Contracts Administration Officer

1 week ago

Ballarat, Victoria, Australia Central Highlands Water Full time

Contracts Administration Officer

Classification Level, Central Highlands Water Enterprise Agreement

Team, unit Mechanical & Electrical Maintenance

Division Capital Delivery & Networks

Work location Learmonth Road, Ballarat

Employment type Up to Full-time Hours, Permanent

Position reports to Team Leader - Mechanical & Electrical Maintenance & Delivery

Direct reports Nil

Our Values

Our vision:
_Our Water - Our Customers - Healthy Living _

Our mission:
_Together, we provide quality water and wastewater services, safely, efficiently and sustainably to _
- communities in the Central Highlands Region _

Our values:
_Integrity Teamwork Leadership Care
Organisational Environment
At Central Highlands Water (CHW) '_Safety is Everyone's Priority_. We are committed to the safety of our people,
customers and the community we serve and have a zero tolerance towards bullying, harassment or violence within
the workplace.

We have an inclusive workplace that embraces diversity and difference. We believe all jobs can be worked flexibly
disability, LGBTIQA+ and people from different cultural backgrounds.

We support and encourage employees' continuous professional development. Employees are supported in keeping
informed of current industry best practice and are encouraged to take an active personal interest in staying up to
date with professional practices, standards and latest trends.

We believe that everyone has the capability to demonstrate leadership, regardless of their formal level of authority.
We expect all team members to focus their efforts on developing and displaying the leadership behaviours defined
in our Leadership Capability Framework. We have a commitment to enhancing our leadership maturity across the
whole business, through our internal Personal Leadership Program, Learn Lead Grow (LLG), and focussing on
Leading Self, Leading People and Leading the Organisation.

Purpose
The primary focus of the Contract Administration Officer is to provide an administration function for contractors and
service providers engaged by the Civil Maintenance and Mechanical and Electrical Maintenance teams.

Key Duties/Responsibilities

  • Administration of mechanical and electrical and civil maintenance contracts including invoicing, managing
accruals, work orders, document management and reporting.

  • Support and liaise with finance team to understand requirements and ensure correct and accurate use of
financial accounts and asset codes.

  • Provide support to members of Civil Maintenance, Mechanical and Electrical Maintenance, Water Treatment,
Water Resources and Wastewater Treatment teams to approve and understand monthly expenditures,
produce monthly accrual reports and interpret financial and work history reports.

  • Process claims for payment, seeking additional information where required from contractors and service
providers and escalate for further investigation as appropriate.

  • Assist in the establishment of new contracts in Maintenance Delivery and provide training and support to
internal team members, and external service providers in finance and administration systems and processes.

  • Support the Contractor Management Officer to identify areas for improvement in contractor administration
and management functions and document agreed invoicing and works management processes for internal
teams and external service providers.

  • Focus on continuous improvement within own area of responsibility and support the team to strive for
innovative, customer-focused initiatives.

  • Support training of new starters to facilitate understanding of finance systems.
  • Other duties as directed.
  • Proactively work to enhance the /customer experience;
  • Undertake _higher duties _responsibilities as required;
  • Other duties as directed.

. Authority and Accountability

  • Responsible for the efficient and effective performance of all duties and key responsibility areas.
  • Constructively contribute to creating and maintaining CHW's desired culture by demonstrating CHW's values
and behaviours and being mindful and respectful.

  • At all times, create, maintain and foster a safe work environment and ensure compliance with the provisions
of the Occupational Health and Safety Act, Regulations and CHW policies and procedures.

  • Accountable for accurate and timely maintenance of databases relevant to the position as well as compliance
with all relevant policies procedures, codes and other business instruments.

. Judgement and Problem Solving

  • Required to exercise some judgement in following predetermined procedures, recognising
discrepancies within invoices.

  • Some discretion is required in making improvements to invoicing systems to improve ongoing efficiency
of the system.

. Specialist Knowledge and Skills

  • Developed computer skills, with high level of accuracy in data processing utilising Microsoft Office and
specialist corporate systems;

  • Welldeveloped

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