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Controller
Category: Technical


Pittsburgh Botanic Garden
Pittsburgh, Pennsylvania

Posted: Monday, June 10, 2013

JOB PURPOSE

The Pittsburgh Botanic Garden is currently being developed on 460 acres along the airport

corridor near Settler’s Ridge. Phase one is scheduled to open in 2014. It will be a unique

cultural amenity for the city with inspirational displays of hardy plants, horticultural and

environmental education, and research into regional botanical and conservation issues. The

Garden is also committed to taking a leadership role in the stewardship of the natural world

and healthy ecosystems.

 

RESPONSIBILITIES

The controller position is accountable for the accounting operations of the organization, to

include the production of periodic financial reports, maintenance of an adequate system of

accounting records, and a comprehensive set of controls and budgets designed to mitigate risk,

enhance the accuracy of the organization's reported financial results, and ensure that reported

results comply with generally accepted accounting principles. This position reports to the

President, but works closely with other staff members.

 

Essential Job Functions:

  • Maintain all accounting systems, policies, and procedures in accordance with GAAP
  • Maintains general ledger and track financials in QuickBooks
  • Prepares the financial statements and reports
  • Manages property, auto, risk management and workers compensation insurance.
  • Manages all banking relationships, investment management and is responsible for negotiating all debt financing.
  • Monitors cash flow, oversees the cash management and ticketing operation and covenant compliance.
  • Coordinates the annual internal audit, RACP audit, tax returns, and audits or financial review associated with funders
  • Comply with local, state, and federal government reporting requirements and tax filings
  • Creates and enhances internal control systems to support financial audits
  • Negotiates contract services for cost savings, asset management, account analysis and reconciliation.
  • Monitors the operating and capital budgets, close out reports and annual funder reports.
  • Works with the President and senior staff to prepare the annual operating and capital budgets. including the annual budget presentation.
  • Manages all human resources transactions such as but not limited to new employee setup with payroll, benefits, federal clearances, and documentation of employment contracts. 
  • Manages contracts with Paychex
  • Manages all financial needs for events
  • Maintains a documented system of accounting policies and procedures
  • Maintains the financial tracking of an inventory management system for merchandise sales

Transactions

  • Ensure that accounts payable are paid in a timely manner
  • Ensure that all reasonable discounts are taken on accounts payable
  • Ensure that accounts receivable are collected promptly
  • Process payroll in a timely manner
  • Ensure that periodic bank reconciliations are completed
  • Ensure that periodic donor database reconciliations are completed
  • Ensure that required debt payments are made on a timely basis
  • Maintain the chart of accounts
  • Maintain an orderly accounting filing system
  • Maintain a system of controls over accounting transactions
  • Issue timely and complete financial statements
  • Coordinate all paperwork with vendors such as collection of W9’s, contracts, invoices, and produce 1099’s
  • Maintain a file record of all board meeting minutes and member lists needed for financial audit reviews 
  • Ensure that all personnel submit timesheets in a proper and timely manner
  • Coordinate the preparation of the corporate annual report
  • Recommend benchmarks against which to measure the performance of company operations
  • Calculate and issue financial and operating metrics
  • Calculate variances from the budget and report significant issues to management
  • Provide for a system of management cost reports
  • Produce and Submit all reports required for outside government vendors or agencies, such as, but not limited to, lobbying expenses, private funder reporting, and government grant reporting.
  • Coordinate all human resources topics in regards to new employee orientation and manuals, payroll processing, collection and allocation of timesheets, personnel health insurance, benefits, and hiring / exit processes.
  • Provide financial analyses as needed, in particular for capital investments, pricing decisions, and contract negotiations 
  • Ensure that the financial needs of all events are coordinated, such as, but not limited to, off site credit card processing, cash/check sales, and documentation of order forms

Other Functions:

  • Performs other related duties as required for maintaining good financial practices.

 

EXPERIENCE AND QUALIFICATIONS

  • A minimum of a Bachelor’s degree in either accounting, economics, or finance; Certified Public Accountant designation required
  • Minimum 57 years progressively responsible experience; experience in a nonprofit environment is required, no exceptions 
  • Experience with RCAP and other government grant tracking preferable
  • Solid base in mathematics with great analytical and communication skills
  • Clearance of background checks and credit report
  • Proficient with Microsoft Office and Quickbooks; computer proficiency required in electronic spreadsheets and computer operating systems
  • Excellent oral and written communications, attention to detail; ability to make financial presentations to both internal and external groups, committees, boards, or organizations
  • Demonstrated organizational skills and ability to work well with others
  • Proven success in managing a variety of assignments simultaneously while maintaining strict attention to detail and schedules
  • Familiarity with a donor database like Donor Perfect helpful
  • Be able to operate under pressure and meet deadlines

 

WORK CONDITIONS

  • Primarily office work conditions with occasional outdoor work at events
  • Monthly evening work for Board meetings and weekend work for major Garden events
  • Must be able to lift up to 40 pounds and traverse moderate site conditions related to Garden events

 

SUBMISSION REQUIREMENTS

Email submissions only. Please send cover letter, resume and two references to:

resume@pittsburghbotanicgarden.org

All candidate submissions (including cover letter, resume, references, and/or sample work) should be in a combined single PDF format with applicant’s name in the filename. Please do not include information in email text, but include important information for consideration in cover letter content. Do not make multiple submissions. No phone calls please.

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