Organisation: RMIT University
Job Title: Senior Finance Officer (Banking and Credit Cards)
Location: City Campus
Extensive experience and success in dealing with high volume financial transactions in SAP or
similar general ledger system
Possessing 13 years of accounting and finance experience, I have strong expertise and
demonstrated success in managing high volumes of financial transactions with accuracy and
efficiency. Since 2006, I have held positions at Certified Practising Accountants (CPA) Australia, one
of the world's largest accounting bodies with a global membership of more than 150,000 members
working in 120 countries around the world. Commencing as Senior Accounts Payable
Administrator at CPA Australia, I have since obtained a promotion to the position of Assistant
Accountant in 2010 and have in that time also undertaken a yearlong secondment in the role of
Financial Accountant. These opportunities for promotion and additional responsibility have come
as a result of my proven success in performing a range of accounting and finance responsibilities,
as well as my demonstrated willingness to acquire new skills and seek opportunities for further
development.
With 150,000 members, the volume of transactions for which I am responsible at CPA Australia is
high. Towards the end of each calendar year, subscription renewal notices are sent to each of
these members requesting payment for the new subscription year commencing from the 1 st of
January. Subsequent to this, student payments for the CPA program open on the 9 th of January.
These events generate an extremely high number of bank deposits within a short timeframe. In
order to ensure that any discrepancies are quickly caught and resolved, I monitor incoming
transactions and conduct regular bank reconciliations.
The financial aspects of CPA Australia’s operations are managed through Microsoft Dynamics GP
(Great Plains) and Customer Relationship Management (CRM) software, which are linked through
a program known as Scribe. On occasion a transcription error may occur between these two
operating systems; in this case my role required me to efficiently identify and resolve the error.
This task is complicated through not only the high volume of transactions, but also the
international nature of the organisation. With members in 120 countries all making payments in
the same short time window, I need to identify where in the world the problem has originated.
Capable of successfully managing finance operations in a high-volume environment, I am able to
ensure that any errors are rapidly identified and corrected and that the general ledger accurately
reflects bank transactions.
While my experience to date has not yet included the use of SAP, I am confident in my ability to
rapidly acquire the necessary knowledge and skills. With a broad base of accounting and financial
experience and a confidence and capability with technology that allows me to quickly gain
competence in new systems, I would be able to develop skills in the use of SAP within a short
timeframe.
Excellent understanding of banking and credit cards management including key disclosures
At CPA Australia there are approximately 100 staff credit cards issued across the organisation. Part
of my role is to oversee the issuance and reconciliation of staff credit cards. In order to trigger the
issuance of a new employee credit card, the General Manager signs off on authorisation to the
Deputy Chief Financial Officer, who then requests me to set up the new card. I will then facilitate
completion of the appropriate bank paperwork by the employee and provide the new card.
Credit cards are required to be reconciled on a monthly basis. When a new card is issued, I provide
the cardholder with training in the use of the online-integrated credit management system (ICMS)
through which they are required to substantiate and reconcile expenses. If transactions remain
unreconciled at the end of the month, this leads to a discrepancy wherein transactions are not
reflected in the general ledger and remain in the departmental clearing account. On a monthly
basis I therefore download a report of outstanding unreconciled credit card transactions and
follow these up with the individual employees responsible. If this does not prompt action, I
escalate the matter to the departmental supervisor. In this way I ensure that the general ledger
provides an accurate reflection of transactions.
On a monthly basis I participate in reconciliation of organisational bank accounts. Part of this
process involves following up on unidentified payments received by CPA Australia. Given the high
volume of transactions at certain times of the year, and the fact that membership subscription
deposits are being received from members located all around the world, this can be a complex and
time-consuming process. By taking a systematic and thorough approach, I ensure that
reconciliation can be performed as efficiently and accurately as possible.
In disclosing the financial position of the organisation, I prepare and contribute the ‘Trade and
Other Receivables’ notes to the CPA Australia Annual Report. This component of the report
discloses the current receivables for the period less doubtful debts, aging of past due but not
impaired debts (60 to 90, and 90 to 120 days), and the movement in allowances made for doubtful
debt. After I prepare this information, I provide it to the Senior Financial Accountant for inclusion
in the Annual Report.
