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Job Description Job Title: Financial Accountant Group: Financial Services Team: Finance Responsible To: Senior Financial Accountant Responsible For: N/A Position Purpose: This job exists to: To improve the effectiveness of the organisation in achieving its goals in the areas of strategic financial management and risk management. Detailed Job Responsibilities : Date: To maintain and extend the Property, Plant & Equipment registers To effectively manage Council’s risk in relation to insurance. To process insurance claims and maintain and update the insurance schedules To act as a stand-in for the Assistant Accountant and Accounts Payable Officer To assist the Senior Financial Accountant in preparing annual and quarterly reports To assist the Senior Financial Accountant in processing data for inclusion in the Long Term Plan. To carry out projects when and as required by the Senior Financial Accountant. April 2014 Organisational Values Excellence: Professionalism: People First: Trust: Exceed expectations / Follow-up / Continuous improvement. Polished appearance / Knowledgeable / Respect others / Represent TDC positively Acknowledgement of achievements / Empathise / Listen Meeting commitments / Honest and direct / Supportive and loyal Key Relationships External Audit Department Council supported organisations Other Local Authorities Other Government Departments General Public Internal Mayor and Councillors Chief Financial Officer Senior Financial Accountant Finance Team Tararua District Council Staff Key Result Areas The position of Financial Accountant encompasses the following major functions or Key Result Areas: Infrastructure, Operational and Intangible Assets Finance Insurance Projects Reporting and Planning Service delivery Organisational Responsibilities The requirements in the above Key Result Areas are broadly identified below: Jobholder is responsible for 1. Jobholder is successful when Infrastructure, Operational and Intangible Assets Maintaining and updating the Asset Registers for operational assets, intangible assets, and investment properties. An Up-to-date register is in place and correct depreciation values applied. No adverse audit comments on Fixed Assets records are received. Reconciling of operational and intangible assets from the asset registers to the general ledger. The asset register reconciles to the general ledger each month. Depreciation is processed monthly for both operational, and infrastructure assets. The correct asset values are recorded in the Annual Report and the disclosure(s) comply with the relevant Accounting Standards. Liaising with external valuation service provider(s) and providing them with required asset information. (three yearly for buildings, annually for all other valued assets) Job Description: Financial Accountant April 2014 Page 2 Jobholder is responsible for Fixed asset disclosures in the Annual Report are updated accurately and reconcile to the General Ledger and Asset Management Systems. Identifying and solving problems with infrastructure, operational and intangible assets. Liaison with and provide support to asset staff for capture of asset information and asset management plans. Support asset staff with capitalising infrastructure assets and process the correct general ledger journals. 2. Jobholder is successful when Issues are proactively identified and promptly resolved Finance Carrying out the electronic banking in the absence of the Assistant Accountant. Completing monthly reconciliations of suspense and control general ledger accounts. The Bank reconciliations are completed on a monthly basis. Completing monthly reconciliations of suspense and control general ledger accounts. The suspense accounts are fully reconciled on a monthly basis. Completing GST and FBT returns with the Senior Financial Accountant’s support when required. GST and FBT returns are accurately prepared and filed by due date. Setting up and calculating standing journals for allocation of Engineering Services admin fees and infrastructure and building depreciation. Standing journals are accurately set up to enable the Activities and Service Performance Statements to be prepared accurately on a monthly basis. Assisting the Senior Financial Accountant in the preparation of monthly managers’ reports including the Activities and Service Performance Statements. Monthly reports are prepared on a timely basis. Timely assistance is provided. Preparing the capital expenditure reports and statements. Job Description: Financial Accountant April 2014 Page 3 Jobholder is responsible for Jobholder is successful when 3. Insurance Ensure that the insurance schedule is complete and the value insured for is correct. Insurance claims are completed correctly and timely Ensuring all insurance claims are communicated to the Council’s insurance broker with the necessary claim forms. The annual insurance renewal schedules and forms are updated and returned to the insurance broker in a timely manner Preparing and updating the annual insurance schedules and forms within the required timeframe with updated insurance values. Council’s assets are insured for the correct values 4. Projects Undertaking projects as and when needed. Accurately scope, investigate and report on special projects, as agreed with the Senior Financial Accountant. Contribute to assigned project teams as required. Research and report on relevant projects having ensured the correct information was accurate and useful to the stakeholders. Communicate to appropriate stakeholders on projects. Effective contribution to assigned project teams both in the provision of specialist financial advice and as an integral member of the team ensuring that the project goals and targets were achieved. Projects are completed in the agreed timeframes to an agreed and acceptable standard. Analysing any findings or results and presenting to managers/stakeholders, identifying any areas of concern and recommending potential solutions. 