POSITION PROFILE
Payroll & Sundry Debtors Officer
Position Summary
Position Title
: Payroll & Sundry Debtors Officer
Business unit
: Finance
Division
: Governance
Classification
: Level 3
Status
: Ongoing (Full-Time)
Position Statement
The Payroll and Sundry Debtors Officer is responsible for:• Delivering quality customer service through accurate and confidential payroll services to the management
and staff within the City of Marion in accordance with relevant industrial awards, workplace agreements
and legislation.
• The processing and administration of the City of Marion’s Sundry Debtors
Corporate Vision
By 2020, Marion Council will be:
A leader in the delivery of the Community Vision ‘Broad Horizons, Bright Future’.
> Community Wellbeing
> Cultural Vitality
> Dynamic Economy
> Healthy Environment
An Organisation of Excellence
> Recognised for Excellence in Governance
> Recognised for Service Quality
> Employer of Choice
The Corporation of the City of Marion is committed to the Excellence in Local Government Framework
(EiLGF) to guide our strategies and enable us to benchmark our achievements. We are also committed
to developing a constructive culture that supports individuals and the organisation to achieve our goals.
Constructive Culture
The City of Marion understands that constructive leadership management and teamwork are critical to
maximising community benefit and employee satisfaction. We will work towards building a constructive
culture, which for us, means showing balanced concern for getting the job done (task skills) and for satisfying
the needs of the individual or group (people skills).
POSITION PROFILE
Payroll & Sundry Debtors Officer
There are four (4) key components of the Human Synergistics Constructive Cluster (Style)
Achievement
Orientated individuals or teams are concerned with getting things done
and performing well.
Affiliative
The climate or atmosphere of affiliative individuals or teams is very
friendly, cooperative and relaxed.
Humanistic – Encouraging
Individuals or teams are constructive, sensitive and supportive of others.
Self-Actualising
Individuals or teams tend to be optimistic and interested.
Reporting/Working Relationship
Reports to:
Financial Accountant
Supervises:
N/A
Internal liaisons:
Organisational Development Team Members
Finance Team Members
All City of Marion employees
External liaisons:
ATO department
Local Government Super Scheme
LGA Workers Compensation Scheme
Sick & Accident Scheme (Echelon claims services)
Government bodies (Centrelink, etc)
Financial & Health Insurance institutions
Salary Packaging provider
Legal Professionals
Unions
Debtors
Debt Collection Agencies
Essential Minimum Requirements
The following essential requirements will be used in the assessment of the applicant in order to determine the
most suitable candidate.
Skills, Knowledge & Experience
Sound working knowledge of current legislation, standards, principles & practices relating to payroll
and debtors.
Experience in administering the payroll function in a small to medium size organisation.
Experience in administering and maintaining the debtors function.
Sound knowledge of debt collection methods and procedures.
High level proficiency in a PC environment, Microsoft applications (eg Excel and Word) and database
and payroll systems.
Commitment to the provision of a high level of customer service to both internal and external
customers.
Excellent time management skills including the prioritisation of tasks and ability to meet deadlines.
High level of interpersonal, verbal and written communication skills.
Initiative and ability to exercise judgement within generally established guidelines, methods and
procedures.
Flexibility and adaptability to change.
Ability and commitment to perform effectively as an individual, in a team and across the whole
organisation.
Demonstrated experience in working to KPI’s.
POSITION PROFILE
Payroll & Sundry Debtors Officer
Desirable Requirements
The following desirable attributes will be used to distinguish between applicants who have met all essential
requirements.
Educational Qualifications
Certificate in business administration, finance or similar field.
Skills, Attributes, Knowledge & Experience
Basic knowledge of human resource management principles and practice.
Knowledge of workers compensation claims process.
Knowledge of Local Government Superannuation Scheme.
Working knowledge of Local Government Act, Regulation and Awards.
Working knowledge of Local Government functions, roles and processes.
Knowledge of departmental policies and procedures or more broadly, the City of Marion.
Experience in basic accounting procedures and methods.
Experience in Civica Authority.
POSITION PROFILE
Payroll & Sundry Debtors Officer
KEY RESULT AREAS
1.
CONSTRUCTIVE CULTURE
2.
OPERATIONAL
3.
QUALITY SERVICES
4.
BUSINESS EXCELLENCE
5.
ENVIRONMENTAL AWARENESS
6.
OWN HEALTH & SAFETY
KEY RESULT
AREAS
1. Constructive
Culture
2. Operational
KEY TASKS
Demonstrate understanding and contribution to the achievement of the
Constructive Culture with emphasis on the four key components.
