POSITION DESCRIPTION
Position:
Division:
Location:
Reports to:
Date:
Finance Administrator – AP & AR Consenting
Finance
Queenstown
Financial Accounting Manager
February 2016
BACKGROUND
Queenstown Lakes is a unique District in New Zealand. It has unprecedented population and
economic growth coupled with an international reputation as a tourist destination. It has a relatively
small number of resident ratepayers (approximately 22,000) but experiences 2 million+ visitors
every year.
The Queenstown Lakes District Council has a central role to play in the development and regulation
of the District in a manner that provides high quality services to residents and visitors alike. This
includes providing good quality local infrastructure; managing the Districts parks, trails, libraries and
recreational facilities; enabling sustainable development through resource and building consenting
services; and regulating local activities such as dog and noise control; parking enforcement and local
health standards.
QLDC current 10-year plan sets out its goals for sustainable growth management. These outcomes
include:
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An enabling forward-looking financial strategy that is sustainable in the long term;
A balanced growth strategy that promotes employment and business opportunities and
supports a strong and diverse community;
A resilient and participating community that celebrates success, has pride in the district and
its heritage and has thriving arts, cultural and sporting groups;
Councillors and Council staff are respected for their approach, attitude, service delivery and
governance; and
A natural built environment that makes Queenstown Lakes District a place of choice to live,
work and visit.
QLDC comprises around 250 staff operating throughout the district.
PURPOSE
The Finance Administrator is responsible for providing assistance with financial transaction
processing in an accurate and timely manner. The Finance Administrator also carries out various
accounting and clerical functions related to Payables & Receivables (for QLDC Consents). This will
also involve having a thorough knowledge of Accounts Receivable for Consenting in order to provide
complete back up for this area as needed.
KEY RESPONSIBILITIES
AR – CONSENT ACCOUNTS
Monthly Reconciliations and Reports
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Providing support for the monthly billing for AR consenting
Processing of the planners vetted time for invoicing / on-charges
Assisting with debt collection, queries and information gathering
Mostly providing back-up and playing a support role, but covering for AR Consent Officer
Position when he/she is on annual leave, or busy with other projects.
Closing off completed consent accounts and transferring balances
Daily & Ad Hoc AR Account Maintenance
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Internal support for tracking payments, providing information to internal customers
External support for communications & dialogue with public re consenting invoices
Processing refunds as required
Updating and maintaining debtor account information
Setting up new Debtor accounts as required
Bank – AR Receipting for Consents
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Provide backup - to ensure bank transactions are downloaded on a daily basis.
Provide backup - to ensure accurate allocation of debtor receipts to invoices
Provide backup - to ensure that all outstanding items are followed up until resolved.
Provide backup - to ensure the bank is reconciled
AP – ACCOUNTS
Monthly Reconciliations and Reports
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Provide support to ensure all payment runs are accurate and timely
Complete monthly supplier statement reconciliations and follow up and resolve all
outstanding amounts/invoices
Follow up with staff to ensure that all goods are receipted (invoices approved) in a timely
fashion
Process and reconcile monthly Air New Zealand Travel-card transactions.
Daily & Ad AP Hoc Account Maintenance
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Process supplier invoices in an accurate and timely manner.
Ensure account coding of all processed invoices is appropriate.
Respond to all AP queries
Setting up new supplier accounts as required, performing all the necessary due diligence
Clear the PO invoicing inbox daily
Ensure Purchase Order referencing is valid.
Ensure due payments & refunds are processed and posted on time for scheduled pay run.
Bank – AP Payments
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Provide backup - Provide support to ensure all payment runs are accurate and timely
Provide backup – Follow up on bounced payments
OTHER ACTIVITIES
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Train managers and staff on the use of the PO & AP systems.
Assist finance team with other tasks as required.
CUSTOMER SERVICES
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Establish ongoing dialogues with internal customers and external supplier ensuring delivery
satisfaction and value-added service.
Cultivate a professional and positive image for QLDC.
CORPORATE RESPONSIBILITIES
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Build commitment to QLDC’s vision, values and services.
Willingly undertake any duty required within the context of the position.
Comply with all legislative requirements.
Adhere to QLDC’s Code of Conduct.
Actively participate in organisation initiatives
HEALTLH, SAFETLY, AND WELLBEING (HS&W)
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Support HS&W culture - familiarity with relevant policies/procedures.
Being aware of responsibility for H,S &W/ACC - compliance and self-responsibility.
Manage own personal health and safety and takes appropriate action to deal with
workplace hazards, accidents and incidents.
Finance Administrators will be assigned a specific sub-set of tasks within the responsibilities listed
above, which will be identified as their key priorities. In addition, Finance Administrators will be
supported and required to hold a base level of knowledge and skill in all aspects of the role outlined
in this position description, in order to allow cross-skilling and cover for each area as required.
KEY RELATIONSHIPS
Internal:
 Chief Financial Officer
 Financial Accounting Manager
 Financial Controller
 Financial Advisory Manager
 Senior Rates Officer
 General/Budget managers
 All QLDC staff
External:
 Ratepayers and customers
 Consultants, contractors and suppliers
 Lawyers & Banks
 Auditors
ACCOUNTABILITIES AND DELEGATIONS
No financial delegations.
No staff management responsibility.
PERSON SPECIFICATION
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Education to at least High School Cert/NCEA level 2 with relevant accounting certificates or
diploma preferred.
Proven experience (minimum of 2 years, with greater than 5 years preferred) in a finance
administrator, receivables, payables or payroll role.
Strong numerical skills.
Demonstrated experience in a range of desktop applications including Microsoft Office. Specific
(strong) skill sets required in excel spread-sheeting.
Demonstrated planning and organisational skills with an excellent eye for detail. Ability to
effectively multitask.
Proven ability to establish and maintain effective relationships with customers and gain their
trust and respect.
Demonstrated ability to take on responsibility and use initiative to prioritise work effectively
under pressure and to tight deadlines.
Demonstrated experience in process/system improvement.
Well-developed communication skills, both written and verbal.
Excellent interpersonal skills. Relates well to all kinds of people.
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Conveys a professional and positive image, with a courteous and efficient manner.
Highly motivated, achievement-oriented and innovative professional.
COMPETENCIES
Integrity and trust are core competencies for all employees of QLDC.
Competencies specific to the role:
Customer focus
Informing
Detail focus
Drive for results
Teamwork
Is dedicated to meeting the expectations and requirements of internal
and external customers; Gets first hand customer information and uses it
for improvements in products and services; Acts with customers in mind;
establishes and maintains effective relationships with customers and
gains their trust and respect.
Provides the information people need to know to do their jobs; Provides
individuals with information so that they can make accurate decisions
and give appropriate advice to others; is timely with information
Attention to Detail/Quality of work output. High concern for accuracy
whilst working in a timely manner. Remains ever vigilant for errors,
identifying potential problems as well as resolving inaccuracies and
mistakes.
Can be counted on to exceed goals successfully; is constantly and
consistently one of the top performers; very bottom line oriented;
steadfastly pushes self and others for results.
Works well with a wide variety of people, building constructive
professional relationships, ensuring clear communication, and acting in
support of the organisation and colleagues.