Central Otago District Council

About Central Otago District Council

POSITION: Accounts Payable REPORTS TO: Finance Manager LOCATION: Alexandra PRIMARY OBJECTIVE To effect payment to Council’s creditors, payroll, and perform other accounting administration tasks where directed. PRINCIPAL DUTIES AND RESPONSIBILITIES 1. Ensure the effective and efficient processing and operation of accounts payable systems and maintain internal controls as required relating to accounts payable, including: a. Payments are made on a timely and accurate basis in line with best practice and agreed upon procedures. b. All general ledger control accounts reconciled, corrections made and any balances documented/explained at the end of each month (report to Finance Manager). c. All file maintenance to be filed and initialled by reviewer (report to Finance Manager). d. Coding and error monitoring and correction as well as authorisation in line with delegated authorities. e. Ensure that direct credits are monitored, accurately processed and approved on a timely basis as part of the accounts payable function. f. Ensure the effective and efficient operation of the on-line purchase ordering system, including staff education and direction on system usage. g. Ensure prepayments are identified and recorded correct on a monthly basis and reconcile to the general ledger. h. Accruals are identified, recorded correctly and maintained on a monthly basis. 2. Back up support to Accounts Receivable and Payroll Officer as needed. 3. Attend to all Inland Revenue Department or equivalent training for creditors to ensure compliance with GST and withholding tax as applicable. 4. Provide training support and advice to designated backup staff to ensure the systems will continue to operate effectively in the absence of this Officer. 5. In conjunction with the Executive Manager-Corporate Services and the Finance Manager identify opportunities to streamline and automate accounts payable and working with Accounts Receivable to achieve dual efficiencies where possible. This may include the implementation of new systems software and subsequent rollout. 6. Support internal and external audits as they arise, either through the end-of year annual audits or as requested by the Executive Manager – Corporate Services. a. Ensure all records requested are available and to the expected level required. b. Allocate the required time to respond adequately to all audit queries raised. c. Report any concerns to the Finance Manager. 7. Complete statistical returns and surveys in a timely and accurate manner. 8. General accounting and other duties - such other duties and support may be required from time to time including but not limited to: a. Assist with the preparation of the relevant sections for the Annual Plan, Annual Report, Long Term Plan and any other statutory reporting, as well as other reconciliations that may be required by the Finance Manager. b. Accounting for Recreation Reserve and other Council committees where systems lie outside the Council’s main financial systems. c. To administer and maintain IBIS ensuring accurate recording of information and accurate payments made to key stakeholders. 9. Standing journals in relation to payables are prepared and maintained on a monthly basis. KEY RESULT AREAS Key result areas have been identified to assist in formulating performance objectives. The duties of the position are being carried out to a satisfactory standard when: 1. That all accounts payable are captured, approved within internal policy and paid on a timely manner with no material errors, penalties or incorrect payments. 2. That problems and complaints with creditors are negligible and there is an easily accessible audit trail and documentation of all problems with creditor statements and accounts payable matters (this should be filed in creditor alphabetical order and means that creditor statements should not be discarded.) 3. All control accounts for accounts payable are reconciled to the general ledger on a monthly basis and reconciliations are prepared for prepayments and accruals. Reconciliations are up to date and lodged monthly with the Finance Manager. 4. Staff are trained correctly on accounts payable processes, including the use of the purchase order system, creditor invoices are correctly matched up to the correct purchase orders and prices are being correctly quoted on the purchase order. 5. All responsibilities in relation to the Inland Revenue are completed accurately, appropriately and actioned within the required timeframe. 6. All responsibilities in relation to monthly reporting, annual planning, long term planning and annual reporting are completed accurately, appropriately and actioned within the required timeframe. 7. Maintain the knowledge based required to effectively support/back-up the payroll officer and the accounts receivable role in the absence of the relevant officers or when workload dictates. 8. Continual service is to be provided when this Officer is absent and in-house step by step manuals are prepared and maintained. 9. No breaches of confidentiality or privacy occur. DELEGATIONS Makes decisions within the authority delegated by the Executive Manager – Corporate Services and Finance Manager. RELATIONSHIPS External Internal Public Chief Executive Officer IRD Staff Chief Financial Officer ACC Staff Finance Manager Audit New Zealand All Staff Deloittes (or equivalent internal auditors) Elected Members PERSONAL QUALITIES AND QUALIFICATIONS Experience/Knowledge * Experience with computerised accounts payable systems and all related matters, including best business practices with reconciliations and staff usage. Specific Skills * Skilled in the use of Microsoft Word and Excel Familiar with tax related legislation in so far as they relate to administration of payables – GST, FBT and Withholding Tax. Personal Qualities * Assertive, but tactful Good communicator Organised and tidy Punctual CORPORATE VALUES PROPOSITION

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