Education Support - Administration Assistant - Accounts Payable ES1-3
Department of Education Victoria – East Melbourne VIC
2d ago, from Department of Education & Training Victoria
Selection Criteria
* SC1 ¿ Demonstrated high-level expertise in financial administration and accounts payable processes, including invoice processing, purchase orders, reconciliations, and supplier management within financial management systems such as Compass and CASES21.
* SC2 ¿ Ability to apply specialist knowledge to ensure compliance with DET financial policies, procedures, and audit requirements.
* SC3 ¿ Demonstrated ability to work independently, apply sound judgement, and contribute to effective financial operations.
* SC4 ¿ Highly developed organisational, communication, and interpersonal skills with the ability to support colleagues and stakeholders.
* SC5 ¿ Proven ability to uphold confidentiality, accuracy, and integrity in managing sensitive financial information and records.
Role
An education support class role at this range is distinguished by the introduction of:
* management responsibility and accountability for the delivery of services. At this level, an employee may direct and supervise the work of other staff members to achieve specific objectives in school administration, operations or educational programs; or
* professional student support positions where standard professional services are delivered.
An education support class position supports the educational services being provided to students but must not include duties of a teacher as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students can be required where it is an integral part of the employee's position or in circumstances where supervision is required individually or in groups up to 4 in controlled circumstances and where the responsibility for students remains clearly with a teacher.
This is the minimum range at which business manager or occupational health and safety manager functions can be performed.
This is the minimum range for positions that carry a required qualification of AQF 7 level or equivalent (or in the case of Registered Nurses an equivalent qualification leading to registration).
A role at this range may include:
* Some degree of professional autonomy to determine how targets and goals are achieved within clearly established directions or framework Professional autonomy will generally be limited by standard procedures and school policy. Deviation from standard procedures and school policy will require guidance and direction from a senior manager.
* Management of the expected outcomes is a key responsibility in some areas such as school administration, operations, technical, or educational programs. Senior management will be provided with reports and advice, although this will generally be confined to matters relating to the immediate work area, service provision, or educational program and is unlikely to impact substantially on whole of school operations.
* Management of staff to achieve the expected outcomes is a key responsibility in some areas, such as school administration, operations, or educational programs. Staff management issues will be resolved with minimal reference to a senior manager, although guidance will be required in more complex cases.
* Professional support positions such as registered nurses (performing the role of Registered Nurse range 3 as described in schedule 3), speech pathologists, psychologists, occupational therapists, physiotherapists, and social workers. Professional support and guidance will be close at hand and deviation from standard procedures and school policy will require guidance and direction from a manager or senior practitioner where relevant.
Position Overview
The Accounts Payable Officer (ES Range 3) provides high-level financial administration, oversight, and specialist expertise to support the efficient financial operations of the college. The role is responsible for managing the accounts payable function, ensuring compliance with the Department of Education (DE) policies, the Victorian Government Schools Agreement (VGSA), financial regulations, and internal school procedures.
The position operates with a high level of autonomy, judgement, and responsibility. The officer may oversee or guide other administration staff, provide financial advice to leadership, and contribute to strategic planning related to financial management and compliance.
Responsibilities
Accounts Payable and Financial Processing
* Manage end-to-end accounts payable processes in accordance with DE financial policies and internal school procedures.
* Manage digital file-based storage of accounts payable.
* Process invoices, credit notes, staff reimbursements, and supplier payments through Compass, CASES21 Finance or other relevant systems.
* Monitor purchase orders, match with goods/services received, and resolve discrepancies with suppliers or staff.
* Prepare payment batches, ensure correct coding, and undertake reconciliation of creditor accounts.
* Maintain accurate supplier records and support the school in ensuring compliance with procurement requirements.
* Assist with month-end and year-end processes, including preparing creditor reports, accruals, and audit documentation.
Financial Compliance and Reporting
* Ensure financial transactions comply with DE guidelines, internal controls, GST legislation, ATO/ABN checks and audit requirements.
* Support Business Manager in producing financial reports for Principal Class, School Council, and auditors.
* Assist with monitoring budgets, cost centres and expenditure, identifying variances or issues for follow-up.
* Contribute to the development and improvement of financial procedures and documentation.
Administration & School Operations
* Provide specialist advice to leadership, teaching staff, and colleagues on finance processes and DE policy.
* Respond to queries from suppliers, staff, and parents regarding financial transactions.
* Maintain secure financial records, filing systems, and digital archives in accordance with retention requirements.
* Support other finance and administration functions during peak periods, staff absences, or audits.
Teamwork & Support
* Work independently with limited direction, exercising initiative and problem-solving in financial matters.
* Provide training, coaching or guidance to staff in finance procedures as required.
* Contribute to a positive team culture, demonstrating professionalism, confidentiality, and strong customer service.
Skills, Knowledge and Attributes
* High-level knowledge of financial administration, accounts payable procedures, and internal control processes.
* Demonstrated experience using CASES21 Finance (or similar financial management system), Compass, and Microsoft Office tools.
* Strong understanding of DE financial policies, the Schools Finance Manual, and relevant legislation including GST requirements.
* Excellent organisational skills, attention to detail, and ability to prioritise tasks in a busy school environment.
* Strong communication and interpersonal skills when dealing with staff, suppliers, and external stakeholders.
* Ability to exercise discretion, maintain confidentiality, and manage sensitive information.
* Capacity to work both autonomously and collaboratively within a school finance team.
Qualifications and Requirements
* Relevant qualification in accounting, bookkeeping, business administration or equivalent experience.
* Experience in accounts payable or financial administration, preferably in a school or government setting.
* Current Working with Children Check (Employee).
* Understanding of DE policies and procedures (or willingness to learn).
Other duties as directed by the Business Manager or Principal Class.
Who May Apply
Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.
Diversity and Inclusion
The department is committed to diversity and inclusion and developing a workforce that is representative of the community we service. We value diversity and inclusion in all forms - culture, gender, religion, ethnicity, LGBTIQA+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the Department. The Department recognises that the provision of safe, respectful and inclusive workplaces is essential to high performance and promotes flexible work and diversity across all schools and Department workplaces. It is our policy to provide reasonable adjustments for staff with disability (see Workplace adjustment guidelines).
Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islander candidates from the Koorie Outcomes Division (KOD) via******@education.vic.gov.au
Applicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school.
Child Safe Standards
Victorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including child safe standards. All schools have a Child Safety Code of Conduct consistent with the department's exemplar available at:
DE Values
The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department's Values complement each school's own values and underpin the behaviours the community expects of Victorian public sector employees,including those who work in Victorian Government Schools. Information on the department values is available at:
Other Information
Please ensure that your application includes:
* a resume including relevant experience as well as personal details (name, address and contact numbers, business and home)
* a section addressing the selection criteria and the requirements for application under the Who May Apply section
* names and contact numbers (telephone and email if possible) of two referees
Please note that the selection panel may seek additional referees beyond those you name. Consistent with policy, we shall advise you if we will take this action.
Conditions of Employment
* All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.
* Appointment of successful applicants will be made subject to a satisfactory pre-employment conditions check.
* A probationary period may apply during the first year of employment and induction and support programs provided.
* Detailed information on all terms and conditions of employment is available on the Department's Human Resources website at
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