Finance Officer (Senior)

POSITION OVERVIEW

The Finance Officer position functions to the Wholegrain Milling Co. Finance manager within a

team of administration professionals. The incumbent provides exceptional levels financial

administrative support to Wholegrain Milling’s internal operations and external business

partners, by ensuring financial records are accurate and up-to-date and complying with

financial regulations and policies.

KEY DUTIES/RESPONSIBILITIES

Manage the email address accounts@wholegrain.com.au

 Ensure that all emails received are actioned timely.

 Ensure the accurate filing of electronic documents.

 Ensure that information received is disseminated throughout the organisation as

appropriate.

Prepare the daily bank reconciliation.

 Record incoming and outgoing transactions accurately.

 Ensure that the balance of the bank account is the same as the balance in SAP.

Accounts Payable

 Save all accounts payable invoices to the Wholegrain Milling server.

 Enter all accounts payable invoices accurately (supplier, expense allocation, dollars and

due date) into SAP as drafts.

 Add the approved documents to the SAP ledger.

 Reconcile all supplier statements to entries to the supplier accounts.

 Prepare weekly batched supplier payment run.

 Review the SAP B1 supplier ageing report weekly for any issues.

 Prepare and upload corporate credit cards expense journals.

Accounts Receivable

 Process invoices in SAP after daily dispatch.

 Prepare the debtors report weekly.

 In line with Wholegrain Milling debt collection policy, follow up outstanding debts with

customers.

 Maintain and communicate payment arrangements and plans with the administration

team.

 Reconcile customer accounts as required.

 Work with the Customer Service Manager to ensure that all credit notes are processed

and taken up by customers.

 Manage communications and outcomes from customers in administration or

receivership.

 Maintain the balance of the provision for doubtful debts.

Weighbridge transaction processing and reconciliation.

 Reconcile the weighbridge audit transaction report to the SAP general ledger.

 Prepare recipient created tax invoices (RCTIs) for grain receivals.

 Prepare and issue report for grain receivals on a weekly basis.

 Prepare and maintain grain grower contracts and agreements.

 Prepare the monthly accrual for grain cartage.

General ledger reconciliations

 Process monthly general ledger transactions including loan interest and fees,

prepayments and deposits.

 Prepare monthly reconciliations of the general ledger.

Stocktake

 Prepare Excel file for upcoming stocktake.

 Review results of the stocktake.

 Prepare goods issue transaction in SAP to align stocktake to SAP stocktake levels.

Business Activity Statement (BAS)

 Run the SAP B1 processes to update the BAS workbook.

 Collate the other information required for the BAS.

 Pass to the Finance Manager for review and lodgement.

Monthly Operating Profit

 Update the formulas and reports in the monthly operating profit spreadsheet.

 Review the gross margin report for anomalies and discuss with Finance Manager.

 Review monthly expenses in line with budget discuss with Finance Manager.

NSW Payroll Tax Return

 Prepare workpapers for the NSW Payroll Tax Return.

 Ensure review by the Finance Manager.

 Lodge the return online.

General

 Coordinate the import of items as required.

 Extract data for auditing purposes associated with emissions reporting.

 Maintain electronic files.

 Maintain procedures.

 Assist with budgeting

SKILLS & ABILITIES

 Intermediate to Advanced Excel skills: The ability to negotiate existing spreadsheets

with confidence.

 IT skills: The ability to use various software and tools related to finance and

administration, such as accounting systems (SAP Business One), spreadsheets

(Microsoft Excel), word processing (Microsoft Word), email programs (Microsoft

Outlook) and reporting software. With the ability to produce and maintain financial

records and reports.

 Data Entry Speed and Accuracy: The ability to collect, collate and conduct data entry of

data,

 Communication skills: The ability to communicate effectively with different internal

and external stakeholders, such as managers and customers.

 Interpersonal skills: The ability to effectively interact and communicate within a team

environment.

 Organisational skills: The ability to be organised, planning and prioritising tasks,

managing time and resources, and keeping track of deadlines and details. With the

ability to handle multiple and detailed financial and administrative tasks simultaneously

and ensure that they are completed on time and with accuracy.

 Initiative and teamwork: The ability to show initiative and work independently within a

small team environment.

 Role Model: Act as a role model to other staff and customers, upholding the ethics and

ethos of Wholegrain Milling.

SKILLS & EXPERIENCE

Required Qualification & or Experience:

 University level of financial accounting.

 3+ years’ experience working in a Finance Administration and Support role or similar.

 Proficient English language competency skills.

 Intermediate to advanced Microsoft Excel skills.

Desirable Qualification & or Experience:

Experience with SAP B1. (Non essential)

Basic understanding of Australian GST/BAS reporting preferred but not mandatory.

 Previous experience in using (NetSuite, Oracle, SAGE) the skills are preferred.

Essential Licenses:

N/A

Performance Goals & Objectives:

 Maintain “Inbox Zero” for the accounts email account.

 Reconcile the bank account first thing every day.

 All accounts payable invoices paid in full by due date.

 Any accounts payable invoices in dispute with the supplier are not paid until the dispute is resolved.

 Reconcile all supplier statements within 48 hours of receipt.

 Supplier statement issues resolved within 1 week of receiving the statement.

 Process corporate credit card expense before end of calendar month.

 Prepare a batched supplier payment run each week.

 All sales invoices processed on day of dispatch.

 Debtors 31+ days to be less than 5% of total debtors.

 Process all grain receivals weekly.

 Send out the grain receivals report weekly.

 Finalization of monthly results by the 12 th calendar day of the month.