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Associate Controller

4 months ago

Redlands, California, United States University of Redlands Full time

Associate Controller
Job Category: Admin
Requisition Number: ASSOC001494

Posting Details

Full-Time
LocationsShowing 1 location
University of Redlands
Redlands, CA 92374, USA
Job Details
Description
Campus and Building with Mountains

POSITION CODE: 7077

DEPARTMENT/ADMINISTRATION: Business and Finance

APPOINTMENT: Administrative, Full-time, Twelve (12) months

SALARY RANGE: $110, ,000 annually, pro-rated

HIRING RANGE: The anticipated hiring range is near or at the minimum of the classification, commensurate with the candidate's education, experience, skills, and training.

INTRODUCTORY PERIOD: 1 year

BENEFITS OVERVIEW: BROCHURE

AVAILABLE: ASAP

APPLICATION DEADLINE: Open until filled

Definition of Classification:

The Associate Controller provides significant assistance for the financial statements and compliance audit and tax reporting; timely accounting, reporting and reconciliation of the University's investment portfolio; professional leadership and administration of all aspects of the administration of the deferred gift program; oversight of the University's cash management; contract management; assistance in the administration of the financial and compliance aspects of grants awarded to the University; and accurate financial data to University Management and Board of Trustees to facilitate management decisions and reporting. Researches, prioritizes, and follows up on incoming matters and concerns of a sensitive and highly confidential nature for executive management.

Reporting to the Controller, this position plays a key role in the University's control environment and oversees Accounting Services.

Although minimal, this position requires flexibility to work evening and weekend hours as well as the ability to travel, as required.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

Financial and Compliance Audit & Taxation

Prepares, analyzes, and reconciles various audit work papers, schedules, and year-end adjusting journal entries for an annual external audit, including but not limited to Student Accounts Receivable, Student Loans Receivable, Contributions Receivable, Investments, Property, Plant & Equipment, Leases and Actuarial Adjustments for life income gifts. Coordinates with accounting personnel and other supporting departments to facilitate year-end close.
Maintains an effective working relationship with the independent auditors and assists with any requests and inquiries.
Prepares financial statements and footnotes and supporting work papers and schedules.
Prepares, analyzes, and reconciles various audit workpapers and schedules for annual Retirement Plan 403(b) audit in coordination with Human Resources personnel. Assists in coordination of audit/financial reports presentation and materials for the Audit and Risk Management Committee.
Coordinates preparation and review of IRS Form 5500.
Participates in the University Retirement Committee oversight meetings.
Prepares all work papers and analyses for completion of federal Form 990 and Form 990-T and state income tax returns in conjunction with external audit and tax personnel. Assists in the coordination of tax return presentations and materials for the Audit and Risk Management Committee. Coordinates timely filing of all returns and payment of any tax payments due.
Investments, Endowment, and Life Income Management

Prepares timely and accurate accounting journal entries to record all investment activity. Collaborates with the University's investment Outsourced Chief Investment Officer firm and custody bank to resolve investment accounting and performance reporting issues.
Assists with the preparation of agenda, discussion topics, and presentation materials for the investment portion of the Finance Committee meeting.
Prepares quarterly Treasurer's Report reconciling all investment accounts.
Prepares and maintains Endowment unit records and reports, annual distribution rate calculations, and year-end audit investment schedules and footnote disclosures.
Maintains all investment files, records, reports, and communication. Maintains Endowment Agreement files and details of Endowment restrictions.
Provides management, oversight, and accounting for the University's deferred gift program in coordination with the University's third-party trust administrator. Serves as primary liaison with donors and income beneficiaries regarding deferred gift program administration.
Coordinates quarterly and annual reporting to income beneficiaries on deferred gift performance and activity. Prepares regular quarterly and annual reports to the State of California Department of Insurance for Annuity program.
Banking and Cash Management

Oversee the University's cash management and forecasting to ensure cash is being invested effectively and that cash is available to meet the University's operating needs.
Maintains the University's current banking signatories with all relevant financial institutions and updates this information as needed.
Completes Secretary of State Statement of Information filings every two years, or as otherwise required.
Contract Management

Oversees the University's Contract Management portal and reviews contracts.
Maintains current listing and records of all University leases and contracts.
Grant Administration Support

Assists in financial review of all grant proposals, ensuring that the University has the capacity to manage the proposed grant and to meet the grant requirements. Maintains listings and status of all grant proposals and awards.
Monitors grant activity to ensure that grant requirements are met, and costs are within the grant budget. Assists lead grant personnel in grant administration, accounting, budgetary and compliance issues, and processes.
Prepares invoices, financial reports, cash drawdown documents, and other compliance as needed. Enhances and maintains current knowledge of compliance issues related to various funding agencies.
Assists in developing and negotiating Indirect Cost Rates with cognizant agencies.
Prepares audit schedules and assists in the coordination of audit of grant activity. Maintains records in readiness for unannounced site visits and/or audits from Federal Agencies.
Supervision

Supervises, plans, directs and assigns work of assigned staff; makes hiring and disciplinary decisions; provides feedback on performance and approves timesheets.
Responsibilities include the development of department procedures and policies, workload management, and establishing and monitoring department priorities and goals. Provides oversight for the Accounting, Cashier, Accounts Payable, and General Ledger system functions.
Provides oversight to the Advancement Services team to ensure gifts are recorded timely, accurately, and in accordance with University policies and procedures.
General Duties

Prepares, analyzes, and reconciles various general ledger accounts for monthly reconciliation including, but not limited to, life income gifts, investments, debt service management, and grant reporting.
Provides oversight for Chrome River Expense, including oversight of training cardholders and online approvers, reconciliations, troubleshooting, follow-up, and maintenance of the online system.
Coordinates the timely annual filing of Property Tax Exemption paperwork, including completion of College Exemption Claim Forms Lessors' Exemption Claim Forms, and annual Business Property Tax Forms 571-L filings. Communicate with counties to request property tax refunds and track receipt of refunds from various counties.
Prepares endowment and other surveys.
Perform other related duties and special projects as assigned.
Qualifications Guidelines

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education:

Required

Bachelor's degree in a related field, preferably in accounting or finance.
A minimum of five (5) years of professional experience in finance and accounting, with progressively responsible experience.
Expertise in Generally Accepted Accounting Principles and Higher Education Accounting.
Preferred

Master's degree in a related field.
CPA, CMA or equivalent.
Knowledge and Skills:

Communicate effectively and follow instructions, both verbally and in writing.
Elevated level of comfort in learning new and evolving technology and recommends ways to improve position's efficiency.
Detailed understanding of administrative systems software, Ellucian Colleague Financial system preferred.
Excellent technical, analytical, and critical thinking skills and must be detail-oriented.
Excellent organizational skills.
Elevated level of independent judgment.
Advanced knowledge of Microsoft Office software including Excel, Word, PowerPoint, and Outlook. Significant experience utilizing technology tools and data conversion to MS Office products.
Knowledge of Uniform Guidance. Ability to keep abreast of laws, regulations, external and internal policies, and procedures governing the administration of grants and contracts and serve as a resource to faculty and staff.
Ability to communicate financial information with a wide variety of audiences that may or may not have a financial background.
Ability to work effectively in a fast-paced environment.
Should be good at setting priorities and the ability to deal with multiple tasks and functions simultaneously.
Understanding of the University's operating structures.
Ability to recommend appropriate courses of action within established guidelines.
Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
Ability to exercise discretion and sensitivity towards and the ability to work with confidential information required.
Ability to operate standard office equipment.
Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.
Physical Requirements/Working Conditions:

Working Conditions:

Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; climb stairs; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.