Working at Council > Jobs: Costing Officer

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Due to an internal promotion, an opportunity exists in Council’s Corporate and Community Services Department for a suitably qualified and experienced individual to fill a vacancy in the above position.

This position contributes to the efficient and effective operations of the finance team, specifically through the processing of purchasing, creditors and payroll transactions and support of the Payroll/Finance Officer.

The position is Grade 10 in Council’s salary structure with a commencing salary of $1,087.33 to $1,217.82 per week, plus superannuation and allowances as per the Local Government State Award depending on qualifications and experience.

Intending applicants must refer to the Information Package for the position. This information is available from Council’s website www.narrandera.nsw.gov.au or Council’s Human Resources Department on 6959 5510 or email: council@narrandera.nsw.gov.au.

Applications close 21 June 2021.

Position Title

Costing Officer

Doc ID

13283

Grade

10

Status f/t, p/t, casual

Full Time, Permanent

Hours of Duty/days worked

35 hours - Monday to Friday

UV Rating

Low

Directorate

Corporate and Community Services

Supervisor

Finance Manager

Date Compiled

April 2008

Date Modified

*January 2011*May 2011*April 2012*May 2012*March 2014*September 2014*November 2014*January 2015*February 2019*June 2021

Vision - ACHIEVING TOGETHER

Corporate Values - 'ECLAIRS'

  • Ethical
  • Caring
  • Loyalty
  • Accountability
  • Integrity
  • Respect
  • Safety


Purpose of Position

This section should contain an encompassing statement of the major focus of the position. It should not define/list tasks, or responsibilities.

To contribute to the efficient and effective operations of the finance team, specifically through the processing of purchasing, creditors and payroll transactions and support of the Payroll/Finance Officer.

Key Result Area’s for the Position 

The key result areas (KRA’s) are the major outputs for which the position is responsible and are not a comprehensive statement of the position activities.  Ideally, each KRA should cover a separate area of the work function. Most positions should be adequately covered by 5-8 KRAs.  No position should require more than 8 – maximum. The KRA’s are each broadly defined explaining the essential functions of the position.  In addition each KRA may also be accompanied by detailed lists of tasks of how work is to be carried out.


Key Responsibility Areas

Key Result Area: Maintain purchase orders

  Task Standard - to what qualitative or behavioural standard should the task be performed at:

1

Maintain creditor’s master file.

Ensure that creditor master file details for suppliers of goods and services are maintained in an accurate and timely manner to permit the entry of purchase orders and payment of accounts.
2 Monitor incomplete orders Each month ensure that outstanding orders are reviewed and where necessary cancel orders that are no longer required.
3 Enter purchase orders Enter purchase orders into PCS ensuring accurate allocation of costs to the job cost system.
4 End of year accruals Ensure that purchase orders and goods receipts are correctly allocated and reported to the Finance Manager to account for cost accruals over the end of financial year.

 

Key Result Area: Process creditors transactions

  Task Standard - to what qualitative or behavioural standard should the task be performed at:

1

Creditors processing

Creditors are always to be process in accordance with Council’s procedure
2 Creditor terms Ensure that creditor’s payment terms are met to achieve payment discounts available to Council and maximise cash flow.
3 Reconcile creditor statements Ensure that creditor’s statements are reconciled each month in conjunction with the monthly creditor’s payment run.
4 Reconciliation of control accounts

Ensure that after each update in the creditors system the creditors sub ledger and general ledger control account reconcile.

Prior to the end of each costing period reconcile the general ledger suspense accounts for creditor transactions.
5 Filing of Vouchers

Processed accounts are to be attached to the appropriate voucher for authorisation. Authorised vouchers are to be filed with Council’s financial records.

The costing officer may be required to retrieve records in response to requests from council staff or auditors.
6 Credit card transactions

Credit card payments will be automatically deducted from council’s bank account.

The Costing Officer will reconcile these transactions with credit card records ensuring that card holders have authorised all transactions. That job costs are accurate and card usage has been in accordance with council policy.
7 Fuel card transactions

Payment for fuel card transactions will be automatically deducted from council’s bank account.

The Costing Officer will reconcile these transactions ensuring that they are authorised, accurately costed to the correct plant item and card usage has been in accordance with council policy.
8 Process EFT and Cheque payments Under supervision of the Finance manager perform creditor’s payment runs to produce cheques, EFT files and system updates.

 

Key Result Area: Process payroll transactions

  Task Standard - to what qualitative or behavioural standard should the task be performed at:
1 Timesheet entry

Ensure accuracy of time sheet entry reconciling hours worked and allowances and verifying job costs

2 Industrial award

Demonstrate a fundamental understanding of award conditions and council payroll policies. Award interpretation to be referred to the Payroll or HR officers.

3 Payroll processing

Under the supervision of the Payroll Officer or Finance Manager perform payroll processing to produce pays and system updates.

4 Employee maintenance

Accurately update employee master file records as directed by the Payroll Officer and in accordance with council procedures.

5 File payroll records Ensure payroll documents are stored in council’s records in accordance with archive legislation and council policy.
6 Pay payroll deductions At the conclusion of each pay run reconcile deduction control accounts and disburse payments to deduction authorities.
7 Superannuation payments After each pay run balance superannuation control accounts and disburse monies to superannuation funds.

