Position Overview
The Finance Assistant directly reports to the Accountant and is accountable to the Finance Manager. Working closely with the Financial Services team members, the Finance Assistant provides administrative and financial support to ensure efficient, accurate and timely processing of financial transactions across the Work Group at Puntukurnu Aboriginal Medical Service. The role contributes to maintaining compliance with organisational policies, funding requirements, and relevant legislation.
Position Responsibilities
A. Accounts Payable
• Ensure timely and accurate data entry of financial transactions with a special focus on recording of invoices and other accounts payable ensuring correct coding, approvals and supporting documents
• Matching and processing Purchase Orders to Suppliers’ invoices ensuring accuracy;
• Following up with relevant PAMS staff as to whether the goods / services have been received;
• Assist with maintenance and audit of all PAMS purchase orders in Zahara to ensure current record of purchasing goods and services, as and when directed;
• Maintain financial registers in accordance with relevant legislative audit requirements and organisational policies and procedures;
• Maintaining and managing the PAMS internal payments registers;
• Maintaining the PAMS Accounts email addresses;
Prepare weekly and adhoc supplier payment runs including summary for the reviewers and authorisers and in accordance with current finance procedures;
• Recording and processing of employee reimbursement and travel allowances;
B. Financial Administration
• Assist with bank feeds and debit card reconciliations
• Assist with month end process such as payables reconciliation review
• Contribute to the development and improvement of financial systems and processes; Maintain a highly organised digital filing system to ensure all documents are filed and stored appropriately including the faxing, scanning and filing of documents;
• Assist in the monitoring of financial compliance and undertake any other general administrative functions; and
• Any other duties as directed.
C. Compliance and Governance
• Ensure financial records meet audit, funding, and legislative requirements.
• Follow internal controls, PAMS policies and procedures and maintain confidentiality at all times.
• Assist with internal and external audits as needed.
General Responsibilities
1. Demonstrate a strong commitment to uphold and contribute to the organisation’s mission, objectives and values.
2. Comply with all organisational policies and procedures.
3. Support and promote teamwork through open communication, collaboration and contribute to a positive workplace culture.
4. Attend and participate in professional development activities including workshops and training as required.
5. Actively participate in continual quality improvement and the organisation’s quality management system.
6. Comply with all applicable legislation including duty of care laws, professional standards, anti-discrimination, bullying and sexual harassment legislation
7. Attend and participate in Employee Development Days.
8. Participate and comply with all Work Health & Safety responsibilities as per the Work Health and Safety Act 2020 (WA).
9. Identify and assist to reduce Work Health & Safety hazards and risks.
10. Follow the reasonable direction of Work Health & Safety representatives.
SELECTION CRITERIA
ESSENTIAL:
• Possess well developed administrative skills, including strong attention to detail, accuracy and time
management skills;
• Demonstrated well-developed written and verbal communication skills;
• Understanding of basic accounting principles;
• Proficiency in accounting software (e.g MYOB) including use of business technology and desktop
applications such as Microsoft office packages;
• The ability to maintain a high level of professionalism and confidentiality;
• Ability to work with minimal supervision and to work to deadlines; and
• Demonstrated ability to communicate effectively and sensitively with Aboriginal and Torres Strait
Islander peoples.
DESIRABLE:
• The person identifies as Aboriginal and/or Torres Strait Islander and is acknowledged as such by their community;
• Possession of/Working towards tertiary qualification in Finance or a related field;
• Experience in finance, business or a related field.
