Job Description

Historic Hudson Valley (HHV) seeks a Controller to oversee the daily financial operations of a $16 million non-profit organization with a diverse business model that generates revenue from ticket sales, an investment portfolio, government grants, private contributions, and retail sales. The organization owns and operates five historic properties in Westchester County, NY, and presents dynamic programming, ranging from school field trips on the history of colonial enslavement to large-scale festivals including the Great Jack O’Lantern Blaze.

Reporting to the Director of Finance (DoF) and with one full-time direct report, the Controller will have ultimate responsibility for maintaining and ensuring the accuracy of HHV’s financial records. The candidate will be a strategic partner of the DoF and leadership, helping to use financial data in organizational decision-making and planning.

The Controller joins HHV at a pivotal time, as the organization embarks on several major capital projects, explores new sources of earned revenue, and continues to expand its digital platform. The candidate will collaborate closely with Vice Presidents and Directors in various departments, including Development, Buildings & Grounds, Education, Communications & Commerce, Human Resources, and Event Production.

This is an exciting opportunity for a seasoned non-profit professional who is passionate about advancing the mission of an organization with a long-standing commitment to education, historic preservation, tourism, and community engagement.

Historic Hudson Valley is committed to fostering a diverse and inclusive workforce that strengthens the organization. We recognize that skills and experience vary and encourage all interested candidates to apply—even if your background does not meet every listed qualification. If you are excited about this role, please include a cover letter detailing how your unique experiences and skills align with this opportunity.

Primary Responsibility:

¨ Provide oversight, direction and day-to-day management of Historic Hudson Valley’s finance and accounting functions including accounts payable, receivable, bank reconciliations, journal entries, and payroll. Incumbent must be a hands-on manager with impeccable integrity, the ability to quickly understand HHV’s business imperatives, and a strong sense of ownership of departmental functions. Serve as a business partner to the Director of Finance and leadership team.

  Principal Duties:

¨ Accounting and financial reporting:

¨ Record all financial transactions, post journal entries and maintain the general ledger

¨ Assist the Director of Finance with preparing financial reports for various audiences (trustees, staff, granting agencies)

¨ Reconcile accounting records with monthly bank and credit card statements

¨ Reflect HHV’s business reality by ensuring the accuracy, completeness and verity of all financial transactions for accurate reporting

¨ Coordinate monthly reconciliation of admission and merchandise sales to Shopify/Better Reports Accounting custom reports

¨ File monthly sales tax reports (museum shop)

¨ Record deferred revenue monthly.

¨ Prepare for and assist with month-end and year-end close process, constantly reviewing procedures while eliminating inefficiencies.

¨ In concert with the Director of Finance establish policy and procedures regarding employee assigned credit cards, charge cards and HHV business accounts with vendors. Monitor activity and adherence to policy and coordinate monthly reconciliation of credit card statements.

¨ Maintain accounts receivable, rent and grants receivables.

¨ Maintain accounts payable.

¨ Monitor “Open To Buy” accounting transactions of retail operations

¨ Other duties as assigned. 

¨ Financial planning/analysis and budgeting :

¨ prepare quarterly budget variance and P/L statements

¨ Monitor monthly cash flow, prepare reports as requested

¨ Monitor and manage performance of all activities versus program and budgets

¨ Coordinate reconciliation of contributions/grants to Financial Edge reports

¨ Data analytics related to earned revenue streams (events and retail), to support performance measurement and decision making

¨ Support the budgeting process, including staff cost modeling and analysis; periodic budget performance reporting, variance analysis, and forecasting  

¨ Regulatory controls and grant compliance:

¨ Assist independent auditors with tax preparation and filings, including OMB A-133 single audit

¨ Assist with annual audit engagement including quarterly reviews

¨ Maintain accounting records, prepare financial reports for all grants and capital projects; track and ensure compliance with terms and provisions of grant contracts and covenants

¨ Assist with ensuring and enhancing the environment of fiscal controls and actively mitigate the risks of financial and regulatory non-compliance, loss or forfeiture of funds, or damage to HHV’s credibility and franchise

¨ Review and suggest improvements for HHV accounting control measures

¨ Work with the Director of Finance and auditors to complete form 990

¨ Track and release temporary restricted contributions on a quarterly basis

¨ Capitalize appropriate expenses on a quarterly basis

¨ Assist Development Department in preparing grant reimbursement requests  

¨ Cash management and investment records;

¨ Manage bank-compensating balances to minimize monthly service charges

¨ Periodically evaluate point of sale financial controls. Recommend changes to Director of Finance

¨ Maintain cash balances in all accounts and propose funds transfers as appropriate to the Director of Finance

¨ Monitor Fixed Asset accounts for proper coding of expenses

¨ Upload EFT payments to banks

¨ In concert with Director of Finance, ensure timely processing of ACH transfers

¨ Respond to unauthorized ACH transactions  

¨ Payroll

¨ Supervise processing of bi-weekly payroll data; make appropriate accounting entries, resolve issues in a timely manner

¨ In concert with HR director ensure payroll and related time and attendance records, policies and procedures are complete and accurate

¨ In concert with HR director establish/update policies and procedures that relate to payroll and time and attendance

¨ Final reviewer of 401(K) plan uploads/ submissions

¨ Perform 457(b) funding for participants  

¨ Administration and Operations

¨ Administer insurance programs and maintain incident reporting system

¨ Train, supervise and evaluate accounting staff

¨ Ensure proper functioning of all accounting systems, databases and financial software in conjunction with the I.T. department

¨ Serve as an active member of the Retirement Plan Committee

¨ Monitor financial aspects of retail operations (i.e. inventory)

¨ Work collaboratively with directors on projects of mutual interest

¨ Take the lead in evaluating accounting department policies and procedures and internal controls. Make recommendations for change to Director of Finance

¨ Adhere to records retention policy as it relates to accounting and finance

¨ Maintain all department records in good order for ready access

Knowledge, Skills, and Abilities:
✔ Bachelor’s degree in accounting required; Master’s degree preferred.
✔ Minimum 10 years of proven accounting and financial management experience.
✔ Minimum 5 years as a controller in the non-profit sector .
✔ Minimum 5 years supervising accounting staff.
✔ Grants management experience.
✔ Strong analytical, problem-solving, and communication skills .
✔ Experience with independent audits, regulatory compliance, and internal controls .

Work Conditions:
✔ General office environment.
✔ Occasional travel to HHV sites.
✔ Some evening, weekend, and holiday assignments in support of HHV’s fall events.

Compensation:
✔ Salary: $90,000–$100,000 (dependent on experience).
✔ Employer-supported health, vision, and dental insurance .
✔ Employer-paid 401(k) .
✔ Paid time off, family leave, and parental leave .
✔ Hybrid schedule (four days on-site in Tarrytown, NY).
To Apply: Please submit a resume and cover letter detailing your interest and qualifications . Applications with cover letters will be considered first .

 

Job Tags

Full time, Temporary work, Work at office, Weekend work, Afternoon shift,

Similar Jobs