5. Reporting and Planning Assisting with the preparation of Council’s 10 Year Plan, Financial Strategies and Annual Reports. This involves a full set of statements on periods 3, 6, 9 & 12. Well researched, up to date, relevant and accurate information is supplied, complying with relevant legislation. Assist the finance team in the preparation of the annual report. Quarterly, six monthly and annual reports are prepared accurately and timely for reporting and audit. Assist the finance team in preparing Annual Plans and Long Term Plans (LTP). Timely assistance is provided Job Description: Financial Accountant April 2014 Page 4 Jobholder is responsible for Jobholder is successful when New reports are designed when new operations are introduced. The reports are designed and presented in an accurate, timely way that meets the needs of the end user. Developing external reporting systems for new operations. External systems and reports have been developed and comply with IRD, relevant accounting standards and legislation. Other duties as and when required. Internal controls are developed and put in place. All internal controls meet external auditors’ standards. All invoices have been checked accurately Invoices are paid in a timely manner when the Accounts Payable Officer is absent. 6. Accounts Payable Checking off all invoices processed by the Accounts Payable officer, ensuring that invoices have been appropriately authorised, and agree to the Accounts Payable remittance extract. Processing accounts payable invoices when the Accounts Payable Officer is absent. 7. Service delivery Liaise with the Senior Financial Accountant to smooth and share workloads. Smooth delivery of service to internal and external clients is maintained. Enquiries from internal and external customers are accurately completed within the agreed timeframes. Internal and external customers are accurately identified. Enquires or requests are acknowledged within three working days. A customer-focused culture is encouraged and actively fostered. High level of service is provided to both internal and external customers. Customer service (relationship management) standards are set and maintained within area. Effective working relationships are developed and sustained which maximise outputs and ensure that excellent customer service (internal and external) is provided at all times. Contribute to a customer focused culture with the intention of providing a high level of service to all customers. Job Description: Financial Accountant April 2014 Page 5 Jobholder is responsible for Jobholder is successful when 8. Organisational Responsibilities Demonstrating a proactive commitment to Council’s Values and Behaviours Positive behaviour is demonstrated. Attending training as required maintaining the necessary skills to fulfil the requirements of the position. Council responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes. Undertaking Performance Development tasks/responsibilities in terms of Council’s system. Ensuring all Council documents are filed in Council’s information management systems, eg TRIM and Central Filing. Maintaining confidentiality in respect of Council records and information. Demonstrating a proactive commitment to a safe working environment to meet the requirements as set under the Health and Safety in Employment Act 1992. Participating in and undertaking emergency management duties as required. Participating and contributing to Council projects and inter-departmental initiatives as requested/agreed. Contribution to projects and Council initiatives: Maintaining Council property and equipment and ensuring knowledge of correct use of equipment is up to date. Fulfilling administration – reporting requirements (eg timesheets, vouchers, reporting). - is effective and valued - is approached in a positive and helpful manner/attitude. Administration requirements are completed timely and accurately as specified. Note The above performance standards are provided as a guide only. The precise performance measures for this position will need further discussion between the jobholder and manager as part of the performance development process. Job Description: Financial Accountant April 2014 Page 6 Person Specification This section is designed to capture the expertise required for the role at the 100% fully effective level. This may be a combination of knowledge / experience, qualifications or equivalent level of learning through experience or key skills, attributes or job specific competencies. Knowledge / Experience / Qualifications Essential Desirable (indicate years of experience required as appropriate) Effective communication and time management skills Project management skills Tertiary qualification majoring in Accounting/ Finance, eg NZQA Diploma (Level 5) or Degree Resourceful and able to work unsupervised Member of NZICA - Accounting Technician Advanced knowledge of Accounting/Financial Systems Advanced knowledge of MS Office Advanced computer literacy Thorough knowledge of application of Accounting practice and financial systems. Personal Attributes Positive attitude and ability to work as part of a team Committed to meeting deadlines Has an eye for detail Logical and analytical thinker Willingness to learn and be challenged Innovative Job Description: Financial Accountant April 2014 Page 7 Change to job description From time to time, it may be necessary to consider changes in the job description in response to the changing nature of our work environment– including technological requirements or statutory changes. This Job Description may be reviewed as part of the preparation for performance planning for the annual performance cycle or as required. Employee Name Date Financial Accountant Approved: Cameron McKay Senior Financial Accountant Job Description: Financial Accountant April 2014 Date