Controller - Union Station Homeless Services

TITLE: Controller

DEPARTMENT: Finance

REPORTS TO: CFO

Employment Status: Full Time

Reg. Hours Worked: _40_ / Week, Exempt

Salary: 120,000 - 130,000/yr

Location: Hybrid/Pasadena, CA

JOB SUMMARY:

To the Chief Financial Officer, the Controller is responsible for accounting operations. This position will be the resident GAAP expert, with deep and current experience in financial reporting and fund accounting. This position will lead all day-to-day accounting operations and supervise the accounting team including accounts payable, accounts receivable, general ledger and other daily requirements. The Controller will ensure systems and procedures are in place to support effective program implementation and conduct flawless audits. This position will work across the organization to educate staff regarding accounting procedures and also explore how the accounting function can support operations. The Controller is responsible for ensuring that accurate, timely and effective accounting, regulatory, grant and audit requirements are met and that practices are in accordance with established accounting practices as well as all pertinent laws and regulations.

ESSENTIAL FUNCTIONS INCLUDE, but are not limited to the following:

• Responsible for all day- to-day accounting activities and ensuring that accounts, ledgers, and reporting systems are accurate. Ensures that transactions are processed timely, efficiently, with proper documentation, and are compliant with appropriate GAAP standards and regulatory requirements.
• Maintain agency allocations in collaboration with the Senior Director of Grants Management. Update the position control log each month to reflect current allocations.
• Maintain accounting Chart of Accounts and general ledger, to ensure accurate and current coding; update COA coding as new contracts are activated, or deactivated, in both Quickbooks and ADP.
• Review bi-weekly payroll and is responsible for ensuring the accuracy of agency allocations prior to entry into the accounting system. Uploads bi-weekly payroll and monthly benefits journals.
• Drive processes and improvements that leverage strengths of the current accounting team members, help to clarify roles and responsibilities and develop and implement training programs in order to maximize and reach optimal individual and organizational goals. Seek opportunities for automation wherever possible.
• Manage all financial, project/program and grants accounting; in conjunction with the grants team, ensure that expenditures are consistently aligned with grant and program budgets throughout the grant/fund period; collate financial reporting materials for government, corporate and foundation grants.
• Maintain internal control and safeguards for receipts of revenues, fixed assets, cost and program budgets and actual expenditures. Maintain internal accounting controls for client savings account, social work account, social work petty cash account, and representative payee account.
• Enforce compliance with Financial Accounting Policies and Procedures, Funding Sources’ funding terms and conditions, and OMB’s Uniform Guidance.
• Ensure appropriate record-keeping and reporting as required by accepted accounting standards and by private and governmental funding agencies.
• Support financial revenue and expense allocation methodology to ensure compliance with all funding entities as well as the maximization of grants, wherever possible.
• Create and maintain effective management tools such as profit and loss statements by key areas and prepare monthly actual to budget variance analysis that support management decisions, alignment to organizational goals and objectives. Design and provide meaningful reports to stakeholders.
• Manage and track the performance of invested assets in keeping with policies and investment guidelines. Prepare quarterly investments schedules.
• Manage and maintain fixed assets schedules, ensuring accurate additions, deletions, and depreciation.
• Supervise and/or prepare month end account reconciliations and journal entries.
• Maintain and develop accounting policies and procedures and ensure internal controls are designed to safeguard agency assets.
• Prepare schedules to support the agency’s annual financial audit and required tax filings. Provide support to Contract and Compliance Department in connection with funding sources’ monitoring activities.
• Collaborate with the Contracts and Compliance Departments on government audits.
• Serve as primary contact for annual financial audit and tax preparation - schedule reviews, coordination, assignments, confirmations of reported numbers
• Support the preparation of budgets for grants proposals; prepare financial reports for grant reports; maintain temporary restricted grant tracking
• Oversee processes involving check request and procurement policies, employee expense reimbursements, approval of vendor invoices and other accounts payable, petty cash accounts, and daily cash receipts.
• Assist the CFO in the areas of process improvements, budgeting, audits, cash flow planning and treasury management, cost allocations, system and coding efficiencies.

Other Functions

• Serve as liaison with major vendors, delegating as appropriate.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent organizational, interpersonal and communications skills.
• Advanced skills in Microsoft Windows, Microsoft Office (Word and Excel), Quickbooks and payroll database. ADP experience is strongly preferred.
• Understanding of allocation methodology.
• Knowledge of GAAP and OMB Circular guidelines.
• Knowledge of the full process of government contract billing.
• Thorough understanding of the complete payroll process from master records to liabilities.
• Understanding of investment and endowment management; ability to appropriately reconcile related records.
• Able to travel to off-site meetings

EDUCATION, TRAINING AND EXPERIENCE:

• Bachelor’s Degree in Accounting, Finance or closely related field.
• 7 – 10 years progressively responsible, management-level supervisory experience in financial administration required.
• 5 – 7 years in nonprofit financial management required; equivalent experience with financial management in an industry with similar accounting principles may be considered.
• Experience with Uniform Guidance audits and audits in a supervisory role.
• Strong general accounting and government grant experience.
• CPA license desirable.

PHYSICAL AND MENTAL REQUIREMENTS AND WORK ENVIRONMENT:

• Work indoors in a temperature controlled environment and occasionally exposed to outdoor weather and driving conditions. The noise level in the work environment is usually moderate.
• Stand and sit for long periods of time; move and walk to various locations; climb, stoop, kneel, reach, pull, push, bend, twist, and occasionally lift and or move objects. Use hands to finger, handle or feel.
• See, hear and speak clearly in order to give and receive information and instructions.
• Ability to interact with other employees, clients, customers and members of the public.
• Ability to respond effectively to sensitive inquiries or complaints.
• Ability to work effectively under time constraints and stressful work conditions, prioritize work, multi-task, and adapt to changing work demands.
• Complex reading and writing skills, memorization skills, analytical/perception/comprehensive capabilities, judgment and decision-making capability.
• Ability to work independently, with others, around others, have verbal contact with others, face-to-face contact with others, prioritize work and make decisions.
• Gather, analyze, synthesize, and classify information.
• Perform arithmetic operations.
• Transcribe, enter, and post data.
• High level of concentration and attention to detail for extended periods of time.
• Requires use of a computer keyboard for long periods of time.
• Able to travel to off-site meetings.
• Able to work occasional evenings.

UNION STATION HOMELESS SERVICES EMBRACES DIVERSITY

We embrace our differences and are committed to furthering our culture of inclusion and belonging. Our commitment to racial equity within the organization is crucial to who we are and the clients we serve. Committed to being an anti-racist organization and sharing the unique cultural experiences from our networks, we offer annual racial equity training, host ongoing learning experiences through our lunch n' learns, and participate in on-going mental health trainings.

We promote acceptance, respect, teamwork, and fosters diversity in the workplace. We believe every individual has a story, past, and a unique set of skills that shape who we are and through this network, we can learn from each other to become better versions of ourselves personally and professionally. Through our staff-led network focusing on diversity, equity, inclusion, belonging and accessibility, we work to communicate, educate, and express diverse cultivation through our eight Diversity Networks. We are honored that the Diversity Network has been recognized as part of the Community Impact Awards presented by the Los Angeles Business Journal.

Union Station Homeless Services is an Equal Opportunity Employer