Position details

Position title:           Deputy Director Corporate Services

Directorate:             Corporate Services

Position status:       Full-time fixed-term contract (potential for renewal)

Classification:         Organisational level 3 (management)

Reports to:              Director Corporate Services

Leads:                     Finance Officer – Payables

                                Finance Officer – Receivables

                                 Procurement Officer

                                 Stores Officer

                                 Records Officer 

                                 Information and Communications Technology (ICT) Officer

                                 Customer Service Officer

                                 Governance and Corporate Support Officer

Our values

In addition to the principles and responsibilities applicable to all Queensland local government employees, everything Quilpie Shire Council does is underpinned by its values. These define the culture of the organisation and the behaviours that shape our interaction with the community and each other. Our values are Respect; Communication; Fun and Humour; Pride; Trust and Teamwork. 

Objectives of the position

Working closely with the Director Corporate Services and team members, the Deputy Director Corporate Services:

• manages operational corporate service delivery including first-line management and mentoring of team members.

• provides professional accounting services to Council.

• undertakes governance and compliance coordination for the Directorate team. 

Together, the Directorate leads implementation of a significant corporate plan priority (Strong Governance) – i.e. helping Quilpie Shire to:

• Implement a framework to support strategic growth through best practice systems, policies and financial controls.

Through strong financial management and delivery of corporate services, the Directorate also supports achievement of Council’s other corporate plan priorities, helping Quilpie Shire to:

• Ensure our communities are places where people feel valued and have access to opportunities to build their own capacity, lead healthy lifestyles and stay connected.

• Grow and diversify business, industry, and the visitor economy with a focus on fostering new ideas, innovation and building entrepreneurship.

• Protect and enhance the environment through considered and sustainable growth and environmental management and policy implementation.

The position reports directly to, and is mentored by, the Director Corporate Services. Council's aim is that the position will relieve in the Director role when the permanent incumbent is on leave (relief will include part or all functions depending on the Deputy’s skills, experience and stage of professional development).

Key accountabilities – Individual 

 Corporate plan priority - Excellence in customer service 

• Provide front-line management and support for the Administration Office customer service reception. This includes:

  • Progressive capacity building for resolution of requests at first contact (if possible) or recording and referral to the relevant position within Council.

  • Assisting in ensuring the accurate and timely recording and completion of requests to Council (development and distribution of corporate performance indicators and exception reporting).

  • Encouraging collaboration and facilitating initiatives between the administration and depot offices to provide a seamless and professional service for customers irrespective of their point of contact. 

  • Developing and implementing initiatives to seek internal customer feedback, ideas and opportunities in the continued pursuit of excellence in corporate (internal customer) service delivery.

• Coordinate the ‘procure-to-pay’ service on behalf of the organisation, supporting compliance with Council’s Procurement Policy, sound contracting principles and payment terms (as applicable) for:

  • Supply of goods and services

  • Disposal of assets.

In particular, noting the sound contracting principles (Section 104 (3) Local Government Act 2009): value for money, open and effective competition, the development of competitive local business and industry, environmental protection, and ethical behaviour and fair dealing.

• Manage the secure storage and issue of inventory items at the Depot, with the determination of stock items informed by internal customer engagement on operational needs.

• Manage the timely and accurate levy and collection of rates, charges and other accounts receivable to assist in funding Council’s operations. 

• Support the organisation in retaining corporate knowledge, and complying with the Public Records Act 2023, through the directorate officers’:

  • centralised registering of incoming mail.

  • storage and retention that is responsive to both internal needs and legislative requirements.  

• Provide leadership and support to the corporate services team, including hands-on / direct assistance:

  • ensuring back-up during breaks, leave / absences or concurrent customers (e.g. phone / counter).

  • implementing procedures to monitor workload.

  • providing additional support to officers (particularly those involved in external customer service, regulatory services and debt recovery) during and after difficult customer interactions and provide debriefing opportunities. 

Corporate plan priority – Highly liveable communities

• Provide front-line management and support of regulatory services including:

   

  • food safety and licensing (beauty therapy, environmentally relevant activities, health).

This includes overseeing an annual food safety audit and follow-up on any non-compliances (Quilpie, Eromanga, Toompine).

• building and town planning services (applications and processing facilitation).

