Controller

POSITION DESCRIPTION

POSITION: Controller RESPONSIBLE TO: Chief Financial Officer SALARY: Step Range: 37 ($40.72 hr.)-56 ($71.40 hr.); Full Benefits CLASSIFICATION: Professional/Management, Regular, Full-Time LOCATION: On Site: Klamath Tribal Health & Family Services 3949 South 6th Street Klamath Falls, OR 97603 Hybrid work model may be considered based on the organization’s need.

POSITION OBJECTIVES

The Controller is responsible for working with the Chief Financial Officer (CFO) to ensure all financial systems are in place and function effectively and that the organization has all financial and statistical information necessary to operate effectively. The Controller is responsible for assisting the CFO to develop new initiatives for long-range business plans and forecasts to ensure that Klamath Tribal Health & Family Services is positioned to meet the future healthcare costs for meeting the needs of the clients. This position will assist the CFO to organize the daily financial accounting reports and direct financial activities related to grants, contracts, and co‑operative agreements. The main emphasis will be managing payroll, reviewing accounting staff transactions for accuracy and submitting approvals, the reporting and maintenance of financial records; year‑end close out; and participation in the annual audit.

MAJOR DUTIES AND RESPONSIBILITIES

1. Technically manage and direct the Finance Department to ensure well‑regulated and effective operation of all financial transactions for an accurate and timely month, quarter or annual close. Perform overall work planning, establish work schedules and priorities, assign and review work. Discuss the progress of the work and any problem areas. Keep employees informed of management policies and goals.
2. Provide direct supervision of the Senior Accountant and review and approve all technical work performed, including but not limited to, payroll related journal entries benefit bills and reconciliations, and PRC batches.
3. Oversee biweekly payroll and ensure compliance with single audit requirements. Resolve complex payroll and benefit matters with departments or individual employees and coordinate with the HR department as required.
4. Coordinate with Budget Analyst to review and approve RFEs and step increase forms for payroll matters and save copies in the respective payroll folder.
5. Collaborate with the Grants Program Manager to ensure the accurate and timely completion of all funding agencies’ monthly, quarterly or closing financial reports, as required. Prepare all financial drawdowns on a monthly or quarterly basis, as required.
6. Provide CFO timely, complete, and accurate financial reports and analysis in preparation of the monthly reporting package to the CEO and Tribal Council Treasurer. Distribute individual department financial reports to respective stakeholders.
7. Review and approve third party billing receipts, grant funding receipts, and miscellaneous receipts and disbursements. Communicate with the CFO when unusual transactions occur.
8. Review and approve journal entry reclassifications of expenditures and make inter‑fund transfers as necessary for funding changes due to overspends and optimal expense allocations.
9. Train/oversee Senior Accountant processing of the indirect and revenue recognition interim entries on a monthly basis. Submit period closing journal entries to CFO for approval and additional review in closing the year.
10. Oversee Senior Accountant reconciliation and recognition of all investment activity monthly, including accurate recording of all interest earned and unrealized loss/gains.
11. Review and approve weekly self‑funded medical claims for electronic payment, ensuring high dollar and aged claims are properly substantiated.
12. Review accounting transactions for proper classification and verify appropriate accounts are reconciled in the assigned time periods, based on the decision matrix. Initiate adjusting entries when necessary.
13. Perform internal audit monthly to improve operations and compliance with policies and procedures. Share findings with CFO and suggest changes for enhanced effectiveness. Provide technical support to Senior Finance Director to create process improvement initiatives.
14. Work with CFO to manage the annual single audit and financial statement audit, including samples, investigations, documentation, and resolutions to auditor fieldwork exceptions. Communicate to CFO any potential audit findings. Coordinate with CFO audit timing and schedule, portal requests requiring CFO direct involvement.
15. Calculate and recognize annual GASB adjustments, including but not limited to, fixed assets/depreciation, leases, subscriptions, and compensated absences. Stay current on relevant GASB guidance and coordinate with CFO for necessary implementations.
16. Architect and maintain the filing system and respective protocols for Finance team documentation, including the KTHFS file share, OneDrive (Teams) and the Netsuite file cabinet. Ensure all KTH&FS grants, contracts, and agreements, including all updates for modification, budget changes and related correspondence are easily accessible, and sensitive documents are given the rights of least permissions. Collaborate with the Senior Finance Director and the Grant Program Manager for restructuring/maintaining document storage and suggest any changes to CFO prior to team rollout.
17. Assist the CFO to coordinate investments, banking, borrowing and related activities. Establish and maintain effective relations with appropriate institutions, recommend spending and investment strategies for the organization.
18. Assist the CFO to coordinate and facilitate short and long‑term financial forecasting and planning, with special attention given to the self‑funded insurance programs.
19. Act as Deputy CFO when CFO is out sick or on personal/annual leave.
20. Provide backup support to individual team members on correlating job functionalities as needed and determined by management.
21. Like all employees of the Klamath Tribes, the incumbent will be called upon to accomplish other tasks that may not be directly related to this position, but are integral to the Klamath Tribes’ broader functions, including but not limited to, assisting during Tribal sponsored cultural, traditional, or community events that enable the successful operation of programs and practices of The Klamath Tribes as aligned with The Klamath Tribes’ Mission Statement. Some of these tasks may be scheduled outside of regular work hours, if necessary.

