Assistant Controller

Purpose: The Assistant Controller will manage the daily operations of the accounting department, working closely with the Controller to ensure accurate financial reporting, compliance, and the establishment of internal controls. This position will be responsible for operational tasks such as preparing complex journal entries, overseeing the general ledger, preparing audit records, and supervising the AR, AP, bookkeeping, and billing teams.

Primary Responsibilities & Essential Functions

The following statements describe the general purpose and responsibilities assigned to this position. They should not be construed as an exhaustive list of all tasks, skills, or conditions that may be required.

Revenue, Accounts Receivable, Accounts Payable, and Payroll

• Oversee the AR, AP, bookkeeping, and billing functions to ensure efficient and accurate processing of financial transactions.
• Ensure timely and accurate payment of vendors through proper oversight of the Accounts Payable function.
• Oversee billing and collections processes to maximize revenue and maintain accurate and timely collection.
• Reconcile asset, liability, revenue, and expense accounts on a monthly, quarterly, and annual basis.
• Maintain fixed asset and depreciation records, including managing the release of restricted net assets.
• Prepare monthly bank reconciliations for all accounts.
• Ensure the accurate preparation of payroll and benefits distributions, including proper allocation across departments and programs.
• Prepare account reconciliations and supporting schedules for the annual audit process.
• Ensure financial data entry is accurate, in compliance with specific grant/contract requirements, GAAP standards, and regulatory guidelines.
• Manage grant contracts, reimbursement requirements, and ensure comprehensive recordkeeping for grant billings and other documentation.
• Collaborate directly with the Development team to ensure timely preparation of invoices and fundraising pledge documentation.

Financial Accounting and Reporting

• Prepare and submit grant-related reports, ensuring compliance with donor and grantor contracts and restrictions.
• Data analysis, reconciliation, and reporting utilizing Excel Spreadsheets.
• Oversee general ledger accuracy, completing monthly, quarterly, and year-end close processes.
• Ensure adherence to GAAP standards and regulatory requirements for all accounts, ledgers, and reporting systems.
• Continuously improve and maintain internal accounting controls to ensure consistency in daily operations.
• Coordinate the annual audit process by working closely with external auditors and ensuring timely data submission.
• Assist in budget preparation, financial forecasting, and long-term financial planning.

Supervisory and Leadership Responsibilities

• Direct the accounting staff, providing leadership and guidance to ensure team effectiveness.
• Coach, develop, and manage the performance of staff members.
• Delegate tasks, set clear expectations, and provide feedback to team members.
• Address and respond to staff questions, concerns, and suggestions.
• Responsible for initiating written and verbal communication related to accounting functionality.
• Oversee the hiring, training, and evaluation of direct report staff.
• Foster a collaborative and supportive working relationship with both field staff and central office departments.

Administration

• Participate in required training, including staff development and other professional growth opportunities.

Supervisory Responsibility

This position supervises the accounting staff in accounts payable, accounts receivable, bookkeeping, and billing.

Required Education and Experience

• Bachelor’s Degree in Accounting, Finance, or a related field.
• Minimum of 5 years of accounting experience.
• Strong knowledge of generally accepted accounting principles (GAAP) applicable to non-profit organizations.
• Excellent verbal and written communication skills.
• Proficiency in QuickBooks or similar accounting software and Microsoft Office products.
• Proficiency in Microsoft Excel, including intermediate data analysis and financial reporting skills (e.g., pivot tables, VLOOKUP, SUMIF, COUNTIF, conditional formatting, and logical functions).
• Strong ability to prioritize tasks and work independently with minimal supervision.

Additional Eligibility Qualifications/Requirements

• At least 3 years of leadership experience at a management level.
• Strong analytical and communication skills with the ability to build effective relationships across teams.
• Willingness to follow the Mary Lee mission and adapt to agency and system changes, working collaboratively in a team environment.
• Ability to maintain confidentiality and uphold professional and ethical behavior at all times.
• Successful completion of a criminal history background check is required.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel classified in this position.