Who we are
The National Archives of Australia (the National Archives) provides leadership in the best practice management of the official record of the Commonwealth and ensures that Australian Government information of enduring significance is secured, preserved and available to government agencies, researchers and the community.
Our vision: The National Archives is committed to being a world-leading archive and strives to strengthen Australia's cultural identity and democracy by connecting people with the evidence of Australian Government activities and decisions.
The National Archives endeavour to meet the future needs of government and expectations of the Australian public in our rapidly changing digital environment. Underpinning the transformative strategies to enable, secure, connect and innovate is a drive for comprehensive digital capability and service delivery. National Archives is committed to:
- innovation
- collaboration
- inclusion
The National Archives is also committed to developing the capability and expertise of our staff, we offer a Studies Assistance Program that supports staff to achieve individual goals as well as increasing their capacity to help achieve the National Archives’ strategic objectives. Our Health and Wellbeing Program encourages and supports a healthier workplace and healthy lifestyle choices for all employees.
The key duties of the position include:
About the role
The Deputy Director-General’s Group oversees the efficient, effective and ethical management of the National Archives’ resources. This is done in accordance with the Commonwealth’s financial, procurement, employment, security and property legislative and policy frameworks. The group supports the workforce, facilities and culture it requires to deliver its strategic priorities and remain sustainable.
The Finance and Procurement section is responsible for the provision of high quality, timely and accurate financial and procurement advice and services to the National Archives while ensuring it meets its legislative and compliance financial framework obligations.
Under broad direction, the Finance Officer provides a range of financial services in accordance with the National Archives of Australia’s policies and procedures. This role takes oversight of accounts payable and/or Accounts Receivable functions, ensuring accurate financial processing, reporting, and customer service, while contributing to the overall financial operations and objectives of the organisation through a collaborative and flexible approach.
Key responsibilities and duties include:
- Accounts Payable duties
- Timely and accurate processing and/or review of all accounts payable entries in TechnologyOne, identifying prepaid expenses and setting up prepayment schedules, ensuring correct GST coding and cost allocation and appropriate delegate approvals have been provided.
- Manage the weekly payment runs, including preparing the appropriation drawdowns ensuring sufficient available funds.
- Maintain creditor accounts and aged creditors upholding the integrity of accounts payable information.
- Accounts Receivable Duties
- Manage full accounts receivable process – invoicing, reconciliation and payment tracking, receipting and credit card payment processing, ensuring correct coding of transactions and GST treatment
- Processing section 74 revenue (Own Source revenue) in Department of Finance Central Budget Management System (CBMS)
- Respond to client order requests and liaise with the References team
- Responsible for debtor management including but not limited to the follow up of outstanding accounts while maintaining strong debtor relationships.
- Travel and Credit Card Administration
- Assist with weekly review of travel documents and monthly flight acquittals ensuring accuracy and correct reconciliation against travel documents
- Assist with the management and issue of Cabcharge vouchers and hire car bookings
- Assist with employee expense claims and credit card acquittal processing.
- Provide assistance to internal stakeholders for all travel processes, including travel documents in TechnologyOne, profile creation and management in corporate travel management (CTM)
- Collaboration with Broader Finance Team
- Collaborate with the team to update financial policies, improve processes and enhance reporting.
- General administration, monitor and respond to email enquiries
- Timely and professionally identify and resolve areas of concern and or discrepancies across all functions, escalating to the team leader as required.
- Participate in cross-training and knowledge transfer across the section to provide backup and support to team members.
- Apply the principles of APS Values, Code of Conduct, workplace diversity principles, work health and safety and participative management within a work and team environment
- Apply the National Archives’ Vision, Mission and Commitments as expressed in Strategy 2025–2030 and Our Values
Eligibility
To be eligible for the role you must be an Australian citizen. If you are selected, you will be required to successfully undergo a pre-employment check and be able to obtain and maintain a security clearance at a Baseline clearance level.
Getting to know the National Archives of Australia
The National Archives of Australia has a skilled and diverse workforce. We value our people, performance, integrity and service. We encourage applications from Aboriginal and Torres Strait Islander people, people with a disability and people from every cultural and linguistic background. National Archives has a presence in all state and territory capital cities. Our national office and exhibition spaces are in Canberra, and all centres offer public reading rooms where visitors are able to examine original records. Some offices are co-located with the state or territory archives, providing one-stop public access. National Archives collection is housed in several repositories located around Australia. We offer a high standard of service as outlined in our service charter. If you would like to join our team, we invite you to apply for this vacancy.