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Preparation of financial systems and processes for internal audit and responsible for ensuring adherence with compliance standards
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Preparation of general ledger and financial statements
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Identification and implementation of improvements to internal financial control processes and procedures
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Personal Attributes/Key Competencies
Area Expected Outputs
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Ability to build and maintain credible and productive relationships with a wide range of internal and external
Working Collaboratively stakeholders
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Ability to effectively coach and empower others
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Ability to effectively and diplomatically relate to a diverse range of people
Communication
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Excellent written and oral communication skills
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All communications delivered in an accurate, professional and timely manner
Planning and Organising
Managing Change
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Manages self, resources and workload to meet timelines, even under pressure
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Modifies workload and targets in line with changing organisational needs
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Understands, positively responds to, and supports change
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Is flexible and resilient to meet the ever changing needs of
OUSA and Planet Media Dunedin Limited
Problem Solving and
Results Focused
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Results focused and committed to the highest standards of performance
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Seeks to involve stakeholders in joint problem solving
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Anticipates problems and proactively resolves them in an appropriate manner
Qualifications and Experience
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NZQA Level 5 in Accounting or equivalent
Previous experience in accounts processing and financial administration
Proven ability to effectively coach and advise managers
Intermediate expertise in Excel and Word
High standards of professionalism, ethics and integrity
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