Description

Title: Assistant Controller

Reports to: Chief Financial Officer 

Job Objective:  

Under the direction of the Chief Financial Officer, oversee and ensure efficient and accurate daily operations of the Accounting office. Maintain the General Ledger; Supervise the Accounting & Payroll Coordinator, the Budget & Grants Assistant, and the Senior Accounts Payable Clerk. Support the overall functions of the Accounting Department. 

Exercise ethical practices to ensure agency’s funds are not misused.

Perform duties while actively promoting an environment consistent with MHA’s Cultural Equity Policy and WELCOME Orange.

Responsibilities:

• Supervise Accounting Staff including Accounting & Payroll Coordinator, Budget & Grant Assistant and Senior Accounting Clerk. As needed serve as first backup for all functions performed by staff supervised. 
• Responsible for interviewing, hiring, and training personnel, generate formal written employee evaluations annually, provide weekly supervision and ongoing support to staff. 
• Responsible for the maintenance and accuracy of the General Ledger. Monitor all expense related transactions and assist with monitoring and review of revenue transactions. 
• Review and approve all check runs for processing including bi-weekly, weekly, and electronic payments, including monthly credit card and store account statements, in accordance with Accounting Policy & Procedure. 
• Review and approve documentation for monthly vouchers for all Housing & Urban Development (HUD) funded programs. 
• Review and approve estimated quarterly expense allocations and review quarterly adjustments to actual. 
• Review and ensure that monthly allocations are calculated and entered as necessary for applicable expenses. 
• Complete assigned permanent account reconciliations and review and ensure reconciliation of sub accounts assigned to staff are completed and follow up is done monthly. Review & ensure appropriate month end close adjustments are identified and entered timely.
• Review and approve Journal Entries developed and entered by supervised accounting staff. Ensure maintenance of Journal Entry Binder and Supporting Schedules. 
• Review and ensure maintenance of agency schedules including asset depreciation schedule, lease schedules and review proposed adjustments. 
• Review, process and ensure, in collaboration with Revenue Cycle Manager, entry and accuracy of monthly transactions to facilitate a timely month end close.
• Reviews and assists Accounting & Payroll Coordinator with processing of payroll. 
• Review completed payroll packet including all documentation, time/allocation, mileage sheets, overtime requests, payroll change forms etc. Once reviewed submit to Authorizer for approval. 
• Ensure payroll is approved, locked, and transmitted in a timely fashion. 
• Ensure payroll records and related data are maintained in both paper and electronic form in accordance with legal guidelines.
• Review analysis of salary expense for reasonableness and accuracy on a monthly basis and ensure appropriate adjustments are entered. 
• Ensure program consultant contracts are updated on an annual basis and insurance documentation is collected and maintained. 
• Oversee and review monthly bank reconciliation for agency bank accounts. 
• Review, process, and maintain documentation for voided checks including processing stop-payment requests for all agency bank accounts. 
• Ensure Fund-EZ is updated with information as necessary, including reviewing new vendor/client entry, ensuring maintenance of W-9 file, maintaining, and updating the chart of accounts. 
• Maintain a working knowledge of HUD regulations and ensure adherence to regulatory documentation and bookkeeping requirements. 
• Prepare financial reports for management and provide analysis of reports as assigned and requested.
• Review and assist in preparation of schedules to complete the New York State Consolidated Fiscal Report (CFR)
• Assist in overall agency annual budget preparation. 
• Review and assist with development of grant and contract budgets and budget modifications. 
• Review and assist with monthly program budget reports and ensure distribution of reports to program. 
• Meet with program staff as necessary, no less than once a quarter, to discuss budget spenddowns and/or to provide assistance/support in regard to their budgets for assigned programs. 
• Coordinate review and updating of Accounting Policy & Procedures on an annual basis to ensure accordance with GAAP and applicable funding source regulations Local, State, Federal. 
• Assist with all relevant functions in preparation for the annual Independent Financial Audit.
• Assist with annual purge of accounting files.
• In the absence of the Chief Financial Officer oversee the Finance/Accounting Department. 
• Offer back up to support accounting functions; including but not limited to distribution of petty cash, signing out of store account cards to staff, and tasks related to the Revenue Cycle. All functions are to be in accordance with Accounting Policies & Procedures. 

Other Duties:

• Answer MHA’s main office phone as needed.
• Participate in MHA’s committees as needed.
• Duties outlined above are intended to describe the essential job functions, the general 

supplemental functions and the essential requirements for the performance of this job. It is

not an exhaustive list of all duties, responsibilities, and requirements of a person so 

classified. Other functions may be assigned, and management retains the right to add or

change the duties at any time.

Requirements

Qualifications:

• Master’s Degree in related field with 5 years of experience in accounting

OR

Bachelor’s Degree in related field with 6 years of experience in accounting. 

OR

Associate degree in related field with 8 years of experience in accounting.

• Minimum of 2 years of not-for-profit or fund accounting required. Humans Services Accounting Experience preferred. 
• Supervisory experience required. 
• Full understanding of the general ledger through the trial balance, including accruals and reversals, interface of subsidiary ledgers to the general ledger and reconciliation of accounts required. 
• Experience with grant management including Housing and Urban Development (HUD) preferred. 
• Experience with FUND-EZ a plus.
• Experience with NYS Consolidated Fiscal Reports (CFR) a plus. 
• Experience with payroll processing a plus.
• Effective written and oral communication skills.
• Proficiency in Microsoft Excel, Word and Outlook required.
• Proficiency in Microsoft Access and PowerPoint a plus.
• Excellent interpersonal skills, tact and diplomacy.
• Must exhibit excellent attention to detail.
• Must be organized, self-motivated and have the ability to coordinate multiple tasks simultaneously.
• Valid driver’s license required.

Terms of Employment/Benefits:

• Exempt
• Forty (40) hours per week
• Paid holidays, paid time off and sick leave according to MHA policy.
• $75,000.12

• Mental Health Association in Orange County, Inc. (MHA), is a private, not-for-profit organization seeking to promote the mental health and emotional well-being of Orange County residents. Under the leadership of a voluntary Board of Directors, MHA’s staff members, consultants and volunteers provide free mental health and safety net services to Orange County residents each year.
• Why work for MHA in Orange County?
• MHA is an agency that understands that its workforce is vital to our community and the mission of our agency. Our many benefits include:
• 1) Competitive compensation rates
• 2) 1 hour paid lunch for F/T employees
• 3) 4 Wellness Days annually for F/T employees 
• 4) 14 Paid Holidays which includes 1 Floating Holiday
• 5) 403(b) Plan with discretionary matching
• 6) Employee benefits include: Medical / Dental / Vision / Flexible Spending Account-Health Saving Account / Dependent Care / Life Insurance / Supplemental Insurance for Medical Expenses.
• 7) Numerous opportunities extended for staff development and career growth.
• 8) Diverse employment opportunities. Licensed clinicians and bilingual staff are particularly sought. As an agency that provides 24/7 services, numerous shifts are also available.
• Why is working for MHA in Orange County so rewarding?
• Working with our program participants provides opportunities to give others life changing support. MHA’s staff are trained to offer compassion, inspire hope and teach the skills needed to overcome challenges. Come join our team and make a difference.
• If you are seeking a stable and meaningful career, Mental Health Association in Orange County, Inc. is your agency!