Monterey Jazz Controller

GENERAL DESCRIPTION

The Controller is a full-time exempt position whose primary role is to complete all required accounting functions necessary and integral to the on-going operations of Monterey Jazz.  The Controller will report to the Managing Director.  The successful candidate will be a hands-on and collaborative manager and will successfully lead the areas of finance, business planning and budgeting, and human resources.

PRIMARY RESPONSIBILITIES

Financial Management: 

• Serve as bookkeeper for the organization, providing accurate and consistent record-keeping for organization by processing the following:
  • All invoice and contract payments on a regular basis in cooperation with the organization’s many vendors and contractors. Included in this process is securing approval from the appropriate staff person and reconciling balances due against statements and agreements.
  • All deposits and receivables (manual and electronic) on a regular basis while providing ongoing interdepartmental reports that reconcile those revenues’ purpose. This includes providing aging reports for outstanding balances and generating invoices as required.
  • All employee credit card charges against monthly statements, collecting receipts and posting expenses against respective budget line items.
  • Monthly bank statements with existing records to provide accurate balances for all cash accounts.
  • All monthly and annual state filings as required of the Division of Taxation, Secretary of State, Business Property Statements, Welfare Exemptions, Census Data, Tourism Assessment, Business Labor Standard and Commerce Department Surveys.
  • Working with the Managing Director and the Internal Committee, help to develop a clear financial plan that is consistent with the organization’s strategic goals and initiatives.
  • Analyze and present financial reports in an accurate, organized and timely manner; clearly communicate monthly and annual financial statements; collate financial reporting materials for all donor segments, and oversee all financial, project/program and grants accounting.
  • Coordinate and lead the annual audit process, liaise with external auditors and the audit committee of the Board of Directors; ensure all recommended changes made by the auditors are implemented in a timely way.
  • Oversee and lead annual budgeting and planning process in conjunction with the Managing Director and review all financial plans and budgets; monitor progress and changes; and keep leadership team abreast of the organization’s financial status.
  • Manage organizational cash flow and forecasting.
  • Communicate regularly with Investment Managers in order to monitor investment portfolio performance.
  • Implement a robust contracts management and financial management/reporting system; ensure that the contract billing and collection schedule is adhered to, and that financial data and cash flow are steady and support operational requirements.
  • Update and implement all necessary business policies and accounting practices; maintain the finance department’s overall policy and procedure manual, ensuring that the organization is using best practices and maintaining strong internal controls.
  • Serve as a member of the Internal Committee; effectively communicate and present the critical financial matters to the Board of Directors on a monthly basis.
  • Oversee preparation of federal and unemployment quarterly reports, state payroll reports, W2’s, and 1099s.
  • Manage insurance and risk management policies.
  • Review and analyze agency general liability policy and make recommendations to the Managing Director.
  • Review and analyze the agency workers compensation policy.

Human Resources:

• Administer semi-monthly payroll of salaried and hourly employees while tracking PTO and holiday accruals, liens and garnishments, and quarterly 592 withholdings.
• Ensure timesheets are signed and submitted on time.
• Ensure accuracy of payroll records by updating database with changes in status, tax withholdings, benefits deductions, time off accruals, etc.
• Ensure employee files are complete.
• Ensure employee handbook is regularly updated.
• Other duties as assigned.