Firbank is seeking an organised and highly capable Accounts Payable Officer to manage our AP system (Alii).

The successful candidate will have strong AP management and end-to-end AP processing skills. We are seeking a candidate who has experience in a similar role or is currently undertaking/already holds relevant qualifications. As a key member of our Finance department, they will be an approachable figure to staff involved in the invoicing process and will receive guidance from our Payroll/ Accounts Payable Officer. This is a collaborative role that will work closely with all members of our Finance Department.

Position Details: This is a part-time, ongoing role with an August start (flexible for the right candidate). This role operates 19 hours per week (FTE: 0.50), with 4.75 hours to be worked over four days per week. Flexibility is available for the selected candidate, so if your availability differs from these hours, please specify in your cover letter.

Base salary: $65 - 75k p.a (full time equivalent) dependent on experience.

Applications close: August 12th, 2025 (Suitable candidates will be interviewed before this date, so applicants are encouraged to apply as soon as possible).

Key Responsibilities:
Management of Alii:

• Oversee the Alii accounts payable system and ensure timely syncing with other systems.
• Troubleshoot system issues in collaboration with Alii Support and IT; assist with updates.
• Actively monitor and resolve outstanding POs, invoices, and account statements.
• Accurately file and categorise invoices, payments, and records for easy retrieval and audits.
• Ensure processing accuracy, correct GST treatment, and control over taxi vouchers.
• Support users with training and escalate technical issues as needed.
• Manage employee expense reimbursements in line with policies.
• Conduct periodic creditor data reviews.
• Prepare and review weekly payment runs.

Supplier Management:

• Process supplier invoices in a timely and accurate manner.
• Manage supplier communication and follow up with internal stakeholders where required.
• Ensure supplier invoices are reviewed prior to payment.
• Reconcile supplier statements and resolve discrepancies.

Internal Administration:

• Ensure all of Firbank’s purchasing processes are adhered to.
• Ensure that only approved suppliers are set up in Alii.
• Follow appropriate controls and procedures to mitigate financial fraud and cyber security risks.
• Manage the Accounts email inbox for internal teams, external partners and suppliers.
• Manage expenses reimbursement.
• Review and record corporate credit cards transactions.
• Assist with month/year-end process, reporting, and accruals.
• Coordinate international and manual payments as required.
• Collaborate with internal teams to ensure smooth financial operations.

Finance Team Support:

• Provide backup support for Accounts Receivable and other finance tasks.
• Identify and implement process improvements to streamline accounts payable and reduce manual work.
• Assist with monthly, yearly, and other assigned tasks as required.

Key attributes:

• Efficient planning, organisation and time management skills, ability to meet deadlines.
• Strong written, verbal and interpersonal skills.
• A strong bias towards achievement and customer service with a focus on outcomes.
• Display self-confidence with a sense of initiative and flexibility.

Qualifications and experience:

• Experience in an Accounts Payable Officer role, with proven experience in a high-volume environment.
• Thorough understanding of the School’s accounting and budgets.
• Ability to work collaboratively with a diverse range of stakeholders.
• Ability to prioritise.
• Current Working With Children Check (employee)(or willingness to obtain).
• Current First Aid certificate (or willingness to obtain).
• Current Police Check (or willingness to obtain).

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About Firbank Grammar School
For more than 115 years Firbank Grammar has been at the forefront of teaching and learning, providing exceptional education and outstanding opportunities to its students. We offer world-class learning programs, activities and facilities to give our students the very best launchpad into the future.
As a leading independent school in Melbourne, our students consistently achieve academically and in their co-curricular pursuits and are a part of a vibrant community that supports excellence.
Firbank Grammar School is committed to ensure all relevant Child Protection and Safety laws, Ministerial Orders, regulations and standards in Victoria are upheld.

Why join Firbank?

• Inclusive and supportive culture.
• Opportunity to work in a highly regarded independent school in Brighton.
• Access to professional development opportunities.
• Onsite cafe with barista-quality coffee and delicious meals and snacks.
• Use of swimming pool facilities.
• Close proximity to public transport.
• Employee Assistance Program (EAP) available to you and your immediate family.
• Staff social groups and events.
• Staff discounts for local gym and incredible School productions.

To apply online, please click on the appropriate link below. For a confidential discussion, please contact our HR Department at [email protected].