Accounts Payable ES 1-2

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Lyndale Secondary College Dandenong http://lyndale.vic.edu.au
The Accounts Payable position exists to enable efficient and effective daily operations of the College through timely and accurate payment of College accounts and the accurate recording/registering/up keeping of the College’s assets register in line with DET policies and guidelines.  Support extends to the school, its community and all visitors.  A high level of customer service will be delivered in a timely manner and confidentiality will be adhered to at all times. 

This position works under the direction of the Office Manager, Business Manager and Principal Class team.

THE DUTIES OF AN ACCOUNTS PAYABLE OFFICER MAY INCLUDE, BUT ARE NOT LIMITED TO A MIX OF ANY OF THE FOLLOWING TASKS:

Responsibilities:

Administer the Accounts Payable function within the College through CASES21 as per DET guidelines:

  • entering orders and invoices
  • payments including the uploading of the Direct Credit file in the banking software
  • ensure that all purchases are accompanied by a purchase order 
  • Maintain accountable documents register per DET guidelines (such as receipt books, cheques books).
  • Prepare Profit and Loss statements for all Trading Activities, Camps & Excursions and Fundraising activities.
  • Check student camps/excursion attendance enter credit notes and arrange for parent refund as required.
  • Banking (arrange for money to be collected from the college and banked).
  • Daily receipting of cash/EFTPOS payments on to CASES21 and Compass as received at reception.  Ensure that all money is receipted correctly and balances at the end of each day (Compass and CASES21).
  • Maintain accurate records of payments and permissions for excursions on CASES21 and Compass.
  • Proficiently use all aspects CASES21accounts receivable, including family receipts and payments, together with a working knowledge of sundry debtor and creditor functions on CASES21 and Compass.
  • Produce, interpret and analyse financial reports, including family transaction history and matching transaction reports.
  • Send family statements according to DET policy.
  • Answer parent queries and arrange payment plans.  Please note this includes CSEF.
  • Asset and Resource Management including adding and updating assets on the C21 Asset Register.
  • Perform quarterly check/update of College assets (during term holidays) and table report at Finance meeting at the beginning of each term.
  • Archiving of College documents.
  • Communicate effectively with all members of the school community and be able to provide a high standard of client service functions.
  • Provide a professional and welcoming environment to parents, students, staff and visitors to the college
  • Ensure that all queries are dealt with in a professional and confidential manner.
  • Back up other roles including but not limited to Student Attendance, First Aid, Accounts Receivable and Reception.
  • Other duties as required.
Professional Development

It is expected that the position holder will show a commitment to ongoing professional development.

The list above sets out the major duties and other tasks associated with the stated purpose of the job. Other duties of a similar nature and/or level undertaken within the College are not excluded simply because they are not listed. The duties could vary from time to time resulting from new legislation, change in technology or policy changes and in this case appropriate training may be given to enable you to undertake this new/varied role.

Responsibilities

  • Maintain the schools financial records. 
  • Prepare financial documentation and data for budget preparation. 
  • Reconcile school spending against the school's budget. 
  • Ensure all relevant financial reports are checked and any discrepancy is investigated and reported to senior management. 
  • Attend sub-committees, when required, and prepare financial reports. 
  • Provide advice to program coordinators and teaching staff on spending against the budget.

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