Director of Business Services/Controller at Klamath Community College – Klamath Falls, Oregon

JOB SUMMARY

The Director of Business Services/Controller maintains and analyzes financial information, prepares and presents financial reports, and maintains fiscal stability of KCC using informed technical knowledge and skill in accounting and financial analytics. The Director of Business Services/Controller oversees various positions within the business office and leads the day to day functions associated with Accounts Receivable, Accounts Payable, Purchasing, and Payroll. Additionally, this position also designs, administers, and manages systems for a wide range of budget-related programs, vendor relationships, and regulatory activities. The Director of Business Services/Controller is also responsible for interacting effectively with internal/external customers and vendors to gather needed information, resolve differences, and complete work on schedule. The position recommends the hiring of new employees and trains and supervises staff members.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform the job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill, and/or ability required to perform the position description satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Providing fiscal forecasting, budgeting, resource planning, and corresponding accounting and audit functions for the College and Foundation. Under the supervision of the Vice President of Administrative Services, the incumbent implements, tracks and reports all annual budgets. Associated tax filing, monitoring and reduction of bad debt, and grant management is included in this role.

• Assists in developing and administering policies, procedures, and processes in support of finance operations for the College and Foundation; assists in monitoring compliance with approved policies, procedures, and processes, ensuring alignment with the College mission, values, goals, and objectives and compliance with local, state, and federal laws and regulations.
• Prepares financial reports for college entities and various College programs, reviewing financial data to ensure compliance with applicable local, state, and federal requirements and Generally Accepted Accounting Principles (GAAP). Researches, analyzes, and interprets applicable laws and regulations relative to assigned areas of responsibility; makes recommendations based on findings.
• Responsible for the preparation and creation of the College Comprehensive Annual Financial Report.
• Responsible for the preparation and creation of the College and Foundation budget.
• Serves as a liaison with other internal departments within the College and/or to external agencies in order to provide information on available resources and services.
• Primary contact for annual audits for the College in assigned areas of responsibility. Maintains a working relationship with the audit firm throughout the year and manages the timely completion of the annual audit.
• Implements and allocates resources following budget approval. Monitors expenditures college-wide.
• Monitors state, federal, and local grants for both fiscal activity and compliance. Reconciles grant activity with appropriate College departments and prepares grant financial reports as required.
• Oversees and reconciles College’s investment activity. Makes recommendations based on results.
• Assists in overseeing accounting functions to ensure accurate and timely completion of bank reconciliations, payroll, payables, and receivables; assists department and College staff with problem resolution as needed.
• Maintains institutional internal and financial controls.
• Participates in a variety of meetings, committees, and other related groups to communicate financial information.
• Attends meetings and conferences; reviews newsletters and financial update bulletins to keep up-to-date with GAAP and IRS regulations and changes.
• Participates in long-range financial planning, working cooperatively with college departments and others in developing strategic and tactical plans to facilitate and coordinate the delivery of financial services. Evaluates processes, recommends standards to be met, and makes appropriate recommendations for implementation. Provides project management for applicable financial projects.

Maintains and analyzes financial information, prepares and presents financial reports, and maintains fiscal stability of KCC using informed technical knowledge and skills in accounting and financial analytics.

• Determine and maintain a record of assets, liabilities, profit-and-loss, tax liability, and other financial activities within the organization.
• Prepare monthly financial reports for the Board and for the Foundation, assessing accuracy, completeness, and conformance to reporting and procedural standards.
• Collaborates with the Administration to support overall institutional goals, objectives, and fiscal integrity of programs.
• Provides informed guidance in the full range of financial and budgetary matters affecting the organization.
• Ensures accurate and timely monthly, quarterly, and year-end-close, reporting on discrepancies in financial records.
• Reviews monthly financial statements and related management reporting to effectively evaluate degree of financial risks and highlight critical issues, trends, and opportunities.
• Prepares special reports and financial statements as needed for the Cabinet, Foundation, and leadership team members for use in decision-making processes relating to new or altered programs and services.
• Facilitates the process of generating logical and meaningful strategic plans and quarterly updates.
• Participates in accreditation, Business Office assessment, and annual audit, including assisting in the preparation of audit schedules.
• Analyzes and administers payments made for grant programs, including completing grant-related accounting tasks and monitoring outstanding grants, receivables, errors, and stale-dated checks.
• Oversees daily banking requirements, ensuring that all deposits are properly handled.
• Reviews and verifies bank and balance sheet account reconciliations and subsidiary journals to general ledger reconciliations.
• Reconciles weekly financial aid disbursements and balances the related general ledger accounts.
• Maintains financial aid schedules and summaries as required and prepares backup documentation; records journal entries regarding financial aid transactions and prepares monthly reconciliation to financial aid records.
• Maintains financial security by following internal controls.
• Assists in special accounting projects as assigned.

