Position Title
Position Description
Position Title Classification Division Reports to Date
Senior Finance Coordinator SCHADS Level 5 Crossroads Youth & Family Services Network , State Social Command Victoria Senior Manager , Operations Support January 2017
Primary Purpose of the job
The Senior Finance Coordinator provides critical financial information that supports program planning and contributes to the management of the network’s financial sustainability. This role is responsible for identifying discrepancies and issues in accounting processes and resolving or escalating them to the line manager. The position ensures Salvation Army (TSA) finance policies and procedures are adhered to across the Crossroads Network, providing finance training and support to program based administrative staff. The role is responsible for ensuring accounting principles are applied to support efficient financial management practices.
About (The Network / Program)
The Crossroads Network provides services to the most vulnerable and disadvantaged children and young people, individuals and families in the north and western metropolitan regions of Melbourne. Services provided include: family violence; youth housing, support and development; homelessness support; residential AOD rehabilitation for women; gambler’s help, financial, sexual assault and generalist counselling; asylum seeker and refugee support. The Operations Support team provides effective and efficient administrative and financial support that enables the delivery of services across the Crossroads Network.
About The Salvation Army Southern Territory
The Salvation Army International Mission Statement The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human need in His name without discrimination. The Salvation Army Australia Southern Territory’s Mission and Values Mission: Transforming lives, Caring for people, Making disciples and Reforming society Values: Human Dignity, Justice, Hope, Compassion and Community
Expected Outcomes
Administrative systems New administrative systems are identified, developed and implemented in consultation with the Senior Manager Word processing as requested by the Senior Manager, including preparation of
PD Senior Finance Coordinator January 2017
confidential documents Financial asset registers are maintained and regularly updated
Financial management Assistance is provided to the manager in budget and forecasting processes Assistance is provided to year end process including the review of files as required Monthly financial reports are interpreted and support provided to Program Managers around financial queries Accounting principles and practices are complied with in all financial work Discrepancies and issues in processes are identified and resolved or escalated to the line manager Financial training is provided to Program based admin workers as required Financial and business processes and policies are effectively communicated to all programs within the network TSA policies and procedures are adhered to across Crossroads Network Assistance and facilitation is provided to TSA internal audit process Effective relationships are developed with program staff within the Network and they are assisted to resolve issues in accordance with policy Accounts management Accounts are checked and posted accurately Imprest and petty cash accounts are monitored and reconciled Credit cards are monitored and reconciled Journals ( general ledger) are prepared and posted in a timely way Monitor client payments and receipts, including Centrepay and provide reports to relevant managers Staff reimbursements are monitored Suppliers register are monitored and updated Paperwork received for payment is checked and to comply with required accounting standards and practices Asset management Purchasing and leasing agreements are monitored and reviewed and reports prepared for management Contract management Grants and funding agreements registers are maintained Program invoices are generated according to contract schedules Administration of HEF, TILA and other direct client funding as per funding agreement Contributing to the preparation of financial acquittals prepared by Senior Manager Audit preparation Management is assisted with external audit preparation Continuous quality improvement PD Senior Finance Coordinator January 2017
Page 2 of 4
Accounting and administrative processes are reviewed to ensure optimal efficiency Team is supported in preparation for internal audit
Information Technology Services Liaison with TSA IT department is coordinated to ensure more complex issues are resolved promptly High level IT skills including proficiency in the Microsoft Office suite, specially Word and Excel Ability of develop MS Office templates to enhance work efficiencies and effectiveness Archiving Financial files are archived in line with Crossroads retention and disposal processes and archiving guidelines.
Scope
This position:
Coordinates all accounts, finance administrative processes and operations across the Crossroads Network Has functional leadership in the development and implementation of business operations procedures and systems within the Network
This position supports the Senior Manager to ensure all finance functions across the Network are accurate, efficient and compliant with regulatory standards. It also coordinates the standard financial processes across Crossroads network and liaises with program staff on finance issues. The position has no direct reports.