Customer focused, understanding the importance of developing and maintaining key
stakeholder relationships with both internal and external customers
In my position at CPA Australia, I am frequently required to liaise with our members regarding the
payment of their subscription fees. Often I will be required to follow up with members regarding
unaccounted deposits received in to the bank account. On other occasions, I may be notified by
the bank of a dishonoured cheque received from a member. This can be a delicate situation in
which I need to follow up with the member to make arrangements to secure the original payment
and recovery of the bank dishonour fee. Recognising that the 150,000 members of the
organisation are the customer base who we serve, I always maintain high standards of courtesy
and respect when dealing with members.
As Assistant Accountant, much of the service I provide is to internal customers, with whom I build
strong and effective working relationships. When new employees are engaged, I provide them
with the training and information that they will need for their interactions with the organisation’s
financial operations. Some of the information I will generally provide includes the coding system
and process used for raising invoices and the financial authorities and delegations applying to their
role. Where a credit card is being issued, my training includes introduction to the chart of accounts
to explain how to code transactions, training in the online reconciliation process, and an
explanation of the timeframes within which information is required.
As well as holding offices in each Australian capital city, CPA Australia operates in countries such as
Malaysia, Singapore, Hong Kong, Indonesia, China, Vietnam, New Zealand and the United
Kingdom. In this large and complex organisation, some overseas offices employ financial staff of
their own for processing work while my head office in Melbourne undertakes the managerial
finance aspects of their operations; for other countries my office manages all financial and
accounting requirements. Whether due to the stronger resources available in the Melbourne
office or because particular expertise is required to resolve a problem, I am frequently called upon
to provide services, advice and assistance to the financial staff of our overseas offices. Often
working at short notice, I strive to provide the same high standards of customer service that I
afford to our members to the financial staff of our international offices.
Proven ability to work independently as well as and under supervision and ability complete
tasks or projects within agreed timeframes and on budget
Demonstrating my capacity to work in a self-directed manner, in my current role with CPA
Australia I have spent the past 12 months reconciling the sundry debtors of the organisation. A
complex problem was created when in 2013, following a four-year building process; a new
customer relationship management (CRM) system was implemented by the organisation. In the
previous system, a number of reports were used to reconcile the sundry debtors list. It emerged
that in the introduction of the new CRM, some of these reports were lost which meant there was
limited available information on sundry debtors. Staff movements in the financial team meant that
this problem went unaddressed for some time, which only exacerbated the problem. Due to my
reputation for my ability to develop solutions and undertake complex tasks, it was requested that I
tackle this problem and find a way to perform a reconciliation of the sundry debtors’ accounts.
While I was independently responsible for reconciliation of the sundry debtors list, resolving the
problem required me to collaborate with others to draw on organisational expertise and
information. Because no report existed under the new CRM which could provide the information I
needed, I worked closely with the technology unit to locate the required information, generate
reports and analyse key data. This was an extremely time consuming process which required a
great deal of trial and checking to ensure that the correct data was being pulled from our system
to generate the report I would require. Once this process was successfully completed and I had
the correct data, I was able to work with key business unit stakeholders in recovering sundry debt.
My success in undertaking this process was demonstrated clearly through delivery of an 85%
reduction in sundry debtors within three months.
In certain circumstances, I am required to work under supervision to complete work to strict
deadlines. One example of this came when external audits were simultaneously being conducted
at the Australian and Malaysian offices. On this occasion I was requested to perform reconciliation
of the Australian sundry debtors account within a five day time period, a difficult task given the
state of the sundry debtors list outlined above. At the same time, I was called upon to perform
reconciliations for the Malaysian office where auditors required the information with a two-day
deadline. This too was a complex exercise as the Malaysian office operates very much on manual
processes and there were over 4,000 transactions requiring reconciliation. The successful delivery
of both of these reconciliations within such short overlapping timeframes required me to work
efficiently and effectively to provide the required outcomes.
