Fiscal Controller
TITLE: Fiscal Controller
DEPARTMENT: Fiscal
REPORT TO: Executive Director
DEPARTMENT: Fiscal
REPORT TO: Executive Director
SALARY RANGE: 12
CLASSIFICATION: 15
STATUS: Exempt Position
CLASSIFICATION: 15
STATUS: Exempt Position
JOB SUMMARY
The Fiscal Controller will lead day-to-day finance operations including functional responsibility over accounting, accounts payable, accounts receivable, payroll, and grants administration. The Fiscal Controller will ensure that the Agency has the systems and procedures in place to support effective program implementation and conduct flawless audits.
QUALIFICATIONS
Education
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Bachelor’s Degree
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Bachelor’s degree in a related field equivalent knowledge base gained through lived experience or through formal schooling, independent study, short course or other applicable arrangements.
Education may be waived with significant job related experience
Experience
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More than 3 years
Authorization
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BCA Background Study
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DHS Background Study
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Valid Driver’s License
Work Environment
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Conventional – Office model
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Hybrid – Flexible work model that is a blend of in-office, remote, and/or on-the-go.
SKILLS, ABILITIES, & OTHER KNOWLEDGE
Skills
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Excellent oral and/or written communications skills.
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Ability to manage time that results in both a satisfactory quantity and quality of work.
Ability
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Support the Mission of the Agency through daily work and while representing the Agency in public.
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Have general knowledge of programs and activities of the Agency.
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Demonstrated ability to work independently and as a team member.
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Must be able to handle diverse work problems on a daily basis.
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Must be able to organize a work schedule, set priorities and work effectively to meet deadlines without supervision.
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Must be able to adjust to changes necessitated by last minute assignments and deadlines requests that may prove stressful.
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Ability to effectively work across differences, especially socio-economic and cultural differences.
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Attend trainings, classes and meetings as necessary to improve job skills and maintain an acceptable level of job performance.
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Serve as a mentor for new staff.
Other Knowledge
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Have knowledge and apply Agency policies and procedures, including safety, technology, data practices and other applicable policy, procedure and program regulations.
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Understand numbers and mathematical concepts.
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Knowledge of public and private sources of debt equity and subsidy.
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Knowledge and understanding of federal, state, and local guidelines, codes, regulations, for implementation and reporting requirements.
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Knowledge of Community resources.
PRIMARY DUTIES & RESPONSIBILITIES
This job description is not intended to be all-inclusive and employee will also perform other reasonably related business duties as assigned.
Area 1: Program Operations
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Responsible for keeping accurate records of all financial transactions for the Agency.
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Maintain and create analyses with various forms of exported data (text, pdf, Excel)
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Keep systematic accurate, and up-to-date records of the Agency’s financial affairs.
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Oversee the operation of the accounting department which includes: Accounts Receivable, Accounts Payable, General Ledger, Bank Reconciliation, and Payroll.
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Prepares cash collateralization schedule quarterly to record other banking activity.
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Prepares self-funded dental bank reconciliation and billing summary monthly.
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Responsible for the review of Agency insurance coverages, plus, proration of applicable premium charges based on appropriate program exposure.
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Oversee investments as authorized by the Executive Director.
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Assist auditor with IRS Form 990 preparation.
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Responsible for retirement plan audit by providing all financial records, reviewing the financial statement as prepared by the auditor, including the reconciliation of Form 5500 as prepared by a TPA.
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Responsible for worker’s comp classification assignments, quarterly review, annual budget and yearend audit.
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Responsible for unemployment insurance review, providing quarterly analysis and suggested program updates to the Executive Director.
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Ensure Agency has appropriate insurance coverage to protect from loss. Actively involved in application, review and analysis of coverage.
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Ensures monthly financial reports for individual programs are provided to Department Directors and the Board of Directors.
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Ensures the invoices for all Programs are completed timely.
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Maintains internal control of automated payroll system.
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Review payroll timesheet reports before posting to ledger.
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Responsible for Property Control.
Area 2: Program Compliance
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Maintains budgeting systems, which provide control of all expenditures made to carry out the Agency’s activities.
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Responsible for the preparation and timely submission of all State and Federal Tax Reports as well as appropriate invoices as required.
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Prepares all appropriate financial reports relative to assigned programs of operation to be submitted to the applicable funding source, Executive Director, Department Directors and Board of Directors.
