Administration Officer

Queensland Corrective Services; City of Brisbane; On-site; AUD 60,000 - 85,000; Full time

Job summary

Queensland Corrective Services is seeking an Administration Officer to support multiple sites in Brisbane. The role involves busy office duties, data entry, diary management, travel bookings and financial processing using SAP and MYOB.

You will liaise with internal and external stakeholders to maintain efficient operations. The position requires strong time management, discretion with confidential information and the ability to prioritise tasks across competing demands.

Responsibilities

• Participate in development, implementation and evaluation of efficient work systems.
• Perform data entry and enquiry functions on database programs.
• Examine incoming correspondence to determine action.
• Distribute and register incoming and outgoing correspondence.
• Undertake general administrative duties supporting management including diary management, organising meeting rooms and teleconferences, minute taking, word processing and spreadsheets.
• Book travel including accommodation, car hire and flights.
• Provide advice on general administration aspects of the area operations.
• Liaise with officers at all levels within public and private sectors about office activities.
• Manage own workflow by negotiating priorities for timely completion.
• Ensure file security and confidential handling of documentation.
• Process visitors bookings and provide information on booking processes.
• Handle accounts receivable/payable in SAP and stock control in MYOB.
• Undertake procurement, financial processing, banking and reconciliation tasks.
• Assist with prisoner trust funds and related banking documentation.
• Support IT system administrator duties and asset/fleet management.

Skills

Data entry

Telephone enquiries

Diary management

Meeting coordination

Invoices processing

Travel booking

Customer service

Office administration

Tools

SAP

MYOB

Job description

| | || - | - || Occupational group | Administration || Workplace Location | Brisbane - North,Moreton Bay - North,Moreton Bay - South,Sunshine Coast |**The primary accountabilities of the Administration Officer include:*** Participate in the development, implementation and evaluation of efficient and effective work systems.* Perform data entry and enquiry functions on database programs.* Examine incoming correspondence to determine action.* Distribute and register incoming and outgoing correspondence.* Undertake general administrative duties as requested supporting management including diary management, organising meeting rooms and teleconferences, minute taking, word processing and spreadsheets, answering telephone enquiries, photocopying and faxing.* Book travel including accommodation, car hire and flights.* Provide advice on general administration aspects of the area operations.* Designate cost codes and arrange approval of invoices.* Liaise with officers at all levels within both public and private sectors in relation to the office activities.* Manage own workflow by negotiating and confirming work priorities for work completion in consideration of the needs of other officers.* Efficient time management skills and the ability to prioritise tasks as demands arise and with competing priorities.* Ensure the security of files and appropriate access to the files by relevant staff and approved external agencies.* Ensure the confidentiality of all documentation handled and maintain a secure filing system.* Process professional and personal visitor bookings for the centre.* Provide information about visitor booking processes and answer queries on the day of the visit.* Accounts receivable and accounts payable functions in SAP.* Support stock control functions (MYOB).* Undertake procurement and financial processing duties requiring financial reporting, purchase orders, corporate card reconciliation, monitoring of transactions and conduct banking as required.* Control and maintain all monies receipted for prisoner trust funds, prepare necessary documentation for banking of same, including attending to any general enquiries regarding prisoners' trust monies.* Check and compile weekly prisoner remuneration payments, including the correct payment of the amenities allowance and board and lodging where applicable.* Prepare discharge documentation relating to any trust monies held, including travel arrangements for prisoners.* Prepare documentation for valuables and monies for prisoner's transfer, monthly reconciliations and disposal of prisoners' unclaimed cash and valuables.* Undertake the IT system administrator role providing centre support for the phone and computer systems.* Provide administration for asset and fleet management.The role description provides the minimum requirements for the role. The incumbent may be required to undertake other duties as required outside of these primary accountabilities.2 Positions available: 1x Permanent Full-time position & 1x Temporary Full-time position for 12 monthsApplications to remain current for 12 months.- Role DescriptionInformation Package for Applicants- *Hold down the control (Ctrl) button and use your computer mouse to select multiple options*- *Hold down the control (Ctrl) button and use your computer mouse to select multiple options*