6 Sources of Leadership Power

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Job Description – Accounting Officer
Job Details
Title
Department
Reporting to

Accounting Officer
Finance
Management Accountant

Direct Reports
Authorities
Last updated

Nil
Refer Delegations
April 2012

Job Purpose
The Accounting Officer is accountable to the Management Accountant and is responsible for ensuring that all development contribution and sundry debtors are invoiced, and that these debts are collected when due. The position is also responsible for all aspects of payroll for staff and elected members.

These services include:
Control of debtors sub ledger
Debtor invoicing and reconciliations
Debt collection

Fortnightly and monthly payroll processing
General ledger reconciliations
Assistance with general accounting

My Team
CEO

Deputy CEO / General
Manager Finance

Accounting
Manager

Management
Accountant

Accounting Officer

Finance
Administrator –
Accounts Payable

Key relationships
External
 Debtors
 Lakes Environmental
 Payroll Software Provider
 Inland Revenue
 Trails and Youth Trusts
 Auditors

Internal
 Chief Executive Officer
 Deputy CEO / Finance Manager
 Accounting Manager
 Management Accountant
 Activity managers
 Staff

Key accountabilities
Responsibility/objective
Payroll Administration:
Coordination and Management
of payroll function

Maintain the Council’s Debtors
system.

Outcome
 Liaison with staff and councillors on all payroll matters.  Collation, input, checking and processing of fortnightly payroll data, including expense claims and other one-off
transactions.
 Processing of monthly Councillor payroll.
 Processing and administration of IRD and other payroll
deductions.
 Distribution of payslips and various payroll reports.
 Administration and reconciliation of Annual and Sick leave entitlements.
 Input of payroll journals to the general ledger.
 Reconciliation of all payroll related general ledger
accounts to the payroll.
 Completion of quarterly and annual statistical payroll
returns by requested deadlines.
 Maintain confidentiality of all payroll information.










Debt Recovery





Ensure Control accounts are in balance at all times.
Generate invoices and credit notes as required/requested
(this includes Development Contributions, Lakes
Environmental, Private Plan Change charges, Section
Clearance & other Sundry debtors).
Ensure debtor receipts are allocated correctly.
Distribute monthly statements.
Reconcile the debtors’ and parking ledgers monthly to
ensure they are accurate and fully updated.
Perform month end roll over within 5 working days of the
end of the month.
Compile monthly aged debtor’s reports and other
detailed debtor reports.
Prepare Debtor reports for FACC committee by agenda
deadlines.
Debt reminder letters sent out on a regular basis, and
email and phone contact when necessary.
Liaise with relevant council personnel to assist with
collection of outstanding debt.
Ensure all correspondence logged in Debt Management




system.
Negotiate payment programmes where appropriate and
monitor for performance and ensure up to date.
All queries are responded to within 7 days of receipt.

Training of all managers and
staff on the use of the invoicing
system



Ensure that all staff are adequately trained with a high
skill level and understanding of the QLDC invoicing
system.

Ensure that all processing is
performed in a timely and
accurate manner





Checking all input for accuracy before processing.
Input of data including invoices & credit notes is timely.
Ensure back charging required is performed on a regular
monthly basis.
Ensure all credit notes are property authorised.
Invoices for Development Contributions and Resource
Contributions are issued on time.




General Accounting






Processing journals and general ledger maintenance as
necessary, accurately...
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