CONTROLLER

Job Description

Job Description

Description:

MAJOR RESPONSIBILITY :

The Controller position supports grant lifecycle activities from award setup through closeout while ensuring compliance with accounting standards, regulatory requirements, and organizational policies. The role requires advanced financial analysis, budgeting, reporting, and data visualization skills to provide actionable insights to leadership and funding agencies.

DETAILED RESPONSIBILITIES :

Grant Administration & Compliance

• Complete quarterly, semi-annual, annual, and ad hoc financial and programmatic grant reports.
• Coordinate grant award setup and submit required documentation to oversight and funding agencies.
• Lead and participate in grant monitoring, program, compliance, and audit meetings.
• Manage grant modifications, extensions, closeout activities, and reporting requirements.
• Maintain complete grant files and support documentation in accordance with record retention policies.
• Ensure grant files contain sufficient audit-ready documentation and compliance records.
• Monitor grant expenditures to ensure compliance with funding restrictions and award agreements.
• Support internal and external grant audits and regulatory reviews.

Financial Reporting & Analysis

• Generate monthly, quarterly, and annual financial reporting packages.
• Prepare Statements of Financial Position, Statements of Activities, and budget-to-actual reports.
• Reconcile balance sheet accounts, grant receivables, deferred revenue, and credit card liabilities.
• Analyze financial performance and identify budget variances with supporting explanations.
• Monitor grant spending and prepare budget reconciliation reports.
• Assist with annual operating budgets, program budgets, and financial forecasting.
• Prepare workpapers and schedules for annual audits, CFR submissions, and regulatory filings.
• Assist in the preparation of Form 990 and other compliance reporting requirements.

Accounting & Month-End Close

• Perform month-end and year-end close procedures.
• Prepare deferred revenue calculations and grant accruals.
• Ensure compliance with nonprofit GAAP and grant accounting standards.
• Maintain strong internal controls over financial transactions and reporting processes.

Cash Management

• Oversee accounts payable operations, ensuring timely and accurate invoice processing and vendor payments.
• Supervise preparation, review, approval, and issuance in accordance with company policies and internal controls.
• Manage daily cash flow, monitor bank balances, and ensure sufficient funds for payment obligations.
• Oversee bank reconciliations and cash disbursement activities to maintain accuracy and accountability.
• Ensure compliance with financial policies, procedures, and internal controls.
• Supervise and develop AP staff, ensuring accuracy, efficiency, and adherence to deadlines.

Data Analytics & Visualization

• Develop financial dashboards and executive-level reporting tools.
• Create visualizations to track grant expenditures, funding utilization, budget variances, compliance metrics, and program performance.
• Automate recurring financial and grant reporting processes.
• Present financial trends and performance metrics to leadership using data visualization tools.

Policies & Procedures

• Develop, write, review, and update accounting, grant administration, financial reporting, and internal control policies and procedures to ensure compliance with applicable accounting standards, regulatory requirements, funding guidelines, and organizational policies.
• Establish and maintain documented procedures to promote consistency, accuracy, efficiency, and accountability across financial and grant-related processes.
• Periodically review existing policies and procedures and recommend revisions to reflect changes in regulations, accounting standards, audit findings, and organizational needs.
• Communicate policy and procedural updates to relevant staff and support implementation to ensure consistent application across the organization.

Team Coordination and Accountability

• Monitor team assignments and ensure staff remain on track with submissions, portfolio updates, expense reviews, and reporting requirements.
• Maintain an updated tracker of completed, pending, overdue, and upcoming deliverables.
• Follow up regularly with team members to address outstanding items and reinforce accountability for meeting deadlines.
• Communicate potential delays, compliance concerns, and financial discrepancies to the appropriate management personnel.
• Support collaboration between the grants team, Finance, and program staff to improve workflow and reporting accuracy.

Cross-Training and Operational Coverage

• Become cross-trained in all grant management functions, processes, systems, and reporting responsibilities.
• Develop the knowledge and skills necessary to provide coverage during staff absences, peak reporting periods, and other operational needs.
• Maintain an understanding of the grant lifecycle, including grant setup, budget monitoring, expense tracking, portfolio maintenance, reporting, reconciliations, and grant closeout.
• Participate in cross-training and knowledge-sharing activities to promote consistency, efficiency, and continuity across the department.

Ad Hoc Assignments and Special Projects

• Perform additional ad hoc tasks, special projects, research, analysis, and administrative or financial assignments as directed by the CFO, Grant Supervisor, or other authorized management.
• Provide support for urgent departmental priorities and time-sensitive requests.
• Assist with developing reports, resolving operational issues, and improving grant management processes.
• Manage changing priorities while ensuring critical grant submissions and month-end close deadlines are met.
• Communicate progress and complete assigned tasks accurately and within established timelines.

REQUIRED SKILLS :

• Advanced Microsoft Excel: Pivot Tables and Pivot Charts Power Query Power Pivot Data Modeling Dashboard Development 
• Data Visualization & Reporting Tools Microsoft Power BI Tableau Excel Dashboarding
• Ability to: Develop interactive dashboards Create executive-level data visualizations Knowledge of grant accounting, budgeting, billing, and financial reporting.
• Understanding of federal, state, and county grant regulations and compliance requirements.
• Proficiency in financial systems, preferably FundEZ, 
• Strong attention to detail and accuracy in reviewing financial data and maintaining documentation.
• Excellent written and verbal communication skills.
• Strong organizational skills and the ability to manage multiple priorities and meet deadlines.
• Ability to analyze financial data, monitor budgets, and identify discrepancies.
• Knowledge of audit preparation, documentation, and financial recordkeeping.
• Ability to work independently and collaboratively with Finance and Operations teams.
• Ability to adapt to changing priorities, cross-train, and provide departmental backup support.
• Ability to supervise, guide, and support staff in completing accounting, grant administration, and financial reporting responsibilities.

Leadership Skills

• The ability to assign tasks, establish priorities, monitor performance, and ensure deadlines are met.
• Ability to provide training, guidance, and cross-training to promote staff development and departmental coverage.
• Strong communication and interpersonal skills to collaborate effectively with Finance, Operations, and program staff.
• Ability to review work for accuracy, completeness, and compliance with established policies and procedures.
• Ability to identify performance issues, resolve operational challenges, and recommend process improvements.
• Ability to manage competing priorities, delegate responsibilities effectively, and ensure continuity of grant and accounting operations.
• Commitment to fostering accountability, teamwork, and continuous improvement within the department.

REQUIRED EDUCATION AND/OR EXPERIENCE :

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field required (Master’s degree preferred).
• Minimum 5-10 years post-graduate experience in progressive finance/accounting roles, preferably within nonprofit, healthcare, or human services sectors.
• Minimum 2 years supervisory experience
• Demonstrated experience with budgeting, financial reporting, compliance, and audit support.

• A Valid Driver's License and Insured Vehicle.
• PPD (TB test required with proof of results; no more than 1 year old)