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DARWIN SKILLS DEVELOPMENT SCHEME POSITION DESCRIPTION Position Title:

Position Reports to:

Bookkeeper
Executive Officer/DSDS Manager Internal: Remote Services Manager, Program Coordinators, Placement and Training Officers, Work Trainers, Quality Officer, other Reception/Administration Officers. Program Participants, Employers, DEEWR, suppliers of goods and services, consultants, trade debtors and creditors, banking and financial institutions and financial auditors Competent in the use of computers and a range of software including MYOB and Microsoft office, a high level of oral and written communication skills, ability to work unsupervised and within a team environments police check, ochre card, current drivers licence. Formal qualifications in Business Administration. Previous experience in working with people with disability.

Key Relationships: External:

Essential: Position Requirements

Desirable: Primary Purpose of the Role:

Provide high quality reception services to all customers, clients and members of the public contacting DSDS in person or by telephone or other communication media. To ensure that all administrative functions are carried out efficiently, effectively, and within required time frames.

Provide a quality reception service to all people contacting DSDS

Key Objective:

To ensure that all enquiries are managed appropriately and efficiently

Answer telephone calls and direct to relevant staff members or take messages if unavailable Answer telephone queries relating to program eligibility and service capacity Greet all people presenting at the front office and refer them to the appropriate staff member for assistance. Ensure that all people contacting reception are treated with respect and dignity. Maintain participant confidentiality at all times Ensure that everyone who presents at reception signs the visitors book Keep the reception area tidy and remove out of date information (notices, flyers, brochures etc).

Provide administrative and clerical support to all DSDS programs

Key Objective: To assist all DSDS programs to complete administrative/clerical tasks within the timeframes required by DSDS, DEEWR and other stakeholders. Operate a range of office equipment including computers, printers, fax machine, photocopier, laminating machine and book binder. Maintain filing for all programs as required. Archive inactive participant files and other program files as required and maintain an archive register so that files can be easily located if required. Enter the DES weekly support hours into the Support Hours Spreadsheet and prepare monthly reports for management.
Issue Date: 07/10/2013 Page 1 of 3

Darwin Skills Development Scheme

DARWIN SKILLS DEVELOPMENT SCHEME

Position Title:
Provide administrative and clerical support to all DSDS programs (cont) Responsible for maintaining accounting systems in accordance with organisational procedures.

Bookkeeper
Monitor DES job placements and prepare Employment Confirmation forms for PTOs to action as workers achieve 10 day, 13 week and 26 week employment milestones. As signed Employment Confirmation forms are returned, process the relevant claims for payment on ESS. Prepare Education Confirmation forms for PTOs to action and process claims when signed forms are returned. Maintain the DES Claims Register and prepare monthly reports for management. Maintain the DES Employment Outcomes Spreadsheet and provide monthly reports to management. Ensure that backups for all IT systems are completed fortnightly (more regularly during the wet season. Monitor and distribute incoming faxes to the intended recipients. Monitor and distribute emails received via the DSDS reception and information email addresses Make up registration packs and personal files for new DES participants. Make up Employer Information packs for distribution to new and potential employers Assist people in crisis seeking Emergency Relief Funding Ensure that mail is posted and collected each day. Order goods and services form approved suppliers as required. As requested, accurately receipt petty cash transactions and conduct banking associated with petty cash. Provide administration support to Program Coordinators, DES staff and DSDS management as requested. Assist in preparing for staff and/or client functions.

Key Objective: To ensure that the organisations accounting systems are maintained Process and manage accounts payable and accounts receivable using MYOB Process payment of staff salaries and wages Process all necessary documentation required for payroll including staff files, superannuation, taxation etc. Prepare payroll reports for the Executive Officer/Manager each fortnight Process DES claims for Wage Subsidies and Ongoing Support on ESS Prepare monthly BAS statements and process payments to the ATO Process and reconcile Emergency Relief payments Prepare financial reports and submit to Executive Officer/Manager on a monthly basis or as required. General filing of paid/unpaid invoices, accounts payable and accounts receivable. Responsible for petty cash including fortnightly processing and reconciliation of claims, ensure adequate cash is available in the petty cash system at all times, and ensure that safety and quality assurance procedures are followed when handling monies. Other duties as directed.

Darwin Skills Development Scheme

Issue Date:

07/10/2013

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DARWIN SKILLS DEVELOPMENT SCHEME

Position Title:
Professional Development

Bookkeeper
Key Objective: To ensure that administrative and accounting skills and knowledge are kept up to date. Attend relevant training courses, seminars, workshops etc to maintain and upgrade skills and knowledge of accounting processes and procedures, taxation, changes to legislation that may affect the organisations administrative and financial procedures and processes.

Compliance with Legislative, contractual, quality assurance and DSDS workplace standards

Key Objective: To achieve compliance in all areas and ensure that actions do not bring DSDS, DEEWR, or the DES program into disrepute. Comply with all relevant legislation, eg Taxation, Anti Discrimination, WHS, Privacy laws, Disability Service Standards, Industrial Relations legislation etc. Comply with the DEEWR Code of Practice, Service Guarantee and Funding Deed. Comply with DSDS policies, procedures and code of conduct.

Key Performance Indicators Maintain a high level of financial records Provide monthly financial reports to management Maintain high standard of record keeping Provide effective and efficient financial services to DSDS & its programs

Please Note: This position description is subject to review and may change in accordance with DSDS organisational priorities and DEEWR contract requirements. This position description should be read in conjunction with the DEEWR Funding Deed and DES Program Guidelines, and DSDS policies and procedures

I have received a copy of this position description and the contents have been discussed with me. Employee Signature: ____________________________ Employee Name: ____________________________ Date _____________

Manager Signature: ____________________________ Manager Name: _____________________________

Date: _____________

Darwin Skills Development Scheme

Issue Date:

07/10/2013

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