Designs, administers, and manages systems for a wide range of budget-related programs, vendor relationships, and regulatory activities.

• Devises, implements, and manages policies and procedures to ensure internal controls and to meet the strategic planning needs and quarterly updates for the College, including forecasting of financial results and effectiveness in providing financial services.
• Develops, implements, modifies, and documents recordkeeping and accounting systems, making use of current computer technology.
• Interfaces with software provider vendors to ensure superior support and problem-resolution, as needed.
• Contributes to the design and projected cost of labor, including coordination of salary administration in accordance with program guidelines.
• Stays current with legal, financial, reimbursement, economic conditions, and accounting procedures impacting KCC’s operations.

Interacts effectively with internal/external customers and vendors to gather needed information, resolve differences, and complete work on schedule.

• Assists departments, employees, and institutional leaders by providing fiscal information, explaining procedures, and answering basic and moderately complex accounting questions.
• Troubleshoots and resolves internal inquiries in a timely, friendly, and accurate manner.

Recommends the hiring of new employees; trains and supervises staff members.

• Oversees and leads staff and activities in the areas of payroll, accounts payable, purchasing, fixed assets, and accounts receivable and the Bookstore, ensuring that department deliverables and quality standards are met.
• Conducts performance appraisals, recommends the hiring of staff when needed, and monitors conformance to institutional policies.
• Contributes to the engagement of direct reports; provides frequent performance feedback and opportunities to develop and grow, while encouraging input, empowering decision-making, displaying concern for the employees’ well-being, and equipping the employees to succeed in their role.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assists in special accounting projects and institutional committees/projects as assigned.
• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES NEEDED TO PERFORM THIS ROLE

• Ability to manage and report on a wide range of financial data, employing sound accounting principles and best practices.
• Strong organizational skills with an ability to work well both independently and as a team member.
• High proficiency in the use of spreadsheet and database software and systems, including MS Excel and Access, with the ability to develop and present precise and easily understood financial reports.
• Proficient in the use of computers, including spreadsheet, word processing, and database software applications.
• Accurate 10-key skills.
• Works well with others in a group or team and has the ability to remain flexible despite interruptions and/or routine changes to priorities and/or job duties.
• Ability to effectively communicate in written and verbal forms, while maintaining strong interpersonal relations with College administration, government officials, auditors, staff, and students.
• Ability to read, analyze, and interpret general business manuals, professional journals, technical procedures, and governmental regulations.
• Ability to write reports, business correspondences, and procedure manuals.
• Ability to effectively present information and respond to questions from managers, staff, students, and the general public.
• Strong leadership skills.
• Reliable in meeting exacting or highly accurate work results, strict deadlines, and providing prompt and friendly service delivery.

PHYSICAL DEMANDS AND WORKING CONDITIONS

• Learned physical skills required to perform keyboarding functions
• Prolonged standing, sitting, and use of computers

EDUCATION AND EXPERIENCE

• Bachelor’s degree in accounting or related field with at least six (6) years of accounting experience in a lead role, including financial reporting and general ledger expertise.
• Associate’s degree with at least ten (10) years of accounting-specific work experience may also suffice.
• At least three years management experience of multiple full-time employees in fiscal responsibility positions with increasing responsibility.
• Knowledge of FASB, GASB and GAAP.
• Current CPA certification is preferred.

Open until filled.

Print Name: __________________________________________

Employee Signature: __________________________________________

Date: _________________________

MM/DD/YY

It is the policy of Klamath Community College to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.