Controller

SUMMARY OF RESPONSIBILITIES

Reporting to the VPO, the incumbent is responsible for directing the compliance, taxes, accounting, payroll, and reporting matters of the Institute. The Controller oversees the day-to-day operations, functions, and staff of the Financial Services department. Additionally, the Controller is charged with safeguarding the Institute’s assets and overseeing the accurate and timely recording of all financial transactions by implementing and monitoring controls and sound financial practices across all departments. The Controller takes the lead role in coordinating, preparing for, and managing the annual fiscal audit process. The Controller serves on Institutional Committees as needed and supports the vision, mission, and core values of the Institute.

ESSENTIAL POSITION FUNCTIONS

• Provide management oversight and leadership for accounts payable, payroll, and record-keeping functions, which include but are not limited to the following:

1. Supervise bookkeeping, accounting, and financial record-keeping for all IAIA department programs, grants, and the IAIA Trust.
2. Review weekly Accounts Payable check run and release blank checks as needed.
3. Review and approve bi-weekly Payroll processing.
4. Forecast and manage cash flow and provide IAIA administration with Institute investments information.
5. Monitor daily bank activity and Positive Pay issues.
6. Prepare weekly deposits.
7. Initiate transfers between accounts.
8. Oversee the administration of the college’s commercial card program, including card issuance, training, and monitoring of the program.
9. Serve as first-line backup for all areas of the finance office, including payroll, accounts payable, and G/L maintenance.
10. Train, supervise, and manage all Financial Services staff.
11. Collaborate closely with the VPO in the development and economic evaluation of various fringe benefit programs for Faculty and Staff
12. Assumes oversight and responsibility for areas supervised by the VPO in their absence.
13. Carry out the directives of the Board of Trustees, the President, and the VPO.

• Provide management oversight and leadership for the Institute’s General Ledger reconciliation controls and processes, which include but are not limited to the following:

1. Review and approve monthly activity General Journal Entries prepared by the Senior Accountant.
2. Review and approve monthly bank account reconciliations prepared by the Senior Accountant.
3. Reconcile control accounts in the General Ledger.
4. Maintain the General Ledger chart of accounts.
5. Ensure that all General Ledger and Accounts Payable entry source documents receive proper approval.
6. Provide oversight for all endowment reporting and calculations.
7. Oversee the monthly activity in the college’s endowment management software.
8. Provide endowment reporting to the college’s Advancement office as requested.
9. Calculate the college’s annual endowment draw in accordance with the endowment spending policy.
10. Attend regular investment updates to stay current on the state of endowment assets.
11. Provide the VPO with a projection of the endowment draw for the budget formulation for the next fiscal year.

• Provide management oversight of all required reporting matters, which include but are not limited to the following:

1. Prepare financial statements for internal and external reporting as required.
2. Develop, improve, and issue timely monthly financial reports for management.
3. Compile and prepare financial and budget data and reports as requested.
4. Prepare and present quarterly financial statements to the Board of Trustees, both in writing and verbally.
5. Provide financial analysis tools to evaluate fiscal health, special projects, programs, capital expenditures, etc., for the Institute.
6. Provide key data and reporting to assist the VPO in the preparation of the yearly operating budget.
7. Work with the VPO to complete reporting for external agencies (IPEDS, HLC, Federal Audit Clearinghouse, etc.).

• Provide management oversight over internal and external controls and audit processes, which include but are not limited to the following:
• Must stay updated on developments from regulatory bodies (GAAP, GASB) and within the higher education business field overall.
• Reviews and implements internal control and accounting systems for compliance with GAAP, government auditing standards, OMB, and other federal, state, and local requirements.
• Design and implement financial and accounting systems, which result in accurate financial statements and statistical data for internal and external users.
• Interface with federal government, state government, banks, credit card companies, and collection agencies, and serve as primary point of contact with external auditors.
• Coordinate the annual audit, which includes functioning as liaison with auditors and overseeing the preparation of audit work papers.
• Assumes a lead role in the issuance of RFP’s for audit services.

1. Coordinate and supervise biannual Museum Shop and Campus Bookstore inventory counts.
2. Track and update Fixed Asset acquisition and depreciation.
3. Complete other duties as assigned.

REQUIRED EXPERIENCE AND EDUCATION

Required Bachelor's Degree in Accounting or related field, and must have at least five (5) years of combined experience in financial and fund accounting. Must have knowledge of computerized spreadsheet programs, accounting software, and familiarity with grant administration. Must also have demonstrated supervisory and leadership competencies. PREFERRED: Advanced degree or CPA/CMA designation and knowledge of higher education organizations, non-profit, and fixed asset accounting.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated knowledge, management, and supervisory background of a complex accounting function, budget, and staff.
•  Ability to work with minimal supervision, to begin projects independently (or as assigned), and to bring projects (or assignments) to conclusion on a timely basis.
• Advanced knowledge of computerized accounting systems and spreadsheet programs such as Excel.
• Advanced knowledge of advanced accounting principles and theories.
•  Ability to communicate and interact positively with consultants, auditors, and/or any other professional affiliates or groups.
• Ability to interact and work efficiently and effectively with faculty, students, and staff as related to job responsibilities.
• Ability to resolve conflicts and/or issues in a proactive and constructive manner.
• Adhere to appropriate standards of conduct and ethics, including but not limited to the following:

1. confidentiality
2. integrity and honesty
3. follow management directives
4. exhibit flexibility and ability to adapt to a changing work environment
5. function effectively in a highly collaborative work environment
6. treat others with respect and dignity
7. participate in proactive problem solving
8. fulfill job duties
9. participate in meetings as required/assigned
10. demonstrate a courteous and professional presence and demeanor.

•  Ability to perform additional duties/assignments as needed to meet departmental and/or organizational goals.
• Ability to present at all times a pleasant, courteous, and professional attitude and presence.

WORKING CONDITIONS

• Ability to view, read, and/or interpret a wide range of basic to complex accounting, General Ledger, payroll, reports, and/or audit-related information effectively and efficiently.
• Ability to communicate orally or in writing, effectively and efficiently with a wide range of audiences (senior leadership, management, staff, faculty, students, regulatory entities, bank/payroll representatives, and assigned employees).
• Ability to sit for extended hours at a workstation.
• Ability and skill to use a computer workstation effectively and efficiently, and related software.
• Ability to move and/or maneuver items weighing up to 15 pounds. 
• This job description does not list all the duties of the job. 
• Performance evaluation will include assessment of the performance results as described herein. 
• Management has the right to revise this job description at any time, with or without notice. 
•  The job description is not a contract for employment