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Responsible for fiscal year Agency audit and Single audit(s); Provide requested documentation during Field Audit; Works with external auditors and provides requested information for auditors annually.
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Review financials for 80+ programs, review and preparation of balance sheet reconciliations, program reconciliations, SEFA and other supporting schedules.
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Prepare and submit quarterly and year-end payroll reports timely.
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Ensure timely and accurate submission of all program financial reports and cash requests to funding agencies.
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Provides the annual budget for Annual Report and reports any significant budget differences to Executive Director.
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Prepare ad-hoc reports.
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Keep all computer files on the Agency network.
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Responsible for comprehension and adherence to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements a/k/a/ the Uniform Guidance; plus, other reports as required.
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Ensures compliance with local, state, and federal government requirements.
Area 3: Program Communications
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Keep the Executive Director informed of all potential programmatic problems or concerns.
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Keep all computer files on the Agency network.
Area 4: Development Assistance
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Maintains a current documented system of accounting policies and procedures.
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Forecasting future financial performance; recommending changes to policies and procedures to improve Agency financial performance.
Area 5: Work Knowledge
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Advanced level Excel experience a must.
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Must have aptitude for budget control; must be able to evaluate budgets and fiscal information in relation to ongoing program activities. Provide training to other staff as needed on budgeting, forecasting and expenditure reports.
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Must have experience with Federal and State rules, regulations, standards, contract and Fiscal accountability procedures, preferably in non-profit area.
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Must be able to work under periods of demanding workloads due to seasonal operations of the program(s).
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Must be able to prepare reports and gather and evaluate program data.
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Working knowledge of computer systems; personal computer, internet, and client tracking systems.
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Must possess supervisory skills; experience in a supervisory capacity is preferred.
JOB FACTORS
Supervision of Others
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Responsible for assigning, instructing, and checking the work of 1 to 3 other employees in 1 geographic location
Safety of Others
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Modest amount of responsibility for the safety of others. Compliance with established safety regulations for the job performed mitigates exposure to injury of self or others.
Contacts
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Contact is both inside and outside the agency, and may include formal presentations.
Physical Demand
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Must be able to lift 25 pounds.
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Requires sitting, standing, bending, stooping and reaching.
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Physical ability to operate equipment specific to your position.
Travel
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Must have reliable transportation.
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Must have valid driver’s license and current auto insurance coverage in compliance with Minnesota State guidelines on the vehicle used for work related travel.
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Travel for completion of job duties, trainings and meetings as required.
GENERAL AGENCY REQUIREMENTS
Professionalism
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Maintain positive work atmosphere by behaving and communicating in a manner that fosters good relations with customers, co-workers, providers, volunteers and supervisors.
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Treat customers, co-workers and public in a respectful and courteous manner at all times.
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Continue to develop skills and abilities.
Community Representation
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Represent Lakes and Pines Community Action, Inc. in a positive manner.
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Adhere to the Community Action Code of Ethics.
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Seek to understand poverty and barriers faced by community members.
Confidentiality
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Maintain confidentiality of agency, program and customer information.
An Equal Opportunity Employer/Contractor
In accordance with federal and state laws, Lakes and Pines CAC is an equal opportunity employer, contractor and provider of services. The Agency will maintain a
policy of non– discrimination with all employees and applicants for employment. All aspects of employment within
the Agency will be governed on the basis of merit, competence and qualifications and will not be influenced in any
manner by race, color, creed, religion, sex, age, national origin, disability, public assistance status, marital status, veteran status,
sexual orientation, or gender identity,status as a parent, familial status, or in a local human rights commission or any other legally protected status.
If an applicant needs reasonable accommodations for the employment application process, please contact Lakes and Pines either by phone, mail, email or in person and request such consideration. (Such as sign language, interpreter, materials in large print, accessibility)
Individuals are encouraged to complete an Employment Application form whether or not a vacancy currently exists. Employment applications will be kept on file for one year and will be considered for appropriate job vacancies.
If an applicant needs reasonable accommodations for the employment application process, please contact Lakes and Pines either by phone, mail, email or in person and request such consideration. (Such as sign language, interpreter, materials in large print, accessibility)
Individuals are encouraged to complete an Employment Application form whether or not a vacancy currently exists. Employment applications will be kept on file for one year and will be considered for appropriate job vacancies.