SUPERVISORY CONTROLS

The Controller is the direct supervisor for the Senior Accountant. Work is performed under the supervision of the Chief Financial Officer. The supervisor assigns work in terms of overall objectives and priorities. The normal flow and nature of the assignments usually determine daily assignments. The incumbent works independently, resolving normal conflicts according to established procedures and past experience. Employee exercises initiative in researching answers and solving problems based upon previous training, experience, and instructions. The Chief Financial Officer outlines the overall Tribal Health Finance Department and Indian Health Service program objectives and priorities, time limits and the financial and personnel resources available.

KNOWLEDGE, SKILLS, ABILITIES

Thorough knowledge of accounting principles and practices, i.e. Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB); including a broad level of understanding of accounts payable, payroll, accounts receivable, property, purchasing, and risk management. Knowledge of federal grant and contract administration with a thorough knowledge of fund accounting. Ability, knowledge, and skill to prepare and administer program budgets to provide financial guidance and assistance for individual programs. Ability to communicate orally and in writing. Must be able express herself/himself in a clear and concise manner for the purposes of correspondence, reports, and instructions. Good public relations and interpersonal relationship skills. Able to meet with a variety of individuals in a professional manner, using tact, diplomacy, and mature judgment. Ability to perform work and accomplish tasks following specific procedures in accordance with established policies, procedures, practices, and priorities of the department. This includes the ability to plan and organize work and seek information and assistance from other sources as necessary, making decisions based on experience. Experience in computerized fund accounting and budget systems; preferably NetSuite and spreadsheets (Excel). Ability to maintain strict confidentiality of information. Ability to maintain strict confidentiality of medical records and adhere to the standards for health record keeping, HIPAA, and Privacy Act requirements.

QUALIFICATIONS, EXPERIENCE, EDUCATION

Minimum Qualifications: Failure to comply with minimum position requirements may result in termination of employment. REQUIRED to possess a Bachelor’s Degree in Accounting OR Licensed Certified Public Accountant. (Must submit copy of degree, transcripts, or licensure with application). REQUIRED relevant experience working with Indian Tribes and knowledge of Public Law (P.L.) 93-638. REQUIRED to have demonstrated knowledge and practical application of Generally Accepted Accounting Principles (GAAP). This may include financial reporting, compliance and internal controls. REQUIRED management skills in policy formulation, program development, staff direction, supervision, and training and development of organizational plans. REQUIRED to have three (3) or more years of demonstrated ability to effectively supervise or mentor financial personnel. REQUIRED to have demonstrated experience using computers, including proficiency in Microsoft Office Applications (Excel, Word, Outlook), and automated financial systems. REQUIRED to have flexibility to work evenings, and weekends, as well as occasional travel outside of local area as necessary. REQUIRED to submit to annual TB skin testing and adhere to KTHFS staff immunization policy in accordance with the Centers for Disease Control immunization recommendations for healthcare workers. REQUIRED to submit to a background and character investigation, as per Tribal policy. Following hire must immediately report to Human Resource any citation, arrest, conviction for a misdemeanor or felony crime. REQUIRED to accept the responsibility of a Mandatory Reporter in accordance with the Klamath Tribes Juvenile Ordinance Title 2, Chapter 15.64 and General Council Resolution #2005 003, all Tribal staff are considered mandatory reporters.

PREFERRED QUALIFICATIONS

Knowledge of Government Accounting Standards Board (GASB) is preferred. Experience with federal administrative requirements for grants and contracts is preferred. Experience in preparing consolidated governmental financial statements and related schedules is preferred.

INDIAN PREFERENCE

Indian and Tribal Preference will apply, as per policy. Must submit tribal documentation with application to qualify for Indian Preference.

ACKNOWLEDGEMENT

This position description is intended to provide an overview of the requirements of the position. It is not necessarily inclusive, and the job may require other essential and/or non‑essential functions, tasks, duties, or responsibilities not listed herein. Management reserves the sole right to add, modify, or exclude any essential or non‑essential requirement at any time with or without notice. Nothing in this job description, or by the completion of any requirement of the job by the employee, is intended to create a contract of employment of any type. #J-18808-Ljbffr Klamath-Tribal-Health-