Finance and Payroll Officer

Children by Choice Asssoc Inc
Job Description: 


Position Title: Finance and Payroll Officer

Reports to: Manager

Award: Social, Community, Home Care and Disability Services Industry Award 2010. Level 5 ($70-74,000)

Employment Status: Part-time (0.6 FTE - 0.8 FTE)  

Hours: 22.5 – 30 hours a week; 3 - 4 days per week negotiable



Children by Choice is a medium sized not for profit, led by a voluntary Management Committee. The Management Committee is made up of competent professionals, elected annually at the Annual General Meeting.  They are responsible for the governance of the organisation but are also called on at times to provide expert opinion on operational matters. The Manager reports directly to the Management Committee, and is responsible for the day to day management and operations of the organisation.

This position is one of a small team of committed paid professionals and unpaid volunteers, led by the Manager, who are dedicated to achieving the objectives of Children by Choice.  The team function in a collaborative and consultative work environment with high levels of individual autonomy. The team work cooperatively to deliver high quality, evidence based information and services. The organisation’s annual reports, including the strategic plan, are available on the Children by Choice website and outline the current priorities and values of the organisation.



Manage and have sole responsibility for all aspects of payroll processing and payment, including (but not limited to):

  • Ensuring all fortnightly pays are processed in accordance with relevant awards, agreements, taxation and other legislation on time and without error.
  • Maintaining and managing confidential personnel records, timesheets, leave records, time-off-in-lieu (TOIL) approvals, salary packaging, fringe benefits, superannuation, employee entitlements for all staff.
  • Manage all aspects of reporting and assurance of payroll and other statutory obligations, including (but not limited to) BAS, PAYG, Superannuation and Workcover error free, complete and by due dates.
  • Provide first point of contact assistance to all employees on payroll queries.


Manage and take responsibility for overall accounting, operational finance, taxation, audit, reporting and insurance requirements and ensure timely, effective, efficient and accurate financial operations and reporting are maintained. This includes (but is not limited to):

  • Conducting records management, data entry, general journal entries, bank and accounts reconciliations, petty cash, implementing and monitoring compliance with internal financial controls.
  • Undertaking accounts payable and accounts receivable, debtor and creditor management.
  • Preparing budgets, forecasting and variance analysis for management and the committee.
  • Preparing financial reports, stakeholder and government reports, audit and compliance reports, tax and other reporting obligations.
  • Contributing to the effective and efficient operation of client financial support and assistance programs (e.g. NILS, Centrelink deductions scheme) by setting up clients (Loans Book), recording and reconciling payments, sensitively contacting clients to follow up missed or delayed payments, preparing and submitting reports.
  • Assisting with the preparation of grant applications by providing accurate financial information for applications or other submissions, and then effectively monitor funding expenditure, and adhere to compliance requirements for reporting and grant acquittals.
  • Liaising with auditors to ensure the timely delivery of accurate required annual financial reports.


Provide comprehensive administration support, with tasks completed accurately and effectively within agreed timeframes, to required standards, and according to established procedures.  This includes (but is not limited to):

  • Serving as a central office contact and coordination point for all matters relating to the Children by Choice office logistics e.g. IT “superuser”, maintenance and trades, office supplies and stationary, office equipment.
  • Managing Children by Choice’s business and compliance calendar, actioning items and adhering to due dates for completion.
  • Maintaining all organisation registers ensuring accuracy and currency of records at all times e.g. Blue Card, Membership List and Renewals, Assets, Maintenance, Vehicles, Risks, Conflicts of Interest, Quality Improvement.


  • Collaborate effectively with other team members, including shared projects, staff meetings and day to day activities. Assist and support colleagues when they may be experiencing a peak workload or high demand period.
  • Maintain and apply up-to-date knowledge of the evidence and best practice in your field, and work with the team to jointly identify and participate in skills development appropriate to your role and annual work plan.
  • Plan your time effectively to manage competing demands, including work/ life balance.
  • Assist the team to report effectively to management and stakeholders.
  • Observe the policies and procedures of the organisation.
  • Contribute to Children by Choice’s collective efforts, such as strategic planning, position papers and public events.

Children by Choice considers identifying as female is a genuine occupational requirement for the position as envisaged under section 25 of the Anti-Discrimination Act 1991.

Applicants will need to be eligible to hold a Queensland Blue Card.

Benefits and perks: Business closure between Christmas and New Year offered as additional leave.  Long Service Leave accessible after five years of service.



To be successful in this role, you will be able to demonstrate the following skills and abilities:

  • Commitment to the vision, mission, values and objectives of Children by Choice Association Incorporated, including a woman’s right to choose abortion.
  • Ability to successfully manage a payroll and accounting function in a small organization including:
    • Knowledge of payroll, financial management, and accounting standards, principals, requirements and practices, awards and award interpretation, relevant tax legislation and other regulatory requirements
    • Comprehensive experience running a payroll system, conducting daily bookkeeping and preparing accounting and financial records, journal entries, budgets and reports accurately, using MYOB or a similar software package
    • Demonstrated skills in using MS Office Suite – particularly MS Excel and MS Word - in various financial and administration contexts
    • Able to successfully manage cashflow, debtors and creditors
    • Experience with successfully lodging statutory or other obligations when due (e.g. BAS, GST, PAYG, Super)
  • Well-developed interpersonal skills in communication and relationship building skills including:
    • Excellent verbal and written communication skills to convey information clearly and concisely in a manner appropriate to the audience
    • Successfully able to interact positively with a wide range of clients and stakeholders from varying backgrounds to achieve successful outcomes
    • Establish and manage ongoing cooperative and positive working relationships with co-workers, and management to deliver the organisations goals
  • Exceptional professional and organisational skills including:
    • Excellent time management and demonstrated ability to meet deadlines and effectively manage competing work priorities
    • Ability to process and handle confidential information with discretion and adhere to privacy and confidentiality legislation and the requirements of the organisation
    • Demonstrated effective problem-solving, use of sound judgment and sensitivity to make effective decisions in line with organisational policies and values
  • Previous experience in the NFP sector will be highly regarded.



Applications to be emailed to by 9am Monday 26th March 2018. Only applications which include a CV and cover letter that respond to the selection criteria will be considered for shortlisting.

Interviews will be held on Thursday 29th March, please be prepared to attend an interview at the Children by Choice office on that day.

 For further queries please contact the Manager Amanda Bradley:


237 Lutwyche Road
4 030
Children by Choice
Phone No.: 
07 3357 9933 ext 1
Closing Date: 
Monday, March 26, 2018
Position Description: