Accounts Payable / Receivable - Administrative Officer

Accounts Payable / Receivable - Administrative OfficerJob posted: 05/12/2024
Location: Melbourne | Northern Metropolitan
Job type: Part time / From 28/01/2025 - 19/12/2025
Organisation: Schools (Government)
Salary: Salary not specified
Occupation: Finance
Reference: 1457360
Selection CriteriaKSC 1 - Demonstrated ability to operate Department of Education software systems, including CASES21 Finance, Assets and Admin modules including accounts receivable and payable, and student and staff records, AIMS (Asset Information Management System), Compass system and Compass financial modules.
KSC 2 - Demonstrated initiative and organisational skills including the ability to maintain office systems to ensure the continued smooth operation of the school, determine priorities and meet deadlines.
KSC 3 - Excellent interpersonal skills and communication skills, particularly the ability to relate to a wide range of people in a school environment and school leadership, and the ability to maintain confidentiality.
KSC 4 - Demonstrated ability to work independently, flexibly, and constructively in a team, within a busy environment to ensure continuous and efficient operation and work proactively to enhance work systems and practices.
KSC 5 - A commitment to professional learning and growth for both self and others within the team.
RoleAttendance requirement for this position is on an Ad Hoc basis as required and negotiable.
Range 3 is distinguished by the introduction of management responsibility and accountability for the delivery of professional support services. The role will usually impact beyond the work area or professional field. It seeks to gain cooperation of other staff members or members of the school community to achieve specific objectives, such as in school administration, operations or educational programs.
Direction on targets and goals is provided but the position will have some degree of latitude in determining how they are achieved. This latitude will generally be limited by standard procedures and school policy. Deviation from standard procedures and school policy will require guidance and direction from senior management.
This is the minimum range for positions that carry a mandatory qualification requirement of not less than four years. Professional student support positions become a feature at range 3 (e.g. therapists, psychologists) where standard professional services are delivered. Professional support and guidance will be close at hand and deviation from standard procedures and school policy will require guidance and direction from senior management.
An education support class position supports the educational services being provided to students, but must not include duties of teaching as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students cannot be required except where it is an integral part of the employee's position or involves supervision of students individually or in small groups, in controlled circumstances, where the responsibility for students remains clearly with a teacher.
ResponsibilitiesRole Description To work with the guidance of the Principal, Assistant Principal and Business Manager to deliver administrative services to Fitzroy High School, 7 – 10 Campus and Wurun Senior Campus. Liaise closely with the Principal, Assistant Principal, Wurun Campus Principal and the Business Manager accounts payable functions and accounts receivable functions ensuring they comply with regulatory and legislative requirements and department policies and procedures.
Responsibilities Willing to have training in the finance area of CASES21: Accounts Payable/Receivable.Responsible for Fitzroy High School, 7 – 10 campus and Wurun Senior Campus payment methods, invoice payments, liaising with external stakeholders in relation to invoices.Processing AIMS invoices through CASES21.Responsible for the entry and coordination of the requisitioning and purchase orders and issuing procedures in the office.Responsible for School Westpac corporate credit cards reconciliation each month.Responsible for Bank Reconciliation each month.Responsible for End of Month procedures as set out by Department of Education.Provide support to school's administrative staff including receipting and purchase order queries.Manage parent payments via Compass, including establishing payment plans, processing credit notes/refunds, and issuing refunds in CASES21.Assist parents, staff, and students with payment-related inquiries.Ensure all relevant financial reports are checked and any discrepancy is investigated and reported to the Business Manager.All receipt methods of accounts receivable and reconciled to Compass Billing Management.Prepare financial reports, including Reconciliation/Profit and Loss Statements for excursions and fundraising activities.In conjunction with the Business Manager, checking all compass events that incur costs to the school and ensuring amounts and methods are correct.Provide support to staff with procurement, receipting and purchase order queries.Provide advice to program leaders and teaching staff on spending against the budget.Responsible for the recording of CSEF applications, allocating funds and the distribution of the balance of CSEF funds to other schools on the exit of students.Ability to develop positive working relationships with Internal and External stakeholders.Ability to take initiative and understand the importance of Accountability requirements.As required work on reception, answering phones, receiving and responding to parent, student and visitor enquiries and other duties as required.Other duties as directed by the Principal/Assistant Principal or the Business Manager.
Who May ApplyIndividuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.
EEO AND OHS CommitmentApplicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school.
The Department of Education is committed to the principles of equal opportunity, diversity and inclusion for all. We value diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the Department. The Department recognises that the provision of family friendly, supportive, safe and harassment-free workplaces is essential to high performance and promotes flexible work, diversity and safety across all schools and Department workplaces.
Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islanders from the Koorie Outcomes Division (KOD) via ******.
Child Safe StandardsVictorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including child safe standards.
Location ProfileFitzroy High School is a vibrant, progressive, medium-sized government secondary school, located in the inner city suburb of Fitzroy North. The school delivers a year 7-12 curriculum to over 500 Students. As well as students from Collingwood College enrolled in our shared senior Campus for years 11 and 12.
The school is surrounded by residential housing, local shopping precincts and extensive parklands. It primarily serves students from the local area and nearby suburbs. Many students ride their bikes and walk to school. There are extensive public transport networks close to the school that provide easy access for the school community and for excursions.
Other InformationAdvice to Applicants Prospective applicants are invited to refer to the school website for general information regarding Fitzroy High School www.fitzroyhs.vic.edu.au. We welcome you contacting the school to discuss this position.
Applicants are free to structure applications in any manner they choose, but must ensure that the following are included:
A specific response to all of the Key Selection Criteria and position details. It is suggested that applicants limit their responses to no more than 1 to 1 1/2 pages (size 11) per criterion.A Cover Letter providing contact information including home address, email and phone number as well as the phone number of the work address at which the applicant can be contacted.A CV with a summary of experience and qualifications.The names, email addresses and contact details of three referees who can provide information regarding the applicant in relation to the Key Selection Criteria.Please note: The selection panel may contact referees other than those listed.

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