Highly developed interpersonal, communication and negotiation skills, with the ability to liaise
effectively with internal and external clients, maintaining key stakeholder relationships
Over the course of my professional career, I have demonstrated outstanding communication skills,
both written and oral, with highly developed listening skills and the ability to appropriately
respond to stakeholders, management and team members. With the capacity to adapt my
communication style and messages to suit my audience, I focus on delivering a high standard of
customer service in my role. I do this by providing a professional approach to each interaction
using my superior interpersonal and engagement skills. As a naturally social person, I am a skilled
communicator and I endeavour to build and maintain positive relationships in my professional
dealings.
Demonstrating my capacity to negotiate with others, I have successfully undertaken a project to
streamline the fixed asset process for capital expenditure (CapEx) by the technology business unit.
Recognising flaws in the current process, I worked with key stakeholders in the technology
department to negotiate improved communication between that department and the finance
team regarding the execution of CapEx projects. As a result, I was able to introduce agreed
processes which have increased transparency and communication around progress of CapEx
projects and transactions.
Possessing the ability to respond to the needs of internal and external stakeholders in an
appropriate manner, I am able to convey complex financial and accounting information in a readily
understandable way that meets the needs of the recipient. When dealing with people who do not
have an accounting background or knowledge, I thoroughly explain the complex information I am
providing in a clear and concise manner and ask questions to ensure that I am being understood. I
pride myself on ensuring that others are provided with the information they require to undertake
their responsibilities. This was recently evidenced with CPA Australia when I was tasked with
compiling all information for our yearly insurance policy renewal. By extensively liaising with our
insurance broker and going to great lengths to obtain complete and accurate information for use
by the insurance underwriter, my attention to the needs of our insurers was such that I was
commended by the broker and our senior management team on a job well done.
My commitment to sharing information when required for the benefit of others is evidenced in my
current role where I mentor and provide advice to new and existing employees from an
accounting and an internal business practice and procedural perspective. In the case of new
employees, I support them by talking them through the relevant practices, applications and
systems on a one-on-one basis. I endeavour to assist where I can, and if I am unable to provide the
information, I source an appropriate person who can assist and point them in that direction. In this
way, I facilitate strong internal relationships that serve to benefit my organisation.
Advanced Excel, Access and SAP or other ERP system skills
In my work, I facilitate all accounting and finance tasks through my in-depth information
technology (IT) skills and capabilities. Throughout my career I have developed skills across a
variety of accounting-based systems. With eight years of experience in the use of Microsoft
Dynamics GP (formerly known as Great Plains), I am extremely proficient in its functions. I
currently utilise Microsoft Dynamics GP for all accounts payable functions, debtors, fixed assets
and journal entries. In the reporting field, I use it to extract data and create trial balances;
uploading journals into Microsoft Dynamics GP by utilising the Integration Manager. In addition, I
use the Workplace add-on to raise purchase orders. My extensive experience with this system
means that I have seen several versions and upgrades. With an aptitude for technology I have
been quick to adapt to and make best use of new functions available with successive versions of
the program.
My current work also involves the use of a Customer Relationship Management (CRM) system to
collect and store member data. This CRM ‘communicates’ with Microsoft Dynamics GP via
application of the Scribe transcription program. While my previous roles have not required me to
use SAP or Access in my functions, I am confident that my exposure to and expertise in the
Microsoft Dynamics GP Enterprise Resource Planning (ERP) systems ensures that I am well
positioned to rapidly attain competence in the use of these programs.
As an advanced user of Microsoft Office software, I utilise Excel to an advanced level on a regular
basis. I am proficient in the use of pivot tables and VLOOKUP and regularly use Excel to develop
and update spreadsheets. Using Excel, I am able to prepare graphs and tables of data to
communicate complex financial information in a clear way. In addition to these programs, I also
use Cognos in my work to undertake forecasting, produce profit and loss reports and to produce
complex management accounting reports as required.
Comfortable and confident in the use of technology, I am quick to adapt to new software packages
and programs. While I have had the benefit of formal training in the use of some programs, I also
possess an aptitude for technology which allows me to pick up new skills with minimal instruction
or teach myself to use new programs.
