Part-time Controller - Heartland Community Church

Due to an upcoming retirement, Heartland Community Church is seeking to hire an experienced part-time controller to work on average 20 hours per week during our office hours Monday - Thursday between 9:00 am - 3:00 pm. This part-time role offers a flexible schedule and limited benefits (holiday pay, paid time away, life insurance, short-term disability, long-term disability, and a retirement plan with match).

Purpose: To provide day-to-day finance tasks including accounts payable, accounts receivable, and controller responsibilities. This role will also coordinate with the volunteer counters team that assists with counting all weekly offerings.

Essential Responsibilities:

1. Bookkeeper responsibilities - 60%
   1. Accounts payable
      1. Pay invoices by entering invoices into accounting software, currently QuickBooks Online; verifying transaction information; scheduling and preparing disbursements; obtaining authorization of payment.
      2. Prepare checks consistent with invoice approval and check signing guidelines.
      3. Process online bill pay.
      4. Compile, distribute, maintain, and reconcile credit card monthly activity for all Heartland credit card holders.
   2. Accounts receivable
      1. Maintain confidential giving database, currently Planning Center, records by inputting, reconciling and reporting weekly online, check and cash donations.
      2. Prepare bank deposits using weekly offering count sheets from volunteer counters and miscellaneous non-giving income deposits counted by two staff members.
      3. Prepare invoices as needed.
      4. Make banking deposits and transfers.
   3. Petty cash
      1. Disburse funds located in the petty cash box inside the locked finance file cabinet for small and approved expenses.
      2. Collect and maintain receipts for all petty cash transactions.
      3. Reconcile the petty cash fund quarterly to ensure accuracy.
   4. Payroll
      1. Receive payroll documentation from Human Resources and input into QuickBooks Online.
      2. Pay Workers Compensation bills on the online portal and complete annual true-up calculation.
      3. Audit the payroll process quarterly and act as a back-up for Human Resources.
   5. Filing
      1. Maintain financial historical records by filing accounting documents.
2. Controller responsibilities - 25%
   1. Month-end close
      1. Record financial information including but not limited to giving, petty cash, other income, invoices, salaries, etc. and verify ACH positive pay.
      2. Maintain accounting ledgers by posting account transactions.
      3. Reconcile financial information including but not limited to monthly bank statements, vendor statements, transactions, bank statements, payroll, etc.
      4. Review fixed assets.
      5. Prepare monthly financial reports by collecting, analyzing, and summarizing account information and trends. Reports include, but are not limited to, Balance Sheet, Income Statement/P&L, Cash flow statement, Actual vs. Budget report, Budget rolling forecast, etc.
   2. Giving 
      1. Coordinate with the Executive Pastor to email quarterly giving statement information to donors.
      2. Email annual giving statements to donors and mail statements to donors with no email on file.
      3. Review trends in giving data and reporting. Make recommendations to the Executive Team to grow financial discipleship of staff and the congregation.
   3. Other responsibilities
      1. Oversee retirement plan contributions to ensure timely deposits.
      2. Prepare 1099s for contractors.
      3. Assist with grant applications and funding reports.
      4. Manage annual budgeting process.
      5. Coordinate and prepare documentation for annual financial review and five-year financial audit with outside auditors.
      6. Obtain revenue by verifying transaction information; computing charges and refunds; preparing and mailing receipts and tax letters.
      7. Resolves account discrepancies by investigating documentation; issuing stop payments, payments, or adjustments.
      8. Coordination with volunteers on the counting team processes. Assist in the selection of the counting team by requesting background checks, etc. 
      9. Act as backup trainer for the volunteer counting team.
      10. Assist with donor’s planned giving by evaluating investments. Bring recommendations for approval to the Finance Team and cash out as directed. 
      11. Establish and maintain internal controls. Maintains financial security by following internal accounting controls.
      12. Secures financial information by completing database backups.
      13. Provide other ministry financial documentation to Pastors and Team Leads, as requested.
3. Policy and Procedure Development – 10%
   1. Collaborate with appropriate staff to develop and document finance policies and procedures and implement changes as necessary or required.
   2. Effectively communicate policies and procedures to staff and volunteers.
4. Serve on the Finance Team - 5%
   1. Prepare budgeting documents and agenda items to assist in the fiscal responsibility of funds.

Minimum Qualifications:

• Bachelor's Degree required. CPA license preferred.
• Five years related experience as a Controller utilizing Quickbooks Online required.
• Satisfactory results on background and credit check process.
• Able to read, write, and follow verbal instructions in Standard English.

Required Skills: 

• A strategic partner who can administer finance policies and procedures while maintaining flexibility when leading.
• Proactive and strategic thinker with excellent time-management skills who can work independently.
• Maintains a high level of attention to detail and organization.
• Ability to handle and maintain confidential information.
• Exhibits a high level of ethics with a developed understanding of the accounting and finance process.
• Computer literate in Google suite and Microsoft Office Suite required.
• Prefers working in a fast-paced, always-changing environment.

Physical/Other Requirements:

Must regularly lift or move up to 20 pounds and occasionally lift or move up to 50 pounds, using proper lifting techniques such as lifting or moving equipment or help from another staff member.

Working Conditions:

This position is mainly on-site but a request can be made for some hours to be completed under a hybrid work arrangement. Some required hours will fall outside of conventional standards (monthly evening Finance Team meetings, occasionally provide training to volunteer counters on Sunday mornings, etc.).

Disclaimer:

Please note this position profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this position. Duties, responsibilities and activities may change at any time with or without notice.

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