Controller

Are you a Controller?
Are you down to build a budget? Are your general ledgers generally legendary? Do you take great offense to jokes about accountants being boring? Does tax season give you the opposite of seasonal depression- like, seasonal glee? Can you explain the importance of retirement savings to a junior creative? Do you like getting other people paid as much as you like getting paid?

The Controller will serve as the highest-ranking financial manager within the agency and a key strategic partner to the President/CEO. This role is responsible for all aspects of financial management, including corporate accounting, regulatory and financial reporting, budgeting, forecasting, and development of internal control policies and procedures. The Controller will also manage human resources (HR) functions, including payroll, benefits administration, and 401(k) management, as well as administrative duties such as IT and building operations management. The Controller plays a critical role in supporting the agency's growth by providing financial insights, ensuring regulatory compliance, and recommendations on financial operational efficiencies.

Key Responsibilities:

1. Financial Management & Accounting:

Financial Planning & Analysis:

• Works with President & CEO to build annual budgets based on historical data and client projections.
• Continually review and analyze client forecasts working with Account Directors to ensure alignment with agency goals and financial viability.
• Compare advance billing spreadsheets with the General Ledger (GL) to ensure accuracy and completeness.
• Conduct a thorough review of the Trial Balance for reasonableness and accuracy, investigating and resolving any discrepancies.
• Prepare comprehensive financial statements in Excel, adhering to GAAP standards, and providing detailed insights into the agency's financial health.
• Meet weekly with President & CEO to discuss financial and HR issues.
• Meet with President/CEO monthly to review financial statements, highlighting key shifts, trends, risks, and opportunities.
• Present quarterly financial reports to the bank and shareholders, offering strategic recommendations and updates on financial performance.

General Ledger Oversight:

• Manage all aspects of the General Ledger, including posting prepaid entries, monthly revenue, and work-in-progress (WIP) entries.
• Update the monthly fixed asset schedule and prepare corresponding depreciation entries to reflect accurate financial positioning.
• Ensure that the GL is backed up regularly and that periods are properly closed at month-end (ME) and year-end (YE).

Accounts Payable (AP) Management:

• Oversee the accounts payable process, entering AP transactions as needed and ensuring accuracy and timeliness of vendor payments.
• Supervise the work of the Receptionist and Accountant regarding AP processing, ensuring adherence to internal controls and optimizing payment schedules.
• Review vendor invoices and select payments for processing, including reviewing and approving check payments, wire transfers, and ACH payments.

Accounts Receivable (AR) Management:

• Oversee the accounts receivable process, entering AR transactions as needed, particularly for key clients.
• Supervise the work of the Receptionist and Accountant regarding AR processing, ensuring timely collections and accurate revenue recording.
• Review client aging reports and collaborate with account managers to resolve outstanding invoices and manage collection efforts.

Cash Management:

• Reconcile all bank accounts to the GL on a monthly basis and manage daily cash flow to maintain optimal liquidity for operational needs.
• Monitor the bank website daily to identify unusual transactions, confirm the success of outgoing wires, and approve ACH payments not pre-set in the bank's ACH system.
• Determine the need for drawdowns on the Line of Credit (LOC), generally only required at year-end.

Year-End Financial Statements & Tax Preparation:

• Prepare and compile information required for annual financial statements and coordinate with external auditors for compilation.
• Review and approve financial statements and tax returns prepared by outside firm, ensuring compliance with relevant tax laws.
• Prepare covenant compliance reports for banking relationships and ensure all regulatory reporting requirements are met.
• Determine dividend distributions to shareholders to cover pass-through taxes and review and sign property tax returns.

Banking & Treasury Services:

• Manage banking relationships, reviewing the agency's LOC needs annually with banking partners.
• Oversee credit card programs to maximize rebates and cash-back benefits for media payments, ensuring optimal utilization of credit facilities.
• Implement and monitor ACH fraud controls and wire policies to safeguard agency assets.

Insurance Management:

• Oversee all insurance policies, including General Liability, Fiduciary, Professional E&O, and Cyber Insurance, ensuring compliance with client requirements and agency needs.
• Provide payroll information for annual workers' compensation audits and coordinate with insurance brokers for renewals and policy adjustments.

2. Human Resources (HR) Management:

Payroll Management (Paychex):

• Oversee the entire payroll process, ensuring all changes (new hires, salary changes, benefit changes) are accurately reflected in each pay period.
• Submit payroll two business days prior to pay dates and reconcile payroll reports to manual control totals.
• Prepare payroll entries from Paychex reports and ensure accurate posting in the GL.

401(k) Plan Administration (Principal):

• Manage employee enrollments in the 401(k) plan and process bi-monthly payroll contributions, including determining matching amounts.
• Coordinate with the outside consultant to review the plan annually, evaluating investment options and compliance with legal changes.
• Inform employees of any changes to the 401(k) plan or investment options and provide information for annual Form 5500 preparation.

Insurance Benefits Administration (Digital One):

• Administer health, vision, dental, disability, life insurance, and voluntary life insurance plans.
• Oversee the annual review of renewal options with brokers and present recommendations to the President and shareholders.
• Provide open enrollment information to employees and manage enrollments and changes directly through provider websites.
• Meet with new employees to review all benefit options and collect information for payroll processing.
• Approve and pay vendor invoices for benefit providers.

Employee Engagement:

• Conduct quarterly reviews of employee engagement programs, such as Your Money Line, to enhance overall employee satisfaction and retention.

3. Administrative & Operational Management:

Information Technology (IT) Management:

• Oversee two IT staff (one full-time, one part-time) and manage the agency's technology infrastructure, including new policy changes, upgrades, and equipment purchases.
• Ensure all technology investments align with the agency's strategic goals and operational efficiency.

Supervision of Accounting Staff:

• Supervise the Accountant and Receptionist, overseeing AP, AR, and some GL functions, ensuring accuracy, timeliness, and adherence to internal controls.
• Provide leadership, training, and development opportunities to the accounting team, fostering a culture of continuous improvement and professional growth.

Qualifications:

• Bachelor's degree in Accounting, Finance, or a related field; CPA or CMA preferred.
• 7-10 years of progressive experience in accounting and finance, ideally within the advertising or creative services industry.
• Strong understanding of GAAP, financial reporting standards, and internal controls.
• Experience in strategic financial planning, budgeting, analysis, and human resources management.
• Proven ability to manage financial operations, including AP, AR, cash management, payroll, and benefits.
• Excellent communication, leadership, and interpersonal skills.
• High proficiency in accounting software, financial modeling, and advanced Excel skills.