 

Key Result Area: Job Costing and General Ledger Journals and Maintenance

  Task Standard - to what qualitative or behavioural standard should the task be performed at:
1

Job costing and General Ledger enquiries

Perform enquiries to ensure that transactions are processed to correct accounts and assist non finance staff with job cost enquiries.

2 Job cost and General Ledger maintenance

Under the direction of the Finance Manager perform job cost and General Ledger master file maintenance and manual journals.

3 Budgets

Under the direction of the Finance Manager perform budget entry and maintenance in an accurate and timely manner.

 

Key Result Area: Plant Monitoring

  Task Standard - to what qualitative or behavioural standard should the task be performed at:
1

Plant Utilisation

Each month monitor plant usage reports to identify plant items with outstanding returns. Follow up with operators to ensure plant returns are submitted to capture plant utilisation

2 Plant register maintenance

In conjunction with the Plant Manager ensure that plant items are created in the plant system and assets register and required details are captured when purchases are processed through the creditors.

3 Plant costing In conjunction with the Plant Manager and Store Person ensure that costs processed through the stores and creditors are accurately allocated to plant items.

 

Key Result Area: Administrative tasks

  Task Standard - to what qualitative or behavioural standard should the task be performed at:
1

Purchasing

By seeking quotations for the supply of goods, services and materials for use within council’s administration centre to achieve best value for the expenditure of council resources.

2 Bank reconciliation

Ensure the accurate update of the cash book with transactions downloaded each day from councils bank statement.

3 Statistical returns and acquittals

With guidance from the Payroll/Finance Officer and Finance Manager prepare statistical returns and acquittals. Assemble and maintain documentation to support council’s tax declarations such as BAS, FBT and diesel fuel rebates.

4 Administrative duties

Act as a team member of the Corporate and Community services group and always uphold council’s customer service standards.

 

Key Result Area: Maintain Registers

  Task Standard - to what qualitative or behavioural standard should the task be performed at:
1

Maintain Council’s contract and loans register

Ensure that when required, maintain and monitor Councils contract and loans register in accordance with prescribed standards.
2 Maintain plant asset register

Ensure that Council plant asset register is maintained on a monthly basis by processing sales and or purchases.

Ensure that plant asset purchases and sales balance with clearing accounts on a monthly basis.

 

Key Result Area: Accounting Enquiries

  Task Standard - to what qualitative or behavioural standard should the task be performed at:
1

Provide account balances

Ensure that provision of balances is accurate and provided as required.

2 YTD/Budget comparisons

Ensure that comparison of year to date balances and budget comparisons are provided in an accurate and timely manner.

3 Expenditure and Revenue Reports Ensure that when required that expenditure reports are compiled in an accurate and timely manner.

 

 

Enterprise Risk and Work Health and Safety responsibilities of Workers/Staff

  Task

Standard 

1

Comply with safe working procedures

Comply with the WH&S Act section 28, Duty of workers;

a. Take reasonable care for his or her own health and safety; and

b. Take reasonable care that his or her acts or omissions do not adversely affect the health and safety of other persons; and

c. Comply, so far as the worker is reasonably able, with any reasonable instruction that is given by the person conducting the business or undertaking to allow the person to comply with this act; and

d. Co-operate with any reasonable policy or procedure of the person conducting the business or undertaking relating to health or safety at the workplace that has been notified to workers.

Follow safe work procedures established by Council

2

Use of appropriate personal protective equipment and safety systems

Where PPE is required to control exposure to hazards in the workplace, wear and maintain the PPE as directed, as indicated in a risk assessment, or as required in WH&S procedures, or as in the safe work method statements.

3

Assist with the preparation of risk assessments and safe work method statements

Before commencing work or job where there is an identified risk, conduct a risk assessment to identify, assess and control the hazards associated with the work or job. This must be conducted in conjunction with other relevant staff, and the supervisor;

Assist in the annual review of safe work method statements.

4

Report WH&S

Report workplace hazards to the supervisor or manager and WHSO as soon as possible after they occur or are identified; and

Report injury or illness arising from workplace activities using the Incident /Injury/ Near miss report form as soon as possible after incident.

5

Enterprise Risk and WHS Training

Attend all required Enterprise Risk and WHS training

 

Selection Criteria

Essential: Class C Driver Licence

Essential: Criminal History Check

Preferable: Higher School Certificate

Preferable: Tertiary qualifications in accounting, bookkeeping or business administration

1. Demonstrated high level of literacy and numeracy skills and developed computer literacy, including keyboard skills and spreadsheet utilisation with an aptitude for detail and accuracy.
2.

Demonstrated ability to plan and complete tasks in an accurate and timely manner.

3. Demonstrated ability to work as a member of the finance team, follow instruction and contribute to team outcomes
4. Demonstrated ability to contribute to planning of work and process improvement.
5. Interpersonal skills necessary to empathise and communicate with employees at every level of the organisation and suppliers.
6. Understanding of debits and credits, computerised ledger structures and the reconciliation of control accounts and sub ledgers.
7. Experience in accounts payable, plant costing and stores transactions.
8. An understanding of computerised time sheet based payroll processing
9. Knowledge of office procedures relevant to payroll and costing and operation of office equipment
10. Understanding and commitment to EEO and WHS principles and practices.
11. Analytical skills and ability to interrogate financial information to provide responses to enquiries

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