This includes progressively developing an in-house knowledge base of common local enquiries and responses, liaising with the contract planner and certifier as required, and collaborating on issues escalated from the actioning officer.

Corporate plan priority - Be responsive to change and digital transformation

• Provide management and support to the Information and Communication Technology (ICT) Officer to help build internal capacity to meet organisational needs.

• Develop and maintain a network of module owners, identify training needs,  and coordinate ongoing development of troubleshooting guides to facilitate local support where possible.

   Develop and implement initiatives that strengthen network and data security (working with external providers where required, and liaising with the ICT Officer and Director for review and contribution) including:

  • annual review of the Information and Cyber Security Policy.

  • development/maintenance of an incident response plan that outlines the procedures to be followed in the event of a security incident (including incident assessment, containment, eradication, recovery, and post-incident analysis).

  • annual external network penetration testing. 

  • development / roll-out of cybersecurity awareness training to all employees (including identifying phishing attacks, secure password practices, social engineering, and safe internet browsing habits and updating to address emerging threats and technologies.

Corporate plan priority - Maintain good corporate governance

Audit and risk management

Audit (external) 

• Ensure Council’s compliance for the auditing of financial statements by the auditor-general (or delegate) (Section 212 Local Government Regulation 2012), and timely responses to information requests.

• Facilitate presentation (via draft agenda report) of the auditor-general’s observation report by the Mayor (Section 213 Local Government Regulation 2012) at the ordinary Council meeting immediately after receipt.

Audit committee – Prepare and coordinate agendas, reports and minutes

• Provide agenda reports and information in relation to the integrity of financial information (Section 105 (4) (a) (i) Local Government Act 2009)  to facilitate the effective functioning of the Audit Committee.

• In accordance with Section 211 (1) (b) (iii) (Local Government Regulation 2012), present draft financial statements to a meeting of the Audit Committee before certification and before provision to the auditor-general for auditing under Section 212 Local Government Regulation 2012.

• In accordance with Section 211 (1) (b) (iv) (Local Government Regulation 2012), present the auditor-general’s audit report and auditor-general’s observation report to a meeting of the Audit Committee.

Coordinate and review agendas and minutes of the audit committee   

• Review agendas and minutes for professional and accurate representation of the audit committee meeting.

Audit committee outcomes

• Facilitate audit committee outcome reporting in accordance with Section 211 (1) (c) Local Government Regulation 2012, including assisting with the Chief Executive Officer’s presentation in accordance with Section 211 (4).

Financial risks

• Ensure that financial risks are documented, control measures are in place (or planned/budgeted for) and are reviewed on a regular basis (Section 164 (1) Local Government Regulation 2012).

Policies and processes

Policies   

• Contribute to annual review of policies (led by Director) pertaining to investment, debt, revenue, procurement and asset management. 

Processes

• Contribute to development of financial processes (led by Director) that span all Directorates.

Website and public access

Contracts

• Review and publish details of contracts awarded with a value of $200,000 or more (exclusive of GST) in accordance with Section 237 of the Local Government Regulation 2012 (Prepared by Procurement Officer).

Corporate plan priority - Long-term financial sustainability underpinned by sound financial planning and accountability

Financial planning 

• Annual budget including revenue statement (Section 169, 170, 173 Local Government Regulation 2012) - Coordinate and prepare, collaborating with the Director on the long-term financial forecast updates including:

  • Statements for the financial year for which it is prepared and the next 2 financial years (financial position, cash flow, income and expenditure) 

  • Revenue statement (Section 172 Local Government Regulation 2012)

  • Rates modelling

  • Interest revenue estimates

  • Loan interest and repayment budgets

  • Depreciation and asset transactions

  • Other revenue estimates

  • Expenditure submissions (operating and capital projects), ensuring reconciliation of funding sources 

  • Salary budgets in conjunction with Executive Manager People and Safety, and Deputy Directors (for estimates of overtime and allowances).

• Oncost rates – Review annually and update the financial system following review by the Director. 

• Fees and charges – Prepare, present to Council for adoption and update the financial system. 

• Plant hire rates – Review, liaise with Directors - Corporate and Infrastructure Services (estimated utilisation, market rates etc) and update the financial system.

• Statement of estimated position – Prepare for tabling by the Chief Executive Officer (Section 205 Local Government Regulation 2012).

