Honolulu, Hawaii
Controller Job Opening in Honolulu, Hawaii - GENERAL PURPOSE OF POSITION
The Controller / Administrative Services Program Manager ("Controller") is responsible for supervising the day-to-day activities of the Administrative Services Program ("Program"), one of the six programs in the Resource Management Line of Business. The Controller manages OHA?s financial infrastructure, including OHA?s performance based budget, forecasting, accounts, procurement, and office management support. He/she also provides internal and external financial reports, financial forecasts, financial analyses, and financial statements.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Program Direction and Management
Ensures that Program activities are aligned with advocacy initiatives, strategic priorities, and directives of the Chief Executive Officer (?CEO?), the Chief Operating Officer ("COO") and the CFO / Resource Management Manager ("CFO").
Communicates with the CFO regarding internal and external issues, trends, and ongoing professional observations which may bear on strategic and operational decision making.
Provides financial analyses and forecasts and provides recommendations, taking into account Strategic Plan and Operational Plan implementation requirements, external financial management trends, and OHA?s future needs.
Ensures robust collaboration, information sharing, and shared responsibility for results by all Program staff, and takes whatever actions are required to positively replace behaviors and/or persons when necessary.
Resource Management LOB Team Membership
Serves on Resource Management LOB Team ("LOB Team"). Upon request, leads and/or co-leads LOB Team.
Communicates information, decisions, and directives generated and/or provided by the LOB Team to all Program staff. Shares information and products upwards to LOB Team. Ensures that information and business workflow moves effectively through and across Program and LOB Team.
Upon request, tracks and reports the status of all LOB Team decisions and/or directives to the CFO. Provides information and analysis to the LOB Team regarding status of Administrative Services implementation of advocacy initiatives and organizational priorities.
Enterprise-Level Responsibilities
Works with CFO to review content of all operational plans, work plans and budget worksheets. Provides consultation and technical assistance to LOB Managers and Program Managers as needed to ensure accuracy and quality before submission.
Provides recommendations to Knowledge-Based Strategies Specialist for protection of intangible assets as Intellectual Property when appropriate. Assists Knowledge-Based Strategies Specialist in developing relevant organizational procedures and practices to promote collaboration and group problem solving.
Works with CFO to ensure organizational implementation of ongoing, regular performance sessions (?stat? sessions). Provides enterprise-level consultation and perspective, and champions performance sessions throughout the organization. Provides consultations to LOB Managers and Program Managers preparing for performance sessions.
Champions OHA?s Strategic Plan and Operational Plan, both within the organization and externally, to the public. Works with CFO to ensure all staff?s knowledge of and commitment to Strategic Plan.
Ensures cost-effective delivery of office support services. Ensures delivery of services to staff and programs in a timely manner.
Operations
Manages all professional and administrative staff within the Program and manages day-to-day Program operations. Ensures that information and business workflow moves effectively through the Program once priorities and decisions are communicated by the CFO and/or COO.
Develops and/or ensures development of financial, accounting, and procurement procedures, guidelines, standards, templates and tools related to deployment of new management systems. Ensures professional development and staff training for Program personnel.
Ensures proper administrative expertise and staffing to protect financial data and records systems, and to properly prepare, produce, submit and maintain financial statements, budget documents, performance reports, and other critical financial management documents.
Ensures and engages in employee performance planning, feedback, and performance evaluations at scheduled intervals. Engages in ongoing coaching and performance improvement planning to close employee performance gaps.
Develops and maintains a positive work environment.
Ensures without exception the proper handling and maintenance of confidential, sensitive and/or proprietary information.
Performance Based Budgeting and Accounts
Assists CFO in all aspects of development and deployment of Performance Based Budgeting, including design and restructuring of accounting system, design and implementation of performance based budgeting, overall design of data collection system requirements, and design of performance reporting system.
Leads and/or ensures realignment of chart of accounts to match structure of Strategic Plan and Operational Plan; ensures appropriate restatements of expenditures; ensures staff training for all staff with authorization to expend resources and/or who tracks expenditures.
Develops object codes for all general ledger accounts and assigns them as needed. Assists and monitors the accounting software contractor.
Works with CFO to ensure that Program Performance Budgets are formulated and executed properly, demonstrating fiscal restraint, resource stewardship, and decision making informed by performance information. May co-lead process to approve Program budget proposals, adjustments, and/or budget realignments prior to submission to the COO and CEO. Provides guidance, consultation, training and direction to communicate financial policies and procedures; ensures internal controls and fiscally responsible financial management.
Coordinates and ensures production of published performance reports.
Develops and provides timely and effective business analysis, tracking systems, and reporting methods and procedures.
Fiscal Coordination and Control
Interprets financial policies, audits accounting practices, and ensures compliance.
Serves as primary liaison during financial audits. Provides post audit instructions and ensures organizational and program implementation of Auditor?s recommendations.
Provides and is accountable for the timely and accurate reporting of GAAP financial information and other reports as required, internally to senior management and externally to the required entities.