Excellent understanding of Sub-ledger/General ledger reconciliation requirements
My experience to date has provided me with exposure to the full range of organisational
accounting and financial functions. My responsibilities have included compilation of financial
statements, including monthly profit and loss statements, extensive liaison with key business
stakeholders to review month-end results and variances, sub-ledger and general ledger (GL)
reconciliations and assisting in compiling CPA Australia’s annual report. Additionally I undertake
monthly reporting, including the business activity statement (BAS), WorkCover and payroll tax,
maintenance of the fixed assets register, including reporting, analysis and reconciliations, and
monitoring of cash flow on a daily basis. My initial role with the organisation also saw me obtain
significant experience in the accounts receivable and accounts payable functions. With a strong
record of professional success, throughout my career I have demonstrated a sound knowledge of
accounting and financial standards and processes, including the requirements for reconciliations
of sub-ledgers and general ledgers.
In conducting reconciliations, I follow a set series of procedures to ensure thoroughness and
accuracy. At the end of the month, I will download the months’ transactions from Microsoft
Dynamics GP and print off this summary. I will then download the transactions from the Customer
Relationship Management (CRM) system and cross-reference the information from these two
reports. Where any variances are identified I will follow these up to ensure that they can be
resolved for the next month. This often involves checking each system for potential errors in the
synchronisation between the two; where errors of this nature are detected I liaise with
Information Technology staff to find a resolution. Where unaccounted deposits have been made, I
follow up with the relevant member to identify the reason for the deposit. In addition, I ensure
that employees are completing required credit card reconciliation activities in a timely manner. In
conducting reconciliations, I ensure as far as possible that variances are not carried over to
successive months, with the ultimate aim of producing a completely clean reconciliation in
December in readiness for the upcoming year.
As well as its Australian operations, CPA Australia operates offices in countries such as Malaysia,
Singapore, Hong Kong, Indonesia, China, Vietnam, New Zealand and the United Kingdom. Some
overseas offices employ financial staff of their own for processing work while the head office in
which I work performs the managerial finance aspects of their operations. In other countries the
head office manages all financial and accounting requirements, meaning that some of my regular
work is for overseas operations. My regular duties include the reconciliation of New Zealand bank
accounts, sundry debtors’ lists, Long Service Leave, Payroll, GST, intercompany and clearing
accounts. In addition, I perform reconciliations for other overseas offices on an as-required basis,
for example, I have performed reconciliation on the Malaysian office’s accounts when this
information was required at short notice for audit purposes.
Advanced abilities in writing clear concise reports and submissions and with advanced abilities
with Microsoft Word and Power point
With strong capabilities in report preparation, my current role at CPA Australia requires me to
regularly provide information to various internal business stakeholders. This reporting is
undertaken using a range of software tools and programs, including Microsoft Word. Reporting to
the Senior Financial Accountant, I provide an outline of outstanding sundry and trade debts
alongside commentary regarding this debt, for example explanations of attempts being made to
recover the debt and any payment arrangements that have been entered in to. Where warranted,
the Senior Financial Accountant will pass these reports to higher management levels to provide
them with information.
Contributing to CPA Australia’s management accounting processes, I contribute to monthly
management reports in relation to three business units, namely Publications, External Relations
and Social Media. In these reports I provide commentary on any unusual transactions or results
within the business units. For example, the annual mail out of CPA Australia’s members’
publication results in a large spike in postage costs in the Publications unit; I would therefore
provide commentary to explain this unusually high figure. The reports I produce are directed to
the Finance Manager, who complies these alongside other information in to the monthly
management report for the Chief Executive Officer, Chief Financial Officer, Chief Operating Officer
and other executives.
With strong written communication skills, I undertake my reporting functions with a clear
awareness of the needs of the end user. By ensuring that I provide an appropriate level of detail,
the reader is provided with enough information on which to base decisions. This is balanced by the
need to be clear and concise in my communications and presenting information in a way that is
appropriate for the level of financial literacy of the reader.
While my current role does not require the use of PowerPoint for communication, I have
previously used it to prepare academic presentations and would consider myself an intermediate
user at present. Comfortable with technology and the use of various software programs, I have
the capacity to further develop my skills in both Word and PowerPoint to an advance level should
this be required.
