Job Description

JOB DESCRIPTION  

I.     JOB SUMMARY

The Assistant Controller is responsible for the management and preparation of schedules, financial reporting (both internal and external) and management of financial data and the financial reporting system, including oversight of payroll processing and various general ledger entries as assigned by the Controller.  The Assistant Controller serves as backup to the Vice President of Fiscal Services / Controller   in their absence and interacts with the Executive Leadership Team, in addition to senior management, program administrative staff, auditors, vendors, funders and contractors. This position is under the direct supervision of the Vice President of Fiscal Services / Controller. 

II.   ESSENTIAL JOB FUNCTIONS

1. Behave in a manner that supports the agency's mission and follows personnel policies and procedures.
2. Work with VP of Fiscal Services / Controller to ensure proper the management of financial data through the Sage Intacct financial reporting system and to ensure data integrity and accuracy; assists with the management of any financial system implementations or upgrades.
3. Provide leadership and assumes all responsibilities of a supervisor for the accounting staff which report directly to this position; backs up VP of Fiscal Services / Controller and/or other staff accountants as needed for coverage; trains staff accountants on assigned programs and additional fiscal duties to provide adequate backup coverage during one’s absence.
4. Prepare budgets and allocation schedules for assigned programs; approves AP transaction reports after review by staff accountants; reviews expenditures to ensure conformance with budgetary limitations and contractual requirements; reviews drawdowns to ensure match with supporting financials; reviews/prepares required Federal Financial Reports to ensure accuracy and timeliness; prepares and validates General Ledger adjusting entries as required for accuracy.
5. Responsible for month-end closing and financial reporting processes including account analysis and reconciliation.
6. Oversee and serve as backup on Payroll processes including reviewing the reconciliation of all bank accounts and all payroll related reports, as necessary.
7. Responsible for timely generation of ad hoc financial reports requested and to ensure timely and accurate submission of all assigned billing and other fiscal reports to funders; works in partnership with Program Directors and the Executive Leadership Team to ensure accurate reporting and understanding of the financial health of the assigned programs portfolio; prepares some or all such reports, as necessary.
8. Prepare reports and schedules for the annual financial audit, single audit, 401K audit and 990; performs in-house audit of program as required; assists other team members in fiscal monitoring by funders, including review of fiscal documentation/procedures.

III.   OTHER JOB FUNCTIONS

1. Participate in the agency’s Performance and Quality Improvement Program.
2. Assist in special cost studies and projects as required.
3. Assume additional accounting functions and responsibility for the management of the Fiscal Department in the absence of the VP of Fiscal Services / Controller, as instructed by the President and CEO.
4. Maintain a clean, safe, healthy work environment.

IV.   WORKING CONDITIONS

Generally good working conditions in an air-conditioned office with little or no exposure to extremes of heat or noise; open work area with limited privacy.

Equipment Use:  Computer, other types of office equipment including: Tablet, Copy Machine, Fax Machine, Scanner, Multi-Line Phone. 

Work Hours: Generally, 8:00 - 4:30 Monday through Friday, evenings, and weekends as required. This is an exempt position and as such, requires availability outside of normal working hours when needed. Workdays may be in excess of eight hours.

V.   PHYSICAL DEMANDS

1. Generally sedentary work.
2. Occasional demand for moderate physical effort with prolonged standing or walking.
3. Occasional demand for reaching, stooping, bending, kneeling, or crouching, including the ability to conduct floor activities.
4. Occasional demand for lifting and carrying of objects weighing up to 40 pounds.
5. Consistently requires extended hours sitting and conducting work at a computer. 

VI.   MENTAL DEMANDS

1. Consistent demand for working cooperatively as a member of the organization’s Fiscal and Management Team.
2. Consistent demand for sound judgement and multiple task management.
3. Occasional demand to handle emergency or crisis situations.
4. Consistent demand to work under minimal supervision.
5. Frequent interruptions and changes of pace requiring flexibility to meet changing program needs.
6. Consistent demand to work efficiently and effectively under deadlines.
7. Consistent demand to respond to concerns and complaints expressed by employees, funders, and vendors.
8. Work often exceeds eight hours per day.

VII.   COMMUNICATION DEMANDS

1. Consistent demand to understand and carry out written and verbal instructions.
2. Consistent demand for effective verbal communication with staff, supervisor, program directors and funders.
3. Frequent demand for clear, concise written communication consisting of memos, letters, budget narratives, e-mails, and reports.
4. Frequent demand for use of culturally appropriate conflict resolution.

VIII.     QUALIFICATIONS / REQUIREMENTS      
Skills / Knowledge

1. Possess leadership skills and the ability to inspire and motivate management peers, accounting, and program staff in a creative, resourceful, and supportive manner.
2. Proven ability to monitor and oversee day-to-day accounting processes in a fund accounting environment.
3. Proven ability to provide high level accounting support in a large organization within automated technology infrastructure.
4. Possess the ability to recognize and maintain appropriate professional boundaries in relationships with clients and co-workers.
5. Communicate and work effectively with individuals and all clients of diverse, racial, social, and economic backgrounds including disability and learning capabilities, gender or gender identity, and sexual orientation.
6. Ability to express gender neutral language and prohibit harassment and discrimination based on gender, gender identity or expression, and sexual orientation.
7. Respect the individuality and confidentiality of persons served.
8. Work in partnership with other team members both in the agency and in the community. Demonstrates ability to work with public and private agencies and other community organizations.
9. Proven ability to manage complex deliverables, financial obligations of grants and contracts, and numerous ongoing priorities and projects.
10. Experience and proficiency with personal computer software. Expert level skills in Excel.
11. Can think in a detailed, logical way and possesses strong organizational skills.
12. Proven understanding of and ability to manage non-profit and fund accounting environments.
13. Demonstrate initiative, flexibility, and creativity in approaches to problem resolution.

 Education / Training

1. Minimum Bachelor’s degree in Accounting from an accredited 4-year institution or related field required.
2. CPA or professional designation desired.

Experience

1. Minimum 3 three years’ experience in a professional accountancy role required.
2. Minimum 2 years accounting experience with an agency or firm expending in excess of 10 million dollars annually and with state or federal reporting requirements.
3. One-year supervisory experience highly desired.

 Other

1. Can obtain a State Criminal History check upon initial hire, one year later, and every other year thereafter or as requested.
2. Can obtain an acceptable National Sex Offender registry check upon initial hire, one year later, and every other year thereafter or as requested.
3. Must have a cell phone for use in emergencies at off-site locations.

Benefits 

• Group Health Insurance
  
• Group Dental Insurance
• Voluntary Supplmental Insurance
• Dependent Care and Health Flexible Spending Accounts
• Life Insurance
• 401k Retirement Plan
• Sick Leave (12 Days)
• Vacation Leave (21 Days)
• Paid Holidays (14 Days)
• Jury Duty Leave
• Bereavement Leave
• Family Medical and Family Military Leave
• Hawaii Family Leave
• Hawaii Victims Leave
• Temporary Disability Leave
• Employee Assistance Program
• Hawaii State Federal Credit Union Membership
• Military Leave (USERRA)
• Nationwide Pet Insurance