Systems & Finance Assistant (Grade 14)

Job Description

Job Category :Admin & Clerical
Location : County Hall, Somerset Council
Hours Per Week : 37.00
Start Date : Immediate Start
Start Time : 09:00
End Time : 17:00
Salary: £10.98

We are looking for a Systems and Finance Assistant to join our dedicated Systems and Performance Team, within the Strategic Asset Management Service, until 31/12/2023. The Systems & Performance team handles parts of the administrative work required to keep the Corporate Estate running. We pay bills and monitor the finances, support systems administration, as well as look after performance reporting.

You will be part of a proactive, hardworking team who are very supportive of one another.

You will play a vital role in providing financial support to the Strategic Asset Management Service . Key activities within this role will include:
• Processing invoices for payment
• Raising purchase orders
• Liaising with internal and external stakeholders to resolve queries
• Monitor spend and produce reports for managers to ensure enough funds are available to pay future invoices
• Act as a point of contact for finance related queries – providing advice and guidance where needed
• You will provide other business, systems, and financial support to the Service as and when required.

Systems & Finance Assistant – Main Responsibilities & Duties
1. Process incoming supplier and sub-contractor invoices, relating to the Property Maintenance Group, for payment within the specified terms of the vendor, unless in dispute. Validate sub-contractor invoices, resolving any associated queries, and referring to the appropriate manager for resolution and authorisation for payment.
2. Liaise with supplier and sub-contractor credit control departments to review statement of accounts and to reconcile disputed invoices.
3. Create new supplier and sub-contractor purchase orders. Monitor open purchase orders to identify whether sufficient levels of order values are in place to cover future invoices. Provide relevant information to the appropriate manager to decide if new purchase orders are required.
4. Process new supplier and sub-contractor vendor applications.
5. Carry out recharging of property maintenance jobs using various data sources to internal Council budget codes and to third parties.
6. Maintain the Council’s preferred property asset management system and ensure all the financial data records relating to property maintenance are accurate and up to date.
7. Provide essential business, systems and financial support to the Strategic Asset Management Group, coordinate these activities with business support colleagues across teams within the Group. At the direction of the Systems and Finance Manager, assist other teams in the Strategic Asset Management Service with their recharging and invoicing activities to meet deadlines and backlogs.
8. Provide or coordinate business support for corporate cross-Group business information request/actions. Maintain consistency and accuracy of appropriate business, systems and financial activities across the Group.