Controller

Controller

Job Scope:

The controller is responsible for overseeing all financial operations of the organization, ensuring compliance with federal, state, and company regulations, and maintaining fiscal integrity across all programs. This role involves supervising the fiscal department staff, managing the preparation and monitoring of budgets, and overseeing purchasing and billing procedures. The controller will also provide strategic financial guidance to the leadership team, prepare financial reports, track key performance indicators, and forecast the return on investment for current and future programs.

Additionally, the controller will maintain accurate employee records, ensure timely payroll processing, and manage grants and grant management functions. The position requires a high level of expertise in data analysis, risk management, and financial forecasting, as well as hands-on experience with accounting software (preferably Abila MIP). Strong leadership skills, decision-making ability, and a focus on organizational detail while maintaining a broader vision are essential.

The controller will also be responsible for ensuring the program’s financial operations comply with regulations, managing audits, and updating the fiscal manual as needed. This position requires significant experience in financial management, payroll and benefits accounting, and staff supervision. A genuine interest in the organization's mission and values, along with the ability to explain financial concepts in simple terms, is also essential.

Responsibilities

Financial Management & Reporting:

o Oversee cash flow management and supervise all operations of the Finance department to ensure efficiency.

o Monitor all financial systems to ensure compliance and maintain fiscal integrity.

o Prepare accurate and timely financial reports in accordance with contracts and regulatory requirements for each program.

o Prepare, review, and adjust the budget and components of the grant to ensure compliance with regulations and grantor guidelines.

o Develop and maintain a cost allocation plan in coordination with the Executive Director. Oversee all procurement transactions and ensure proper allocation of expenditure.

o Plan and direct fiscal activities for the Head Start program, including reviewing and verifying documents such as appropriations, requisitions, in-kind contributions, parent reimbursements, invoices, and payroll.

o Prepare cost analysis and budget reports (monthly, quarterly) and present them to the board of directors, comparing actual vs. planned expenditures.

o Ensure all fiscal reporting is accurate and submitted on time per state and federal requirements.

o Oversee the program's billing procedures, ensuring timely, accurate, and compliant billing processes.

o Ensure all financial operations comply with federal and state laws.

o Coordinate and prepare for audit activities and ensure timely completion of audits. Assist the independent auditor as necessary.

Leadership & Staff Management:

o Supervise Finance department staff to ensure smooth day-to-day transactions and efficient operations.

o Provide financial expertise and strategic advice to the leadership team.

o Work with Human Resources to maintain and update the employee roster to ensure accurate and current staff wage information.

o Update and maintain staff information, including wages and employment status, in financial management systems such as MIP and Abila.

o Manage confidential information with discretion, maintain organization, and collaborate effectively with the leadership team while also working independently.

o Participate in professional development opportunities, sometimes off-site, at the request of the Executive Director.

Compliance & Process Oversight:

o Update the fiscal manual regularly to ensure compliance with current state and federal regulations and requirements.

o Comply with federal, state, and company policies and regulations, specifically the Head Start Program Performance Standards.

o Ensure the agency has proper and adequate insurance coverage, including but not limited to children, liability vehicle, and property.

o Track, record, and calculate in-kind contributions to meet program Non-federal share requirements.

o Analyze regulations, legal opinions, and operational procedures to assess their impact on program effectiveness and costs.

o Oversee the program's purchasing operations and processes, ensuring compliance with procurement policies and procedures.

o Reconcile financial records and report discrepancies.

o Investigate and implement opportunities for improving existing accounting, budgeting, and reporting systems.

o Perform other relevant responsibilities as required by the program.

Payroll & Administrative Duties:

o Work with the payroll team to Manage and process payroll on a monthly basis for all employees.

o Ensure payroll taxes and payroll tax reports are done accurately and in accordance with Federal and State regulations. Process annual W-2s and 1099s.

o Maintain appropriate files and records to ensure accurate tracking and compliance.

o Access computerized financial information to answer general questions and prepare internal and external financial reports.

o Perform general office duties such as filing, answering phones, and handling routine correspondence.

Qualifications:

Educational & Professional Experience:

o Must hold at minimum a Bachelor’s degree in accounting, business, fiscal management, or a related field.

o Proven experience as a controller or other senior level accounting professional, preferably within a non-profit organization and with non-profit fund accounting.

o At least three years of experience in payroll and benefits accounting.

o Minimum of two years of experience supervising staff, preferably in fiscal management and administration.

Skills & Expertise:

o Strong knowledge and expertise in data analysis, risk management, analytical skills, and forecasting methods.

o Hands-on experience with accounting and financial management software, preferably Abila MIP (or willingness to obtain).

o Proficient in modern office communication systems, including email, voicemail, Windows operating system, and the ability to operate office equipment and maintain electronic records.

o Strong team leadership and management skills.

o Ability to focus on organizational details while maintaining a big-picture vision.

o Substantial decision-making responsibilities related to personnel, fiscal, and operations management.

o Excellent problem-solving skills to ensure program and system alignment.

o High level of computer literacy, including proficiency in word processing, databases, spreadsheets, internet, and email.

o Expertise in MS Excel.

o Ability to explain complex financial concepts in simple, understandable language.

Additional Requirements & Attributes:

o Genuine interest in supporting the organization’s mission and values.

o Ability to lift up to 30 lbs. on occasion.

o No prior convictions of child abuse/neglect; Criminal History Background Clearance required.

o External candidates must complete and pass a Physical and TB screen upon conditional offer for hire.

o Must be willing to obtain food workers card and CPR/First Aid Certification within 90 days of hire.

Position Information & Benefits:

CDCSA offers a comprehensive benefits package to support the well-being and work-life balance of our employees.

Salary

The salary for this exempt position ranges from $95,000 to $105,000 per year, depending on experience.

Schedule

The standard workweek is Monday through Friday, with negotiable hours. Partial remote work is available for this position if desired. Occasional flexibility in working hours may be required to accommodate payroll runs.

Paid Time Off

o Paid vacation, personal leave, and sick leave.

o 11 paid federal holidays each year.

o 1 week off for Spring Break and 2 weeks off for Winter Break.

Health & Wellness:

o Health, vision, and dental insurance plans.

o Voluntary care plans for additional coverage options.

Retirement Plan

403(b) retirement plan available.

Program Statements:

CDCSA Mission Statement:

To support and reinforce the family as the most important influence in a child’s life by fostering independence, raising self-esteem, and building social competence.

Code of Ethics Statement:

Chelan Douglas Child Services Association is committed to the highest ethical standards and furthering the values of early childhood education as they are reflected in the ideals and principles of the NAEYC Code of Ethical Conduct.

CDCSA School Readiness Goals:

As children leave our program they will have the social competence, skills, knowledge, and attitudes necessary for success in school and for later learning and life; demonstrated through developmentally appropriate progression on meeting goals in social and emotional development, language development, literacy knowledge, and skills, approaches to learning, cognition, and general knowledge, physical well-being ad motor development.

As parents leave our program they will have the knowledge and understanding that they are their child’s first and most important teacher and advocate, and knowledge and skills to make a difference in the life and learning of their child.

The Chelan Douglas Child Services Association is an equal opportunity employer.

Pay: $95,000.00 - $105,000.00 per year

Benefits:

• 403(b)
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person