Works with the CFO to ensure timely and accurate fixed asset record-keeping and related State of Hawai?i?s Department of Accounting and General Services (DAGS) reporting requirements.
Cultivates solid internal working relationships and implements strong internal and cost controls.
Procurement
Ensures compliance with State procurement (e.g., HRS 103D, 103F, and 42F), OHA?s policies and procedures, internal controls, accuracy of transactions as well as their accounting information requirements, timely vendor payments, tax statute and filing requirements, and the protection and cash management of assets, especially that of the Native Hawaiian Trust Fund.
Provides management oversight to ensure that grants and contracts awarded to individuals and/or providers are awarded on the basis of alignment to OHA Strategic Results. Ensures that provider contracts are awarded on basis of a competitive process (RFP, Professional Services Listing, etc.) and meet all applicable performance based contracting guidelines.
Ensures whenever possible application of Performance Based Contracting principles and guidelines in the procurement and awarding of contracts; ensures Performance Based Contracting monitoring and management processes in accordance with guidelines.
Provides management oversight to ensure proper development and maintenance of the annual Professional Services List and staff are in compliance with selecting service providers from the List.
Provides management oversight to ensure that provider organizations delivering services on behalf of OHA to the Native Hawaiian community are regularly evaluated via Program Improvement and/or reputable audit organizations. Ensures performance review, evaluation, and/or audit findings are used to inform contract expansion and/or renewal decisions.
Provides management oversight to ensure proper acquisition, allocation, maintenance, and use of vehicles; monitors upon request mileage and maintenance logs, maintenance schedules, vehicle replacement schedules, and alternative fuel usage.
Provides management oversight to ensure that procurement customers receive the goods and services they need to do their jobs by the times promised and within budget. Provides management oversight to ensure that mail deliveries are accurate and on time.
Knowledge Management
Implements Knowledge-Based Strategies initiatives within Administrative Services Program as directed by the Knowledge-Based Strategies Specialist; observes and notes knowledge gains in performance based budgeting and performance reporting.
Conducts or ensures consistent After-Action review processes.
Ensures that Administrative Services staff practice relentless sharing of information, perspectives, and ideas; ensures frequent use of collaborative decision-making and problem-solving. Ensures program utilization of processes and technology to support knowledge-based strategies
Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the CEO, the COO, and the CFO.
Regular attendance on a daily basis is required for this position.
OTHER
On behalf of the CFO, the Controller may be asked to serve as Acting CFO, lead Resource Management Team meetings, serve on his/her behalf at Executive Team Meetings, and/or relay communications from the Executive Team or from the CEO and/or COO to other LOBs and programs, and/or execute other duties of the CFO as requested.
Performs other duties as assigned by the CFO/Resource Management Director.
EDUCATION, TRAINING AND/OR EXPERIENCE
Education. Graduation from an accredited four (4) year college or university with a bachelor?s degree in business administration or related field. MACC, MBA, CPA, or equivalent degree is highly desirable.
Financial, accounting, or analytical work experience providing knowledge, skills and abilities comparable to those acquired in completing a college or university may be substituted on a year-for-year basis, provided that the work experience was of such scope, level and quality as to assure the possession of comparable knowledge, skills and abilities.
General Experience. Five (5) years of progressive accounting and financial experience which involved gathering, evaluating, and analyzing facts and other pertinent information required to solve problems and/or to determine and recommend appropriate courses of action. Such experience must have demonstrated the ability to elicit information orally and in writing, apply problem-solving methods and techniques, identify alternatives, use judgment in determining appropriate alternatives and prepare clear and concise written reports and recommendations for action.
A master?s degree from an accredited college or university may be substituted for one (1) year of the General Experience required.
A Ph.D. degree from an accredited college or university may be substituted for Two (2) years of the General Experience required.
Excess Specialized or Supervisory Experience may be substituted for General Experience on a month-for-month basis.
Specialized Experience. Two (2) years of specialized experience which involved the accounting for a wide variety of financial accounts, including those of a high degree of complexity and of a substantial amount.
A Certified Public Accountant (CPA) Certification may be substituted for the Specialized Experience required.
A master?s degree in accounting from an accredited college or university may be substituted for one (1) year of Specialized Experience required (but not for the one (1) year of experience, which must have involved accounting and financial experience).
A Ph.D. degree in economics from an accredited college or university may be substituted for two (2) years of the Specialized Experience required (but not for the (1) year of experience, which must have involved accounting and financial experience).
Management Experience. Two (2) years of administrative experience that involved managing an accounting or financial control office; the ability to develop solutions to complex and unprecedented situations; and the ability to develop and maintain effective working relationships with others.
Possession of the required numbers of years of experience will not in itself be accepted as proof of qualification for a position. The applicant?s overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered.
Job Type: Full-time
Job Location:
Honolulu, HI
Required education:
Bachelor's
Required experience:
Accounting: 5 years
Required license or certification:
MACC, MBA or CPA
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