What are the responsibilities and job description for the Controller position at Children’s Place Association?
SUMMARY
The Controller is a strategic leader responsible for directing Children’s Place Association’s accounting operations, financial reporting, internal control environment, and grant/contract compliance functions. This role is central to ensuring the accuracy and integrity of financial data for an organization funded primarily through government grants, state contracts, and philanthropic fundraising, including restricted contributions.
The Controller oversees the month-end closing process, supervises key accounting staff, and partners closely with the Grants & Contract Manager to ensure timely billing, receivable management, revenue recognition, and compliance with funder requirements. This position plays a vital role in supporting program leadership, Development, and the executive team with timely financial insights.
DUTIES AND RESPONSIBILITIES include the following (Other duties may be assigned):
Financial Reporting & Accounting Operations
- Lead and manage the full accounting cycle, including month-end closing, journal entries, reconciliations, and preparation of timely financial statements.
- Ensure accuracy of the general ledger and maintain a well-structured chart of accounts for grants, contracts, and restricted gifts.
- Prepare monthly financial reporting packages for the CFO, Executive Leadership, Program Directors, and the Board of Directors.
- Assistant the CFO with the annual audit preparation, including schedules, supporting documentation, and footnotes.
- Ensure compliance with GAAP, nonprofit accounting standards, and internal financial policies.
Grants, Contracts & Fundraising Revenue Management
- Partner with the Grants & Contract Manager to ensure accurate billing, revenue recognition, invoicing, and collection of receivables for all government and foundation grants, performance-based contracts, and fee-for-service agreements.
- Monitor grant and contract spending to ensure compliance with allowable costs, funder guidelines, and donor-imposed restrictions.
- Oversee the monthly reconciliation of grant revenue, deferred revenue, receivables, and restricted contributions.
- Support Development by documenting fundraising revenue, restricted donations, pledge receivables, and donor reporting requirements.
- Ensure proper treatment of grant and contract revenue under ASU 2018-08 and Uniform Guidance (2 CFR 200).
- Prepare or review budget-to-actual analyses for programs funded through government and philanthropic sources.
Accounts Receivable & Billing Management
- Oversee the AR process to ensure timely submission of invoices and claims to funders such as DCFS, DHS, City of Chicago, and private foundations.
- Track outstanding receivables and follow up on past-due payments.
- Work with funders to resolve billing discrepancies, payment delays, or rejected claims.
- Maintain a receivable aging schedule and forecast expected cash inflows.
Accounts Payable & Cash Disbursements
- Supervise the part-time Accounts Payable Specialist to ensure timely and accurate processing of payables.
- Review AP transactions for coding accuracy, grant allowability, supporting documentation, and compliance with procurement standards.
- Monitor cash disbursements, approve payment batches, and maintain strong internal controls for vendor payments.
Budgeting, Forecasting & Analysis
- Assist the CFO in developing the annual agency budget and grant-specific budgets.
- Provide financial analysis and projections to support program planning, fundraising strategy, and contract negotiations.
- Lead monthly budget reviews with program managers to monitor performance and spending trends.
- Support cash flow forecasting by tracking expected AR collections and grant drawdowns.
Internal Controls, Policies & Compliance
- Maintain a strong internal control environment, ensuring segregation of duties, documentation standards, and audit-ready documentation.
- Update financial policies and procedures to align with Uniform Guidance, federal/state requirements, and GAAP standards.
- Oversee financial components of procurement, time & effort reporting, cost allocation, and indirect cost methodologies.
- Serve as primary contact for grantor audits, financial monitoring visits, and programmatic financial reviews.
Internal Controls, Policies & Compliance
- Maintain a strong internal control environment, ensuring segregation of duties, documentation standards, and audit-ready documentation.
- Update financial policies and procedures to align with Uniform Guidance, federal/state requirements, and GAAP standards.
- Oversee financial components of procurement, time & effort reporting, cost allocation, and indirect cost methodologies.
- Serve as primary contact for grantor audits, financial monitoring visits, and programmatic financial reviews.
Leadership & Collaboration
- Supervise, train, and mentor the Grants & Contract Manager and AP Specialist.
- Provide professional development, support workload planning, and create a positive, collaborative environment.
- Partner with Program Directors, Development, and HR to provide financial insights and ensure strong cross-departmental communication.
- Act as back-up for payroll review, grant billings, and AP/AR functions as needed.
SUPERVISORY RESPONSIBILITIES
Grants & Contract Manager; Part-Time Accounts Payable Specialist
QUALIFICATIONS
- Strong technical accounting skills and understanding of complex revenue structures.
- Excellent analytical skills and ability to communicate financial information clearly.
- High attention to detail and accuracy.
- Strong proficiency with accounting systems (e.g., Sage Intacct, MIP, QuickBooks, Abila) and Microsoft Excel.
- Ability to manage multiple deadlines and competing priorities in a fast-paced environment.
- Strong interpersonal skills with an ability to collaborate across departments.
EDUCATION, SKILLS & EXPERIENCE
- Bachelor’s degree in Accounting, Finance, or related field required; CPA or MBA strongly preferred.
- Minimum 7 years of progressive nonprofit accounting experience, including oversight of grant-funded programs.
- Demonstrated experience managing government grants (federal, state, DCFS, DHS), performance-based contracts, and philanthropic fundraising revenue.
- Prior supervisory experience required, preferably managing grant or contract accounting staff.
- Experience with Uniform Guidance, GAAP, fund accounting, and restricted fund management.
STATEMENT ON WORKPLACE CULTURE
Children’s Place Association is an equal opportunity employer. We do not discriminate based on race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, marital status, veteran status, or any other characteristic protected by applicable law.
Children’s Place Association strives to cultivate a work environment that honors the voices and lived experiences of every staff member. Therefore, all employees share the responsibility of creating and cultivating a welcoming and supportive work environment.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions.
Primarily sedentary work requiring extended periods of computer use, including reviewing financial reports and spreadsheets. Ability to communicate effectively via phone, email, and video conferencing. May occasionally lift up to 10–15 lbs. when onsite.
WORK ENVIRONMENT
Hybrid/remote position requiring reliable internet access and a professional, confidential workspace. Standard business hours with occasional additional hours during month-end close, budgeting, audit, and fiscal year-end periods. Periodic onsite attendance may be required for meetings or audit-related activities.
DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all employees so classified.