Administration Officer Custodial

Queensland Government; Ipswich City; On-site; AUD 60,000 - 80,000; Full time

Job summary

Queensland Government in Ipswich seeks an Administration Officer to support the General Manager, Industries, Offender Development, and the supervisor team. You will handle diary management, travel bookings, correspondence, and basic financial processing in SAP and MYOB.

This role requires strong organisational skills, discretion with confidential information, and the ability to prioritise competing tasks while coordinating with both public and private stakeholders.

Responsibilities

• Develop, implement and evaluate 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: diary management, meeting rooms, teleconferences, minute taking, word processing and spreadsheets.
• Book travel including accommodation, car hire and flights.
• Provide advice on general administration aspects of area operations.
• Designate cost codes and arrange approval of invoices.
• Liaise with officers at all levels within public and private sectors for office activities.
• Manage own workflow by negotiating and confirming work priorities.
• Ensure security and confidential handling of files and appropriate access.
• Process visitor bookings and respond to queries on the day of visit.
• Accounts receivable and accounts payable in SAP; stock control in MYOB.
• Undertake procurement and financial processing duties including reporting, POs, card reconciliation and banking.
• Provide IT system administration for centre support on phone and computer systems.
• Administer asset and fleet management.

Job description

In this role you will provide administration support role to their supervisor such as the General Manager, Industries, Offender Development. The administration functions include, but are not limited to, court video conferencing, centre personal and professional visits, accounts payable, trust accounts, site administration, industries, offender development and General Manager support.

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.

Applications to remain current for 12 months.

This work is licensed under a Creative Commons Attribution 3.0 Australia License.