Assistant Controller Job in New York 10001, New York US

PLANNED PARENTHOOD FEDERATION OF AMERICA
NATIONAL OFFICE
NEW YORK, NEW YORK

 

Assistant Controller

 

PRIMARY FUNCTION/PURPOSE:

 

The Assistant Controller will play a significant leadership role along with the Controller, Senior Finance Director and CFO in leading the Finance Division. The Assistant Controller responsible for General Accounting, Internal Reporting, Annual Audit and Compliance plays a crucial role with all Finance staff in terms of reviewing all analyses and journal entries requiring advanced technical accounting and not-for-profit knowledge and preparing the Organization’s quarterly and annual financial statements.

 

The Assistant Controller will: ensure that all reports are timely and accurately prepared under an adequate system of internal controls; interact with all levels of PPFA staff and management and ensures that the day-to-day as well as special projects are completed in an accurate, timely, customer-friendly, and professional manner; and will help ensure adherence to accounting controls and propose changes to them in policy format to the Controller and CFO as needed.

 

The Assistant Controller is responsible for and serves as a primary liaison between Development, PPFA affiliates and Finance in the Organization’s Collaborative Fundraising Initiative (CFI) and development database implementation.  It is the responsibility of the Assistant Controller to become well versed and ensure all staff is trained as needed in all necessary regulatory matters and new accounting pronouncements.

 

In addition to the everyday responsibilities for this role, the Assistant Controller of General Accounting, Internal Reporting, Annual Audit and Compliance will participate in the following special or time sensitive projects: a) lead the organization in the preparation for the annual external audit of PPFA and its consolidated entities for the fiscal year; b) work closely with Development division on implementation of the database system and continued implementation of CFI; and c) work on development of a new chart of accounts.

 

DUTIES AND RESPONSIBILITIES

·       Responsible for all internal reporting for PPFA and its consolidated entities. Develops knowledge and understanding of the general ledger’s chart of accounts and the budget code structure and the actual nature of each account, work flow for developing account balances, how general ledger accounts roll-up to financial statements and footnotes and how they relate to the underlying operation of Planned Parenthood and its consolidated entities.  Must develop this knowledge promptly and maintain it in order to be able to assign new budget codes consistent with reporting requirements as business needs change.

·       Prepares quarterly and annual internal and external financial statements for PPFA consolidated and each entity stand alone, and the underlying analyses for such financial statements for review by the Controller, Senior Finance Director and CFO prior to issuance.  Such reports are issued to the Board of Directors and external organizations such as banking institutions. 

·       Demonstrates extensive and strong not-for-profit and other U.S. GAAP accounting knowledge and experience to apply to the preparation of quarterly financial statements.  Must be able to prepare or thoroughly review journal entries and complex underlying supporting schedules and documents.  Possesses ability to prepare complex analyses and reconciliations and provides written guidance to Divisions and Finance staff regarding technical accounting questions.   

·       Assists the Controller in managing day-to-day accounting functions to ensure timely, accurate and complete financial information for management, divisions and the organization boards (PPFA, Action Fund, and Foundation).  Has experience in leading staff through change of processes. Assists the Controller in ensuring the availability of necessary tools and resources to accomplish all necessary tasks for proper and timely accounting and reporting; provides leadership, direction and supervision to staff; sets and revises priorities as needed; maintains good communications and on-going feedback regarding performance; motivates and develops staff; maintains morale and manages turnover.

·       Assists the Controller in conducting a monthly/quarterly review and analysis of general ledger accounts, including detailed analyses of balance sheet accounts to ensure accurate and timely reporting. For each quarterly closing, maintains quarterly account analyses and reconciliations in the necessary shared drive(s) so as to prepare each quarterly closing for the annual external audit in order to keep year-end audit preparations to a minimum. Keeps an updated list of all balance sheet accounts and key revenue and expense accounts needing monthly/quarterly analysis updates and ensures all such accounts and any new ones are assigned to staff for monthly/quarterly analyses and reconciliations.  

·       Assists the Controller in planning year-end closing and audit and gathering the data necessary for the fiscal year-end external auditors to ensure accurate and timely performance of the year-end audit.  Assists the Controller with: adjusting and performing year-end audit journal entries; conducting audit preparation projects including serving as point of contact for all audit schedules to be supplied; maintaining master file of all schedules; responding to auditor’s requests for information and inquiries; and preparing the audited financial statements and notes thereto.

·       Assists the Controller in overseeing the system of internal controls and development and implementation of financial policies and procedures.  Communicates such policies and procedures to all organization staff, both within and outside the Finance Department, and to others as appropriate, after such policies have been approved by the CFO.  Ensures that accounting controls and financial policies and procedures are consistent with U. S. GAAP, laws, regulations and PPFA goals and objectives. Ensures compliance of such by staff.

·      Reviews and approves journal entries prepared by Finance staff.

·      Performs complex account analysis and reconciliations with ability to explain such analyses in simplistic terms.

