Controller

The Controller is responsible for overall management of the corporate financial operations including supervision of accounting department staff, preparing and maintaining accounting procedures and policies, closing of financial records and preparing financial reports, reconciling accounts receivable/payable and general ledger accounts, managing payroll, asset management, securing commercial insurance coverages, supporting grant reporting and compliance, managing independent audits and other annual filings. This position reports to the CFO.

Duties and Responsibilities

Staff Supervision:

• Manages accounting department staff including accounts payable, payroll and staff accountants.
• Ensures adequate coverage of staff and ensures continuity of service to all programs and staff.

Accounting Procedures:

• Establishes and maintains the Accounting Policies and Procedures.
• Ensure timely updates and changes to Policies and Procedures that are required by regulators and program funders are approved in a timely and consistent manner. Support process to obtain approvals from Board of Directors and other relevant committees.
• Manages the selection of accounting software and oversees accounting implementations.
• Responsible for the establishment and compliance of internal controls required to ensure accurate and timely financial reporting.
• Oversees the daily operations of all fiscal accounting.

Financial Reports:

• Prepares reports on a monthly, quarterly, and annual basis for the CFO, CEO, Board of Directors and funders.
• Reports include a statement of cash flow, budgets, P&L, balance sheet, with commentary of significant changes and variances to budget.

Accounting Operations: Receivable, Payable, and General Ledger

• Provides for timely and accurate maintenance of the accounts receivable ledger including the accurate and timely posting of cash receipts and deposits.
• Manages accounts payable function and ensures coding of expenses are in compliance with GAAP and follow funder requirements.
• Manages the monthly, quarterly, and annual close cycle by performing posting, reconciling, and locking of system functionality to close a period.
• Prepares capital lease payment schedule, fix assets depreciation schedules, and capital budget reporting.
• Ensures various allocations are consistent with policies and the basis for allocation is properly calculated.
• Processes monthly and yearly adjustments, estimates and accruals.

Payroll Production:

• Manages overall payroll function.
• Reviews employees change forms and new hire paperwork.
• Audits timecards for accuracy, proper approval and wage distribution coding.
• Ensures controls are adequately established and performed.

Account Reconciliations:

• Oversees the accurate posting of all sub-ledgers to general ledger.
• Reviews and approves reconciliations of all general ledger accounts.
• Recommends and executes adequate internal controls necessary to ensure the integrity and accuracy of records.

Facility, Mortgage, Escrow Accounts:

• Oversees processing of building tenant invoices, rent roll and tenant lease.
• Reconciles building mortgage payments and escrow accounts, if applicable.
• First point of contact with tenant regarding invoices and late payments
• Provide reports to management, banks, and other parties of interest as necessary.

Assets Management:

• Create and maintain agency assets system to ensure safeguarding of assets and reliability of financial data.
• Responsible for current asset management and assist with periodical physical assets counts, procedures and processes.

Cash Flow Analysis:

• Directs treasury operations, such as cash management, care and custody of funds and investment.
• Monitors agencys cash flow needs and assists in the preparation of cash flow forecasting.

Insurance and Other Reporting:

• Manages the FTCA claims process.
• Serves as main point of contact for Business and FTCA claims-related activities.
• Assists in training staff on required materials for FTCA claims.
• Attend risk management insurance negotiation meeting and follow up the expense allocation to programs.
• Coordinate with Workers Compensation audit and follow up the reconciliation.
• Leads process to secure commercial insurance coverages that are necessary, cost efficient and adequately protects companys assets.
• Prepare and submit the Federal Indirect Rate proposal.

Grant Reporting and Compliance:

• Works collaboratively with budget and billing teams to support grant reporting and deliverables.
• Maintains records in accordance with GAAP, applicable laws, governmental entities, contractual obligations, and terms and grant requirements.
• Oversees process for timely drawdowns, reconciliation of award and remaining available funds to maximize utilization.
• Works collaboratively on new submissions of Federal contracts.
• Ensures the federal grant meets the single audit requirement.

Contracts Review:

• Reviews and advises on the financial and accounting aspects of all contracts prior to their execution.
• Negotiates with funders for budget modifications when necessary.

Budgeting & Program Audit:

• Assist budget personnel with timely information necessary to prepare agency and program budgets.
• Coordinates with auditors from federal, state, city and county to conduct the programs audit.

Close of Monthly Periods and Year-End Books:

• Manages the timely close of financial system each month ensuring entries are posted in a timely and controlled manner.
• Leads process to ensure staff completes journal entries in a timely manner and close process is completed on time.
• Oversees and ensures the accurate and timely close of the agency financial books in preparation for the independent audit.

Annual Audit & Tax Return:

• Manages and coordinates all requirements for annual audits and filings.
• Leads accounting team in executing required audit deliverables including the review and accuracy of deliverables.
• Cooperates with and assists the independent auditors in the timely completion of the annual audit.
• Coordinate and prepare audit schedules for year-end audit.
• Prepare state and federal tax return information to support the auditor.
• Prepares and ensures timely submission of other annual filings such as cost reports, indirect cost analysis, property and business tax filings.

Qualifications

• BA/BS in Business Accounting or Finance; CPA preferred
• Five or more years of nonprofit accounting experience; fund accounting experience required.
• Excellent communication and written skills
• Proven track record of successful management of multiple/ competing deadlines
• A solid understanding of accounting practice including all applicable standards and regulations; knowledge of GAAP.
• Ability to communicate well with people of diverse cultural professional and experiential backgrounds.
• Ability to establish and maintain effective work relationships as part of a multi-disciplinary team.
• 7-10 years supervisory experience.