• Budget monitoring and reviews – Monitor actual versus budget and coordinate budget amendments (Section 170 (3) and (4) Local Government Regulation 2012), with a minimum quarterly review in conjunction with the progress updates for the annual operational plan.

Financial accountability

• Financial sustainability

  • Financial Management (Sustainability) Guideline – Ensure a detailed understanding and continued progress for Quilpie Shire Council (Tier 7 Council) with complete reporting by 2027-28. 

  • Trends – Maintain a full history of indicators and provide commentary on trends to the Executive.

  • Benchmarking - Provide Councillors with periodic (minimum annually) financial sustainability benchmarking with other Tier 7 Councils.

  • Rolling review of fees and charges – Undertake analysis and provide recommendations to Council on individual fees and charges, having regard to Council’s financial sustainability.

• Financial statements

  • General purpose financial statement (Section 176, 177 Local Government Regulation 2012) – Prepare in compliance with accounting standards and submit for Director review and external auditing.

  • Current year financial sustainability statement (Section 176, 178 (1), 178 (3) Local Government Regulation 2012) – Prepare and submit for auditing.

  • Long term financial sustainability statement (Section 176, 178 (2), 178 (3) Local Government Regulation 2012) – Prepare and submit for information.

  • Community financial report (Section 179 Local Government Regulation 2012) – Prepare and submit for Director and auditor review.

• Monthly financial report

  • Financial report – Prepare for tabling by the Chief Executive Officer (Section 204 Local Government Regulation 2012).

• Annual report

  • Financial statements and community financial report – Provide and check (Section 183, 184 Local Government Regulation 2012).

  • Other contents generated by corporate services – Prepare and check (Section 190 Local Government Regulation 2012) such as:

    • Invitations to change tenders (Section 190 (1) (e))

    • Summary of all concessions for rates and charges (Section 190 (1)(g)).

• Government statistical and taxation returns

  • Local Government Consolidated Data Collection (November) (6 data sheets on finance, leases, functions, assets, rating and other information) – Prepare for the information of:

    • Queensland Local Government Grants Commission

    • Australian Bureau of Statistics

    • Department of Local Government, Water and Volunteers

    • Queensland Office of Economic and Statistical Research

    • AUSTROADS and the Australian Local Association (ALGA)

    • Queensland Government agencies

  • Notice of payment of notional goods and services tax (GST) – Prepare and submit (15 September).

  • Fringe benefits tax (FBT) – Prepare and submit (May).

  • Review returns prepared by Corporate Services team members:

    • Business Activity Statement (Goods and services tax) (monthly) 

      (Prepared by:  Finance Officer – Payables)

    • Rates and charges (Prepared by:  Finance Officer – Receivables)

      • Queensland Fire and Emergency Services Annual Return (29 April).

    • Emergency service levy and payments - Return:

      • 1 July to 30 September – due 14 October

      • 1 October to 31 March – due 14 April

      • 1 April to 30 June – due 14 July.

         

    • Queensland Fire Department, Levy Management Unit (LMU) Form 1 – Return of Prescribed Properties (Section 13 Fire Services Regulation 2011) inclusive of the following information:

      • the number of pensioners in each levy class 

      • Council’s rating periods

      • the number of properties within each levy class and levy group (down to levy subcategories).

    • Australian Bureau of Statistics – building approvals electronically (Monthly) (Prepared by:  Records Officer).

Assets and registers

• Asset registers – Maintain accurate and timely entries in asset registers, including records of acquisition, disposal, write-off, depreciation and revaluation (desktop) of non-current physical assets (Sections 180, 206 Local Government Regulation 2012).

• Material and reportable asset loss – Report to the Director and Chief Executive Officer (for notification to the relevant agencies) of asset losses (money > $500, other assets >$1,000) in accordance with Section 307A Local Government Regulation 2012.

Accounting records and reconciliations 

• Reconciliations - Review, check and authorise end-of-month reconciliations for the trial balance and financial modules (prepared by the module owners). 

• Funds – Maintain separate records for Council’s operations and trust fund, including comparison with budget (Section 200, 201, 203 Local Government Regulation 2012).

• Journals - Process journals (if required) to ensure accurate accounting records.