Qualifications and Experience
Capabilities
Tertiary qualifications in accounting or finance and significant finance experience in the not for profit sector is required. High level IT skills including proficiency in accounting software, excel and document design is required.
Specialist Competencies Finance Management
Administration
IT Skills
Applies knowledge and understanding of accounting principles in the conduct of the role Handles finances and records accurately and in accordance with policy and procedures Produces required reports and analyses Completes accurate records and files Uses technology and software applications effectively in accordance with task requirements Excellent computer skills with financial software, database, word processing and spreadsheet packages.
Personal Attributes Collaborative
PD Senior Finance Coordinator January 2017
Treats others with respect and dignity Encourages and cooperates with others to achieve common goals Page 3 of 4
Outcome focused Innovative Resilient
Self-aware
Service User Focused Ethical
Sets a clear path/goals and manages time to achieve key outcomes Needs minimal direct supervision Finds ways to work better and smarter Is open to change and alternatives Remains calm, focused and flexible when faced with change, crisis and difficulty Maintains appropriate self-care Recognizes impact of own behaviour and emotions on others Presents a personal image and demeanour appropriate to the setting Committed to and acts for well-being of internal and external service users Ensures needs of service users remain key focus Is reliable and trustworthy– shows integrity
Job Competencies Service delivery
Provides service appropriate to needs Confirms satisfaction with service
Resource management
Shows care and respect in use of supplies property and equipment
Interpersonal dynamics & communication
Regulates own behavior Listens actively Speaks with courtesy Conveys information effectively, verbally and in writing Performs own role and responsibilities efficiently Manages time and responsibilities
Time and Task Management Policy & quality compliance
Requirements of the role
Signatures
Understands and complies with relevant legislation and TSA systems, policies and procedures Proven ability to record, maintain and analyse data relevant to service provision.
A national police record check is required A current and valid (Working with Children Check or equivalent)
Employee Name: Signature
Date
Signature
Date
Manager Name:
PD Senior Finance Coordinator January 2017
Page 4 of 4
Position Title Classification Division Reports to Date
Senior Finance Coordinator SCHADS Level 5 Crossroads Youth & Family Services Network , State Social Command Victoria Senior Manager , Operations Support January 2017
Primary Purpose of the job
The Senior Finance Coordinator provides critical financial information that supports program planning and contributes to the management of the network’s financial sustainability. This role is responsible for identifying discrepancies and issues in accounting processes and resolving or escalating them to the line manager. The position ensures Salvation Army (TSA) finance policies and procedures are adhered to across the Crossroads Network, providing finance training and support to program based administrative staff. The role is responsible for ensuring accounting principles are applied to support efficient financial management practices.
About (The Network / Program)
The Crossroads Network provides services to the most vulnerable and disadvantaged children and young people, individuals and families in the north and western metropolitan regions of Melbourne. Services provided include: family violence; youth housing, support and development; homelessness support; residential AOD rehabilitation for women; gambler’s help, financial, sexual assault and generalist counselling; asylum seeker and refugee support. The Operations Support team provides effective and efficient administrative and financial support that enables the delivery of services across the Crossroads Network.