Demonstrate through own behaviours contribution to the achievement of the
Corporate Values that are important to the success of the Organisation:
• Open, ethical and accountable.
• Value the customer.
• Committed and enjoys getting the job done.
• Seek and celebrate achievement.
• Work together in partnership.
• Show leadership.
• Respect the views, opinions and capabilities of others.
• Continue to learn and improve.
• Embrace sustainability.
Payroll
• Undertake the accurate and timely administration and processing of payroll in
accordance with relevant awards, agreements, taxations and other legislation.
• Maintain the integrity of the payroll system and associated processes through
accurate and complete administrative and payroll processes, data entry,
record keeping and document management.
• Ensure all employee masterfile information including payroll deductions,
award payment and entitlements are accurate and appropriately authorised by
Management and staff.
• Ensure personnel records are maintained and secure.
• Liaise with Local Super Scheme managers on behalf of staff to ensure
benefits are paid on time.
• Administer a range of personnel and payroll related activities, including:
• Weekly contributions to Local Super are balanced and remitted.
• Fortnightly workers compensation reimbursements.
• Fortnightly Income Protection Insurance claim reimbursements.
• Monthly reconciliations of ‘Sickness & Accident’ and Workers
Compensation clearing accounts.
• Remittance of monthly deduction cheques.
• Prepare and complete all processes involved with employee Final Pays
• End of Year Processing in accordance with legislative and auditing
requirements.
POSITION PROFILE
Payroll & Sundry Debtors Officer
• Annual PAYG Payment Summaries.
Obtain FBT reportable benefits details from finance for inclusion in payment
summaries.
• Produce End of Year reports.
• Produce ad hoc reports including payroll, leave, pay rates, allowances,
costing report etc) in response to customer/manager requests.
Sundry Debtors
• Produce and issue Invoices/Credit Notes to debtors.
• Complete monthly debtors’ reconciliation.
• Issue of monthly statements to debtors.
• Monthly reporting of current debtor position (ie. Ageing of outstanding
debtors), broken-down by originating department, to:
• Corporate Planning and Engagement Officer for inclusion in monthly
Corporate Performance Report.
• Manager Finance for presentation and discussion with CMG and
EMG.
• Ensure all debtor address changes are correctly updated in Authority.
• Provide service and assistance to all customers requiring copies of
invoices.
• Coordination and administration of collection of debts, including liaison
with CoM originating officer to follow-up debtor.
• Liaising with Debt Collection Agencies as and when required.
• Authority Module Champion for Sundry Debtors.
Finance
• Provide support and assistance to accounting staff as and when required.
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3. Service Quality
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4. Business
Excellence
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5. Environmental
Awareness
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Participate in the gathering and analysis of customer feedback to establish
the value, satisfaction and expectations for each service provided within work
area.
Participate in the review and improvement of the quality of each service
provided in line with the identified customer feedback and organisational
needs.
Support and participate in Corporate Service Quality projects.
Participate in the establishment, monitoring, reviewing and reporting of key
performance indicators (KPIs) and targets for all services within work area.
Contribute to the maintenance of an accurate record of customers and key
stakeholders of all services within work area.
Support the development, implementation and achievement of actions to
address the opportunities for improvement identified through the Business
Excellence process.
Contribute to and implement improvements to workplace methods, practices,
quality and productivity.
Contribute to improve the overall operational efficiency of the organisation
through the use of Business Excellence tools to increase quality of service
and where possible reduce operational costs.
Take reasonable care of the workplace environment.
Avoid adversely affecting the environment (including impacts on soil, water, air,
noise, flora and fauna) through any act or omission of work.
Be aware of and comply with use of and utilise any equipment provided for
environmental pollution prevention.
Report all spills, incidents and environmental damage in accordance with
POSITION PROFILE
Payroll & Sundry Debtors Officer
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6. Own Health &
Safety
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Council procedures.
Participate in activities associated with the implementation of workplace
environment policies, procedures and management systems.
Take reasonable care of own health and safety at work.
Avoid adversely affecting the health and safety of any other person through
any act or omission at work.
Ensure you are not affected by the consumption of alcohol or a drug, in such a
state as to endanger own safety at work or they safety of any other person.
Use any equipment provided for health and safety purposes.
Not wilfully interfere with or misuse items or facilities provided in the interest of
health, safety and welfare of employees.
Report all accidents, incidents, injuries, property damage in accordance with
Council procedures.
Comply with the use of and utilisation of appropriate Personal Protective
Equipment (PPE).
Participate in activities associated with the management of workplace health
and safety, policies, procedures and management systems.
Position profile approval:
Acknowledged by Occupant
Acknowledged by Manager
Acknowledged by Organisational Development
Date
Date
Date