Page 8 Position: Financial Accountant Description of the District The Tararua District Council spans an area from Mt Bruce in the south to Norsewood in the north and from the Tararua and Ruahine Ranges to the Pacific coast. The population of the district is just under 18,000. The Council has an annual turnover of over $30 million and assets of $667 million. The advantages of living in the Tararua district are: Excellent environment for a rural lifestyle Very good primary and secondary schools. Excellent medical services. Reasonable travelling distance to larger centres. Conditions of Appointment Hours of Work Forty per week, Monday to Friday. Salary Based on qualifications and relevant experience. Appointment Conditions The appointment will be made in accordance with the terms of this Schedule, the April 2014 Job Description and Council employment documents. Acceptance of this position will be deemed to imply acceptance of the various regulations contained therein. The appointment is subject to four week’s notice in writing by either party. In the event of the appointee being guilty of serious misconduct or being unable to execute the duties of the position, the Chief Executive may terminate the appointment forthwith. Confidentiality The appointee must not disclose to any unauthorised person confidential Council information. Use must not be made of any information, process, papers or documents at any time to which the employee has had access during the period of employment or at any time thereafter, except on behalf of Council. Details to be supplied by the Applicant A letter of application, curriculum vitae and application for vacancy form, plus any other relevant information. Closing Date Applications close with the Human Resource Advisor Tararua District Council P O Box 115 Dannevirke 4942 on Monday 5 May 2014 Conditions of Appointment: Financial Accountant April 2014 Page 1 Application for Vacancy Please complete all sections of this form, answering all questions. Position Applied For: The form must be signed and dated. Closing Date: Financial Accountant Monday 5 May 2014 Section One: Personal Details Family name: First name(s) Known as: Address: Postcode: Telephone: Private ( ) Mobile: Business* ( ) Email address: * I may be contacted at work Yes No Please note if you have provided an email address this will be used to acknowledge receipt of your application. Are you a New Zealand citizen? Yes If not, do you have: permanent resident status? Yes a current work permit? Yes ** ** expiry date / No No No / How did you find out about this vacancy, ie which newspaper, website etc. Applicants are asked to submit an application for vacancy form, a letter of application and a curriculum vitae. The CV should be in A4 format on white or pale coloured paper and be stapled, not bound (as it will be photocopied). Your CV should provide evidence of the knowledge skills and ability you have for the position in terms of the job description/advertisement. Your CV and its attachments will be returned unless you request otherwise. Section Two : General Yes No Yes No Yes No Have you had an injury or illness that may affect your ability to perform Yes the duties of this position? No No Do you have a current New Zealand Driver Licence? Class(es): Any endorsements? Please specify Have you ever been convicted of any offence against the law? [not concealed under the Criminal Records (Clean Slate) Act 2004] Are you waiting the hearing of charges in a civil or criminal court of law? If yes to either of the above please specify. If yes, please explain: Have you made any claims against ACC in the last five years? Yes If yes, please give details: What is the earliest date you could be available to start work? / / Please note that if you give any incorrect or misleading information or have omitted any important information during the appointment process, you may be disqualified from consideration, or, if appointed, be liable for dismissal. I certify the information provided is correct and no relevant material/information has been omitted. I give permission for the referees in my CV to be contacted. I understand that the Tararua District Council may require verification of my academic record. I consent to the Council seeking verbal or written verification on a confidential basis of my academic record as described in the CV I have provided. I authorise the release of this information to the Tararua District Council. Signed: Date: / / Your application for this vacancy is appreciated by the Council. Thank you for your interest. This information will only be used for the purposes of processing this application. Application for Vacancy : Financial Accountant April 2014 Page 2 Additional Information for Applicants Curriculum Vitae Your curriculum vitae should contain the following information: Checklist: Education and training, qualifications, courses and conferences attended Full employment history in chronological order Unpaid work history Interests, hobbies Specific skills and abilities Names and addresses and contact telephone numbers of two referees (preferably work related) who may be contacted Any other details you feel will be useful Interviews Applicants selected for an interview and wishing to have whanau or individual support should indicate this at the time interview arrangements are made. Travel expenses of applicants, who reside outside the Tararua district, may be reimbursed by Council. Reimbursement shall be for the equivalent fare of the most reasonable and convenient means of public transport. Equal Employment Opportunities Tararua District Council is committed to the principle of Equal Employment Opportunity (EEO) and welcomes applications from all people suitably qualified for each position. Information about the Tararua District Council can be accessed through the Internet http://www.tararuadc.govt.nz Application for Vacancy : Financial Accountant April 2014 Page 3