About The Salvation Army Southern Territory
The Salvation Army International Mission Statement The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human need in His name without discrimination. The Salvation Army Australia Southern Territory’s Mission and Values Mission: Transforming lives, Caring for people, Making disciples and Reforming society Values: Human Dignity, Justice, Hope, Compassion and Community
Expected Outcomes
Administrative systems New administrative systems are identified, developed and implemented in consultation with the Senior Manager Word processing as requested by the Senior Manager, including preparation of
PD Senior Finance Coordinator January 2017
confidential documents Financial asset registers are maintained and regularly updated
Financial management Assistance is provided to the manager in budget and forecasting processes Assistance is provided to year end process including the review of files as required Monthly financial reports are interpreted and support provided to Program Managers around financial queries Accounting principles and practices are complied with in all financial work Discrepancies and issues in processes are identified and resolved or escalated to the line manager Financial training is provided to Program based admin workers as required Financial and business processes and policies are effectively communicated to all programs within the network TSA policies and procedures are adhered to across Crossroads Network Assistance and facilitation is provided to TSA internal audit process Effective relationships are developed with program staff within the Network and they are assisted to resolve issues in accordance with policy Accounts management Accounts are checked and posted accurately Imprest and petty cash accounts are monitored and reconciled Credit cards are monitored and reconciled Journals ( general ledger) are prepared and posted in a timely way Monitor client payments and receipts, including Centrepay and provide reports to relevant managers Staff reimbursements are monitored Suppliers register are monitored and updated Paperwork received for payment is checked and to comply with required accounting standards and practices Asset management Purchasing and leasing agreements are monitored and reviewed and reports prepared for management Contract management Grants and funding agreements registers are maintained Program invoices are generated according to contract schedules Administration of HEF, TILA and other direct client funding as per funding agreement Contributing to the preparation of financial acquittals prepared by Senior Manager Audit preparation Management is assisted with external audit preparation Continuous quality improvement PD Senior Finance Coordinator January 2017
Page 2 of 4
Accounting and administrative processes are reviewed to ensure optimal efficiency Team is supported in preparation for internal audit
Information Technology Services Liaison with TSA IT department is coordinated to ensure more complex issues are resolved promptly High level IT skills including proficiency in the Microsoft Office suite, specially Word and Excel Ability of develop MS Office templates to enhance work efficiencies and effectiveness Archiving Financial files are archived in line with Crossroads retention and disposal processes and archiving guidelines.
Scope
This position:
Coordinates all accounts, finance administrative processes and operations across the Crossroads Network Has functional leadership in the development and implementation of business operations procedures and systems within the Network
This position supports the Senior Manager to ensure all finance functions across the Network are accurate, efficient and compliant with regulatory standards. It also coordinates the standard financial processes across Crossroads network and liaises with program staff on finance issues. The position has no direct reports.
Qualifications and Experience
Capabilities
Tertiary qualifications in accounting or finance and significant finance experience in the not for profit sector is required. High level IT skills including proficiency in accounting software, excel and document design is required.
Specialist Competencies Finance Management
Administration
IT Skills
Applies knowledge and understanding of accounting principles in the conduct of the role Handles finances and records accurately and in accordance with policy and procedures Produces required reports and analyses Completes accurate records and files Uses technology and software applications effectively in accordance with task requirements Excellent computer skills with financial software, database, word processing and spreadsheet packages.
Personal Attributes Collaborative
PD Senior Finance Coordinator January 2017
Treats others with respect and dignity Encourages and cooperates with others to achieve common goals Page 3 of 4
Outcome focused Innovative Resilient
Self-aware
Service User Focused Ethical
Sets a clear path/goals and manages time to achieve key outcomes Needs minimal direct supervision Finds ways to work better and smarter Is open to change and alternatives Remains calm, focused and flexible when faced with change, crisis and difficulty Maintains appropriate self-care Recognizes impact of own behaviour and emotions on others Presents a personal image and demeanour appropriate to the setting Committed to and acts for well-being of internal and external service users Ensures needs of service users remain key focus Is reliable and trustworthy– shows integrity
Job Competencies Service delivery
Provides service appropriate to needs Confirms satisfaction with service
Resource management
Shows care and respect in use of supplies property and equipment
Interpersonal dynamics & communication
Regulates own behavior Listens actively Speaks with courtesy Conveys information effectively, verbally and in writing Performs own role and responsibilities efficiently Manages time and responsibilities
Time and Task Management Policy & quality compliance
Requirements of the role
Signatures
Understands and complies with relevant legislation and TSA systems, policies and procedures Proven ability to record, maintain and analyse data relevant to service provision.
A national police record check is required A current and valid (Working with Children Check or equivalent)
Employee Name: Signature
Date
Signature
Date
Manager Name:
PD Senior Finance Coordinator January 2017
Page 4 of 4
