Administration Officer

The Queensland Government; Townsville City; On-site; AUD 60,000 - 70,000; Full time

Job summary

The Queensland Government is seeking an Administration Officer to support centre operations with a broad range of administrative duties. You will handle data entry, correspondence, diary management, travel bookings, and frontline enquiries.

Key responsibilities include finance processing (SAP/MYOB), visitor bookings, IT system support, and coordinating with internal and external stakeholders. The role emphasizes confidentiality and efficient workflow management.

Responsibilities

• 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 for management, including diary management, 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 area operations.
• Liaise with officers at all levels within public and private sectors.
• Manage own workflow by negotiating work priorities and deadlines.
• Ensure file security and appropriate access for staff and approved external agencies.
• Maintain confidentiality of documentation and a secure filing system.
• Process visitor bookings and provide information about booking processes.
• Accounts receivable and payable in SAP; stock control in MYOB; procurement and financial processing duties.
• Banking as required and monthly reconciliation of prisoner trust funds; travel arrangements for prisoners.
• Provide IT system administrator support for centre phone and computer systems.
• Administer assets and fleet management.

Job description

Job Description

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
• 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.

Applications to remain current for 12 months.