Financial processes 

• Implement dual checks (Deputy as reviewer / authoriser) to maintain oversight of corporate services that carry significant financial and operational risks (e.g. legal, reputational) including:

  • Timely reconciliation of State valuations to Council’s property database.

  • Accurate and timely levy of rates and charges (including supplementary notices).

  • Debt recovery processes (including correspondence) in accordance with Council’s policy.

  • Facilitation of Chief Executive Officer’s review of objections to valuations in consultation with the Director.

  • Coordination of steps for land sales for overdue rates and charges in consultation with the Director.

Grants and other external funding 

• Reconcile the grants register to the general ledger as part of end of month procedures.

• Prepare financial information for progress updates, and funding acquittals for grant/funding agreements.

Investments and cash flow management

• Administer Council’s investments in accordance with the adopted Investment policy.

• Maintain an investment register that reconciles to the general ledger.

• Manage Council’s cash flow to ensure timely payment of its commitments for payroll and creditors.

Borrowings / loan administration

• Administer Council’s borrowings in accordance with the adopted Debt policy.

• Maintain a loans register that reconciles to the general ledger.

• Operate and populate the Queensland Treasury Corporation (QTC) model and administer borrowing applications. 

Key accountabilities – Team role (deputy director)

Key accountabilities – All employees

Workplace health and safety

All Queensland employees have a duty under the Workplace Health and Safety Act 2011. ^{(Section 28)}

While at work, therefore, all Quilpie Shire Council workers must:

• Take reasonable care for their own health and safety. 

• Take reasonable care that their acts (actions) or omissions (failure to act) do not adversely affect the health and safety of other persons.

• Comply, so far as the worker (employee) is reasonably able, with any reasonable instruction to allow compliance with the Act.

All Queensland local government employees are responsible for observing the ethics principles of: 

• integrity and impartiality

• promoting the public good

• commitment to the system of government

• accountability and transparency.

Quilpie Shire Council’s Employee Code of Conduct has been developed in accordance with the Public Sector Ethics Act 1994. All employees are responsible for complying with their Council’s Code of Conduct. ^{Local Government Act 2009 Section 13 (2)(i)}

The Local Government Act 2009 also emphasises an employee’s responsibility to:

• carry out their duties impartially and with integrity. ^{(Section 13(2)(d))}

• ensure the employee’s personal conduct does not reflect adversely on the reputation of Council. ^{(Section 13(2)(e)}

Other local government responsibilities 

All Queensland local government employees have the following responsibilities ^{(Section 13)} broadly summarised under the following headings:

• Council plans, policies and decisions (advice and implementation)

  • providing sound and impartial advice to Council. ^{(Section 13(2)(c))}

  • implementing the policies and priorities of Council in a way that promotes:

    ^{(Section 13(2)(a))}

    • the effective, efficient and economical management of public resources

    • excellence in service delivery

    • continual improvement.

  • carrying out duties in a way that ensures Council achieves its corporate plan.

     ^{(Section 13(2)(b)(iii))}

• Compliance 

  • carrying out duties in a way that ensures Council can fulfil its responsibilities under the Local Government Act 2009 and all laws applicable to local governments.

    ^{(Section 13(2)(b) (i), (ii))}

  • observing all laws relating to their employment. ^{(Section 13(2)(g))}

• Performance 

  • continuing to improve all aspects of an employee’s work performance. ^{(Section 13(2)(f))}

• Local government principles

All Queensland local government employees, in performing their responsibilities must also do so in accordance with the local government principles (where within the control of the employee). ^{(Section 4 Local Government Act 2009)}

The principles are:

• transparent and effective processes, and decision-making in the public interest.

• sustainable development and management of assets and infrastructure, and delivery of effective services.

• democratic representation, social inclusion and meaningful community engagement.

• good governance of, and by, local government.

• ethical and legal behaviour of councillors, local government employees and councillor advisors.

Work environment and physical demands

This position is an indoor role and requires prolonged periods of sitting at a desk and operating a computer and telephone. The employee may be required to carry out some low-level physical tasks which may include manual handling, bending, kneeling, twisting, squatting and lifting.

Other responsibilities

This position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the role. 

While this position description covers the key areas of responsibilities, day to day tasks and responsibilities may vary and be in addition to those listed above (reasonably within the limits of the employee’s skills, competence and training).

Sub-delegations and authorised person powers

According to the Chief Executive Officer’s approved register.