Debtors Officer

How does this Position contribute to our Community?
The Debtors Officer contributes to the local community by ensuring the effective management of council finances through accurate invoicing and debt collection. By maintaining clear and timely financial processes, this position supports the council's ability to fund essential community services such as infrastructure, public programs, and community facilities.
What does this Position do?
The Debtors Officer is responsible for the reconciliation of all debtor invoicing and related financial activities. This includes ensuring timely and accurate invoicing, reconciliation of rental and service charges, as well as the oversight of debt collection processes in collaboration with the Financial Accountant. The position also involves assisting with grant reconciliations, stock audits, and acting in the position of Senior Rates Officer when required.
Key Objectives

Reconcile, calculate, and issue debtor invoices in a timely manner.
Handle the reconciliation of rental invoices, including service charges, ensuring accuracy in invoicing for council properties.
Manage specific reconciliations for Kirton Court Units and Veolia.
Perform bank reconciliations and process transactions as needed.
Conduct monthly credit card reconciliations, reviews, and audits to ensure compliance with council procedures.
Support the Financial Accountant in debt collection processes, including communication with debtors and implementing recovery strategies.
Complete monthly reconciliations for debtors, ensuring accurate reporting and tracking of outstanding payments.
Reconcile grant-related invoices and ensure proper documentation and timely reporting.
Perform regular stock audits and stock takes to ensure accuracy of inventory records.
Act in the position of Senior Rates Officer as required, supporting rating functions and ensuring continuity of operations during absences.

Health and Safety Responsibilities

Reporting of incidents, near misses, injuries, property damage, and identified hazards.
Taking reasonable care to protect their own safety and the health and safety of others.
Following reasonable instruction on health and safety and injury management.
Actively participating in training and WHS programs as required.

Any other responsibilities in line with the position as assigned by the Manager and/or Port Lincoln City Council.
Essential Qualifications, Experience, Knowledge & Skills

Demonstrated experience in debtors' management or a similar financial role.
Experience with financial software and systems, particularly for invoicing and reconciliations.
Strong proficiency in financial reconciliation processes and reporting.
Ability to exercise personal judgement where a choice between two or more options is present.
Proven ability to exercise discretion in the application of established practices and procedures.
Experience with bank and credit card reconciliation, debt collection, and invoicing.
High level of attention to detail and accuracy in financial management.
Strong organizational and time-management skills, with the ability to meet deadlines.
Ability to communicate effectively particularly in the resolution of minor matters related to debtor queries and disputes.

Highly regarded but not essential Qualifications, Experience, Knowledge & Skills

Bachelor of Accounting, Business, Commerce, or related field.
Familiarity with grant reconciliation and rental invoicing.
Experience with MAGIQ financial systems and a track record of providing training and support.

Key performance indicators
Timeliness of Debtor Invoicing: Issue all debtor invoices within 5 business days of service delivery or month-end, ensuring minimal delays in revenue collection.
Debt Collection Efficiency: Achieve a debt recovery rate of 90% within the designated collection period, with outstanding debts escalated promptly to the Financial Accountant.
Accuracy of Reconciliations: Complete 100% of monthly reconciliations for debtors, bank accounts, and credit cards with zero discrepancies identified in audits.

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