Administration Officer

**Award Classification**: Level 2

**Employment Conditions**: _Queensland Local Government Industry (Stream A) Award - State 2017_
**Department / Branch**: Corporate & Financial Services / Financial Services
**Principal Location**: Shire Office, Hughenden
**Reports to**: Business and Governance Coordinator (or as directed)
**Direct Reports**: Nil

**Our Vision**:Flinders Shire - a place of discovery, opportunity and lifestyle
**Our Mission**:To promote quality of life through leadership, attitude and respect
**Our Values**:

- A Caring Philosophy
- Pursuit of Excellence
- Teamwork
- Local Ownership
- Communication
- Leadership
- Recognition

**The Department
**Position Objective**
The Administration Officer provides professional, efficient and effective administration services for
the Council Office, and coordinates the bookings process for Council’s internal meeting rooms and
vehicles.
As a representative of Council, demonstrated professionalism and a commitment to a high level of
service and continuous improvement in the best interest of Council and the Community are essential.

**Financial Control**
**Corporate Planning &**

**Performance**
**Audit & Business**

**Improvement**
**Accounts Payable /**

**Receivable**
**Revenue**

**Procurement / Stores**

**Corporate & Financial Services**

**Business Services**
**Customer Service**

**Compliance Administration**
**Record Management**
**Website Maintenance**

**Internal Systems Support**
**Administration**

**Systems Support**
**Information Technology**
**Communication systems**

**and support**
**Cyber Security**

**Onsite network management**
**Technical Support**

**Governance**
**Corporate Planning &**

**Performance**
**Complaints & Disclosures**

**Risk Management**
**Training Compliance &**

**Analysis**
**Governance Support**

**Key Responsibilities**

**_Reception _**:

- Perform counter and telephone reception duties for the Council Office- Provide assistance to staff members in regards to general information
- Provide message service to staff when unavailable
- Maintain internal staff forms at front reception
- Maintain external forms for clients at front reception
- Provide customer assistance with complaints if requested, either in person or via telephone
- Provide customer assistance with request for services, either in person or via telephone

**_Customer Request Module _**:

- Log customer requests using the Customer Request Module (CRM) of Authority as appropriate- Assist in the preparation of weekly reports relating to outstanding CRM’s
- Liaise with the Business and Governance Coordinator in regards to outstanding CRM’s

**_Facility Bookings - Internal Council _**:

- Maintain Council’s Microsoft Calendar to record bookings for the:

- McNamara Boardroom
- Landsborough room
- Walker room
- Council vehicles
- Review Meeting Room calendars to monitor bookings
- Liaise effectively with staff involved in setting up the internal facilities so that they are aware of
- booking, timeframes and special requirements in advance- Liaise effectively with maintenance staff to arrange maintenance of the facilities as appropriate
- Maintain Council’s Key Register - sign in/out keys and conduct weekly audits
- Maintain Council’s administration vehicle - organise cleaning schedule and liaise with workshop
- for maintenance of vehicle- Maintain Council’s administration vehicle bookings sheets - ensure officers are completing
- forms when vehicle is booked out and returned- Ensure Council’s administration vehicle timesheet is completed fortnightly

**_Financial Duties _**:

- Control the petty cash function, including balancing the petty cash float, requesting a top up as

required, providing reimbursement to staff upon voucher and receipt presentation and ensuring
that appropriate vouchers and receipts are provided
- Use Authority to receipt cash, cheques, EFT and credit card payments that are made in person

or via telephone or internet
- Use Authority to process the banking on a daily basis including reports and ensuring that the

amount being banked matches the amount receipted
- Ensure banking is done daily

**_General _**:

- Perform general administration work as required including:

- Photocopying
- Filing banking documentation (end of day banking sheets, Caravan Park daily taking

sheets, Flinders Discovery Centre daily taking sheets) and maintain in an organised
manner
- Assist in maintaining registers (Key Register, Long Term Key Register, Delegation

Register, Local Laws Register, Visitor Sign In/Out Register and Equipment Register
- Monitor staff provisions in kitchen including ordering and collecting of stock
- Consistently complete allocated tasks to a high standard and within agreed timeframes
- Undertake other tasks up to and including your competency and level
- Actively promote the values of the organisation to staff
- Actively participate in identifying, recommending, developing and implementing measures

through which a