·     Possesses comprehensive and very strong knowledge of all systems used by the Finance Division, including but not limited to Great Plains (including ability to use various modules and able to perform year end close, etc.) and any new system implemented by the Organization. Uses such systems effectively and efficiently and ensures others are trained to do the same. Possesses advanced Excel skills set for complicated analyses requiring the handling of large quantities of data such as models having over 1,000 lines, etc.  Is knowledgeable of and has experience in using pivot tables. 

·      Develops knowledge and understanding of IRS and FEC laws and regulations related to the proper segregation of funds amongst PPFA, the Foundation, the Action Fund, and the Action Fund’s political action committee and other segregated funds.

·      Responsible for ensuring daily operations of the CFI from a Finance department perspective and works closely with the Controller, Senior Finance Director, Development division staff and affiliate staff on continued implementation of the initiative. 

·      Leads the effort of an implementation of the new development database system from a Finance department perspective.

·      Performs procedures necessary to close the fiscal year in the general ledger system.

·      Possesses knowledge and experience in the FORM 990 preparations as will be responsible for assisting in the preparation of the FORM 990 for all PPFA legal entities.

·      Performs a review of bi-weekly payroll data changes to ensure accuracy before final processing of payroll. 

·      Supervises Senior Accountant and Senior Financial Analyst.  

·      Serves as a backup in authorizing and reviewing all activities of the 501(c)(4) and 527 entities, including reconciliation and review of the reports due to the Federal Election Commission and to the IRS.  Serves as a backup in reviewing in-house deposits and approving journal entries relating to it.

 

·      Directly oversees the Action Fund’s financial reporting function, ensuring that sufficient, relevant information is available on a timely basis throughout the year.

·      Serves as a backup in preparing all journal entries to record all investments, split interest agreements and beneficial interest in perpetual trust transactions.

·      Serves as a backup in reviewing of accounts payable function activities.

·      Serves as a backup in the preparation of various surveys as required by government agencies and other entities.

·      Performs or coordinates short- and long-term special projects for the Controller and CFO.

·      Performs other related duties as assigned or requested.

 

POSITION SCOPE: 

Responsible for internal reporting activities, including monthly, quarterly and year-end closings, annual audit preparation, and CFI.  Set objectives and priorities and follows through in accordance with established procedures and divisional goals. Recommend changes to improve work systems or procedures. Assist in monitoring PPFA’s overall accounting activities.

Assist the Controller in managing accounting activities and handling the day to day mechanics of the general accounting operation.  Perform complex accounting/financial analysis.  Assist in establishing and monitoring standard operating procedures. Responsible for assuring PPFA’s resources are used effectively and monitors assigned activities, so that transactions are recorded and monitored accurately. 

PROBLEM-SOLVING: 

Responds to problems or challenges that affect the ability of the Finance Department to meet assigned goals and objectives.  Incumbent must research, analyze and integrate information from various sources to determine solution.  Decisions affect program or operational effectiveness, as well as interactions with other departments, divisions, affiliates, offices and/or external partners.

KNOWLEDGE: 

Job duties require a thorough understanding of the principles, concepts and methodology of not-for-profit accounting, and the ability to apply such knowledge in professional settings.  Incumbent regularly provides services, advice and guidance to others. 

CONTACTS: 

Incumbent regularly works with staff in other departments, regional offices or affiliate service centers to produce work and ensures work is on time and meets performance goals.  Identifies opportunities to expand program activities, develop work products, and build professional relationships that demonstrate and enhance PPFA’s commitment to diversity. 

SUPERVISION: 

Supervises Senior Accountant and Senior Financial Analyst and provides instruction to various other staff.   

POSITION REQUIREMENTS:

Education:  Bachelor’s degree in Accounting required.

Experience:  Five to ten years of directly related, progressively responsible accounting experience is required.  Minimum of four years in mid to large size CPA firm working in not-for-profit sector, preferably with one of the Big 4, or minimum of four years supervisory and extensive reporting experience working for a large complex not-for-profit is required. Must be a CPA.  Must have experience motivating Accounting Department managers and staff in meeting deadlines and working on major projects.  Must have excellent project management experience and skills.

Related Skills or Knowledge: Must possess very strong not-for-profit accounting, operations and systems knowledge.  Great interpersonal skills, excellent work ethics, customer focus, excellent oral and written communication skills including being able to convey accounting information in easy to understand terms, organizational skills and the ability to be flexible, work independently and pay attention to details.  Great Plains and FRX reporting experience preferred.  Knowledge of advanced Excel, Word and PowerPoint required.  Must have proven ability to meet critical deadlines and work effectively with a wide-range of skilled staff.  Demonstrated skills in problem resolution.  Must have excellent account analysis/reconciliation skills, being able to prepare complex analysis and reconciliations.  Must be a take charge leader who prides on achieving results and meeting deadlines.  Must be able to work independently and manage multiple priorities at once. Work well in a multi-cultural environment and is sensitive to diversity.  Must work well under pressure to meet multiple deadlines concurrently and be able to adjust working hours to demands and deadlines.  Must be a team player helping the department achieve all major projects, including those that may be under the leadership of other Finance managers. 

No calls Please.