Job description for Accounts administrator (PDF)

Accounts administrator: Job description
February 2017

Summary of role
You are responsible for the efficient administration of all aspects of the office accounts — including
accounts payable and receivable, GST and other tax payments, monthly reports, and more. You’ll
deal with our clients, suppliers, and staff to keep everything running smoothly. As time allows, you’ll
also help with other administrative tasks, including occasional office events, and take on some
responsibility for office systems. You are responsible for proactively managing your time to fulfil
your role effectively.
In all your work with Write staff and with people from other organisations, you’ll uphold Write’s
brand positioning and values.
You’ll also apply the elements of the Write Plain English Standard to your writing (see page 4).

Our brand positioning statement
Write is the market leader in plain language consultancy services.
We transform organisational communications into clear, understandable messages that lead to
increased business profitability and improved client relationships.

Our values and personality
When working with clients and colleagues, we all demonstrate:
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insight
integrity
expertise
care
energy.

Relationships for the Accounts administrator role
You report directly to the Chief Executive and have a collegial relationship with all other staff and
contractors.

Specific tasks
Some specific tasks are outlined below. At Write, everyone helps with special events and projects as
needed.

Managing all accounts functions
Invoicing for Write’s services and products
Making payments to suppliers and contractors
Reconciling accounts
Monitoring and reporting on Write’s operating expenses

Investigating budget variances and taking corrective action where possible
Making tax and other related payments

Working with suppliers
Managing and maintaining various supplier relationships
Ensuring Write gets the best service at a reasonable cost

General tasks (examples)
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Providing statistics and completing business returns as needed (for example, NZQA, Inland
Revenue, surveys)
Planning or assisting with company events
Managing Write’s Style Guide copies and orders
Managing StyleWriter orders
Managing or participating in special projects as needed

Working with some internal systems
Take complete responsibility for using and maintaining Xero and some responsibility for the smooth
running of various office systems. Time permitting these may include:
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WorkflowMax
Arlo
Salesforce.

Skills and experience
You need to have:
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strong accounts skills, preferably using Xero
excellent organisational and planning skills
excellent communication skills
excellent customer service skills
sound judgment and problem solving skills
a keen eye for detail and a high standard of accuracy with words and numbers
advanced experience with Microsoft Office Word, Outlook, and Excel
relevant experience with, Xero, WorkflowMax, Arlo, and Salesforce.

What we value in our people
You’ll have excellent organisational, project management, self-management, and communication
skills.
You’ll have an understanding of working in a commercial environment and the need to maintain
effective client relationships.
You’ll enjoy working in a busy team environment, and be able to focus on tasks and work
independently towards deadlines. You’ll have a flexible ‘can-do’ attitude and will be prepared to go
the extra mile to meet the challenges of innovative projects.
You’ll take responsibility for your professional development (with manager and company support).

Qualities we’re looking for in the role
The ideal person will be:
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a warm and enthusiastic ‘people person’
well-mannered and courteous
able to follow and improve established systems
a proactive team player
calm, confident, and able to work under pressure when necessary
comfortable dealing with professional, commercial, and government clients
comfortable dealing with professional and trade contractors
efficient, organised, self-motivated, honest, and reliable
professional and well groomed.

Team skills
You’ll be an enthusiastic team player who actively and consistently contributes to a positive,
efficient, profitable, and collegial team environment.
For example, you’ll:
 take responsibility for particular projects
 work cooperatively and courteously with all team members, other staff at Write, clients,
consultants, and suppliers
 contribute ideas to improve profitability and productivity and look for opportunities to help
 offer constructive, caring support to other team members and useful contributions to team and
full staff meetings.

Working as a ‘trusted advisor’
You’ll also be a passionate ambassador for Write who:
 develops in-depth knowledge of Write’s products and services
 takes pride in Write’s offerings and our expertise
 researches and seeks to understand our clients’ needs
 helps to foster clients’ commitment to plain English
 helps to develop clients’ perception of Write as ‘trusted advisor’
 helps to generate repeat business by providing services of a consistently high quality.

Write’s Plain English Standard
‘Big picture’ elements
1.

The purpose of the document is clear at the start.

2.

The content supports the purpose of the document.

3.

The structure of the document is clear and logical to the reader.

Language elements
4.

The paragraphs are mostly short and focus on one topic.

5.

The sentences are mostly short and straightforward.

6.

The words are precise and familiar.

7.

The tone supports the purpose of the document.

Presentation elements
8.

The layout and presentation help the reader absorb the messages quickly and easily.

9.

The document is error-free.

10. The document is consistent with Write’s style guide.
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