Assistant Controller

Exempt Full-Time
Date Posted: 05/17/2024

Assistant Controller

FT, Exempt

 

Primary responsibilities are management of monthly close, payroll and benefits reporting and compliance and oversight of accounts payable and related compliance and reporting. Responsible for developing and analyzing procedures and data to ensure compliance with state and federal regulations as they relate to payroll, benefits administration, and accounts payable. Acts as liaison for fiscal year-end audit in collaboration with Controller and assists with preparation of the 990PF. Provide supervision to senior financial analyst responsible for reconciliations, fixed assets, and tax compliance. And supervises the accounts payable accountant responsible for operational and young scholars’ accounts payable. Assists the Controller by preparing detailed spreadsheets and analysis for the annual budget process and the annual financial statement audit. Participates in departmental cross training and assists and provides back-up to the senior finance manager and controller for year-end audit, annual budget and forecast prep, and other projects as required.

 

PRINCIPAL RESPONSIBILITIES:

  • Record Payroll data into the general ledger (by creating Payroll / Benefits batches for posting by Controller). Reconcile the ADP payroll database with payroll and benefits accounts in Great Plains accounting system. Ensure automated journal entries for payroll and benefits are accurate and reflect the latest approved allocation set-ups for each employee.
  • Supervise Senior Financial Analyst responsible for tasks assigned with regard to monthly financial closing including variance analysis, as well as preparing schedules and reconciliations for audit prep, tax prep and budget prep.
  • Supervise Accounts Payable Accountant responsible for operational and young scholars’ accounts payable. Supervise workflow and processes to ensure efficiency and timely payments.  Perform an accounting review and post expense vouchers prepared by the accounts payable accountant. Monitor accounts payable system to ensure compliance and proper authorizations are obtained (including contracts, purchase orders, and authorization signatures), and that vouchers and control reports are properly filed. Batch approve vendor invoices for payment into the accounting system. Upload vendor check payments positive pay file to Northern Trust. Initiate wire/ACH payments to vendors.
  • Manage Concur Travel and Expense Reporting and Invoice Automation applications, including implementations, upgrades and rollouts. This also involves setting up appropriate profiles for new or promoted staff as well as sunsetting profiles of terminated staff. Ensure GL accounts used in Concur reflect the latest updates so staff have access to proper coding of all expenses run through Concur. Review and approve periodic postings from Concur to the GL for all staff reimbursements and vendor payments, including verification of correct GL coding. Review required documentation is appended and proper approvals are present. Provide assistance and training to staff as needed on how to use Concur. Post employee expense reports.  Approve credit card payment reconciliations.
  • Maintain state sales tax exemption, and work with Accounts Payable Accountant to prepare accurate 1099 reporting.
  • Responsible for maintaining internal controls related to accounting procedures and processes.
  • Provide coaching and mentoring to Finance staff as well as implementing process improvement opportunities, guidance and support to other finance team members.
  • Complete annual surveys (i.e., FFOG, Census, etc.) and ad hoc reporting as required.
  • Complete annual Workers Compensation insurance audit each year.
  • Assume special projects and other duties as assigned by the Controller or CFO. Be proactive in initiating and implementing new processes and procedures in order to automate and streamline accounting functions (i.e., use of integrations for payments or journal entries, uploads for checkbook reconciliation, improvements to existing databases or spreadsheets).

 

JOB QUALIFICATIONS & REQUIREMENTS

  • Bachelor’s degree required.
  • CPA highly desired.
  • Minimum of 7+ years of diverse financial accounting and payroll experience.
  • Experience with Great Plains Dynamics and ADP payroll a plus.
  • Must possess advanced accounting knowledge and have ability to work independently and simultaneously on multiple projects and exercise discretion required to perform duties.
  • Must possess a high-level of spreadsheet acuity and ability to utilize Excel functions and pivot tables to engineer spreadsheets that are smarter, well formatted, user friendly and efficient.
  • Must be a flexible team player, detail oriented, and possess excellent organizational, analytical, and technical skills necessary to maintain accurate and timely reporting and compliance in an evolving, dynamic environment.
  • The Foundation follows a 35-hour work week schedule for full-time positions. Exempt employees may be required to work additional hours as needed to perform the duties of the job.
  • A demonstrated commitment to supporting and enhancing diversity, equity, and inclusion.

To apply, submit a resume and cover letter through the Jack Kent Cooke Foundation Career Center. E-Verify employer. No phone calls please.