Assistant Controller

Job Description

Job Description

Position Title:  Assistant Controller

Department:  Finance and Administration

Work Location: Hybrid

Reports To:  Controller

FLSA Status:  Exempt, Full-time

Salary: $85,000 - $130,000/annual depending upon position title and experience

Position Summary:

The Assistant Controller is a key member of the Finance and Accounting team responsible for accurate financial accounting, timely month-end and year-end close, financial analysis, reporting, budgeting, and compliance. Reporting to the Controller, this position performs complex accounting and analytical functions, maintains effective internal controls, supports audit and regulatory requirements, and provides financial information and analysis to the Controller and departments across the University. The position works closely with Accounting, Financial Aid, Payroll, Human Resources, Advancement, and other University departments to ensure accurate financial reporting and compliance with University policies, GAAP, applicable federal and state requirements, and higher education accounting practices.

General Accounting and Financial Close

•Own assigned components of the monthly and annual financial close, including preparation and posting of accurate, fully supported journal entries in accordance with the close calendar and established accounting policies.

•Prepare, review, and maintain reconciliations for assigned balance sheet and income statement accounts; investigate and resolve discrepancies and aging items and escalate material issues to the Controller.

•Perform monthly trial balance reviews, account analysis, and variance/flux analysis; investigate unusual or significant activity and prepare or recommend correcting entries as appropriate.

•Review gift and contribution activity and related reconciliations to ensure proper accounting classification, fund and restriction coding, and timely resolution of discrepancies.

•Calculate and record the allocation of investment income, interest, and dividends to applicable endowment and other investment funds.

•Maintain accurate supporting schedules, reconciliations, and documentation for assigned accounting processes and identify opportunities to strengthen internal controls and improve efficiency.

Payroll and Benefits Accounting

•Record and reconcile monthly payroll, benefits, payroll taxes, deductions, and related liabilities.

•Reconcile payroll reports and benefit activity to the general ledger and investigate and resolve variances in coordination with Payroll, Human Resources, and other appropriate departments.

•Support accurate and timely payroll-related accounting and federal and state reporting requirements.

Financial Analysis, Budget, and Forecasting

•Support the annual budget and periodic forecast processes by gathering and validating financial data, preparing account- and department-level analyses, and documenting assumptions.

•Prepare and maintain budget-to-actual reports and analyze significant variances, trends, and financial risks and opportunities.

•Provide concise variance explanations, financial analysis, and forecast updates to the Controller and responsible departments.

•Assist with financial modeling, projections, and other analyses to support institutional planning and decision-making.

Financial Aid and Federal Funds

•Reconcile financial aid disbursements, student account activity, cash receipts, and federal drawdowns; investigate differences and ensure funds are properly requested, recorded, returned, and reported.

•Monitor federal fund activity and maintain supporting documentation in accordance with U.S. Department of Education and other applicable federal requirements. 

•Identify and promptly communicate exceptions, questioned costs, or potential compliance issues to the Controller.

Financial Reporting and Audit Support

•Prepare assigned financial statement schedules and supporting analyses for monthly, quarterly, and annual financial reporting.

•Assist the Controller with preparation and review of financial statements, including the balance sheet, statement of activities/income statement, cash flow statement, and related supporting schedules.

•Reconcile assets, liabilities, net assets, fund balances, and other significant accounts to support accurate financial reporting.

•Support the annual financial statement audit, Single Audit, and other internal or external examinations by preparing complete, accurate, and cross-referenced schedules and documentation.

•Coordinate responses to audit requests, track open items, and communicate with auditors to ensure timely and complete submissions.

Tax and Regulatory Compliance

•Review and reconcile quarterly payroll tax filings and related supporting schedules.

•Review year-end Forms 1098 and 1099 for completeness and accuracy and reconcile reported amounts to source records and the general ledger.

•Prepare and maintain schedules supporting federal, state, local, and other applicable tax and regulatory filings.

•Maintain a tax and compliance calendar and coordinate required information to support timely filing and payment obligations.

•Research discrepancies and promptly communicate potential compliance issues, penalties, or material matters to the Controller.

Internal Controls and Transactional Oversight

•Review corporate credit card activity for appropriate approvals, business purpose, supporting documentation, and account coding; follow up on exceptions and escalate unresolved issues.

•Support effective segregation of duties, approval controls, documentation standards, and other internal control requirements across accounting processes.

•Serve as backup to Accounts Payable for vendor setup and payment processing and to Accounts Receivable for student payments and refunds during staff absences, in accordance with established controls and procedures.

Policy, Procedures, and Process Improvement

•Maintain working knowledge of University accounting policies, GAAP, higher education and nonprofit accounting practices, and applicable federal and state requirements.

•Assist with developing, updating, and implementing accounting policies, procedures, forms, and process documentation.

•Identify opportunities to improve accounting processes, reporting, internal controls, and operational efficiency and recommend solutions to the Controller.

•Support maintenance of the Accounting and Business Services policy and procedure manual, including documenting approved changes and maintaining appropriate version control.

Other Responsibilities

•Collaborate with departments across the University to resolve accounting and financial reporting issues and provide accurate financial information and guidance.

•Maintain confidentiality of financial, student, employee, donor, and other sensitive information.

•Perform other accounting, financial analysis, reporting, or special projects as assigned by the Controller.

Minimum Qualifications:

•Bachelor’s degree in accounting, finance, business administration, or a related field.

•Minimum five years of progressively responsible accounting or financial experience, preferably in higher education, nonprofit, or another complex institutional environment. 

•Demonstrated experience with general ledger accounting, journal entries, account reconciliations, month-end close, financial reporting, budgeting, and financial analysis.

•Working knowledge of U.S. GAAP, nonprofit accounting, and financial reporting principles; knowledge of higher education and fund accounting preferred.

•Demonstrated knowledge of accounting, auditing, internal controls, and financial reporting practices.

•Experience with computerized accounting/ERP systems and advanced proficiency with Microsoft Excel.

•Familiarity with federal and state regulations applicable to higher education, including financial aid, federal funds, payroll, and regulatory reporting, preferred.

•Ability to analyze complex financial information, identify and resolve discrepancies, exercise sound judgment, and document conclusions.

•Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain accurate and confidential records.

•Excellent written and verbal communication skills and the ability to work effectively with faculty, staff, administrators, auditors, and external partners.

Preferred Qualifications:

•CPA, master’s degree, or other relevant professional certification.

•Higher education or nonprofit accounting experience.

•Experience with fund accounting, restricted funds, endowment accounting, financial aid, federal grants, or Single Audit requirements.

•Experience with ERP and financial reporting systems used in higher education.

•Experience improving accounting processes, internal controls, reporting, or financial systems.

Application Procedures:

NDNU is committed to providing an educational environment that supports a diverse student population. In your cover letter, please include information about your experiences in working in a diverse environment, and what qualities you would bring to support this commitment to inclusive excellence at NDNU.

EEOC Policy:

The University is an equal opportunity employer and is firmly committed to nondiscrimination in its hiring and other employment practices and in the application of its personnel policies. In compliance with all applicable federal and state laws, except where a bona fide occupational qualification exists, employment decisions will be made irrespective of the staff member's race, color, religion, religious creed, ancestry, national origin, age (except for minors), sex, marital status, citizenship status, military service status, sexual orientation, medical condition (cancer-related or genetic condition), disability and/or any another status protected by law. When necessary, the University will reasonably accommodate individuals with disabilities, if the individual is otherwise qualified to safely perform all essential functions of the position and if it will be done without undue hardship to the University.