Assistant Controller

POSITION:  Assistant Controller

LOCATION:  Providence, Rhode Island

Reports to:  Controller

Department:  Fiscal

ABOUT THE AMERICAN MATHEMATICAL SOCIETY

The American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization that is dedicated to advancing research and connecting the diverse global mathematical community through our publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs. The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.

WHY WORK AT THE AMS

At the AMS we value excellence, inclusivity and teamwork. We work at the forefront of advancing and connecting the diverse mathematical community worldwide, and we are seeking curious, innovative, collaborative individuals to join our team.

• Excellent work-life balance with potential for hybrid work
• Generous benefit offerings including:
  • 9.5% employer contribution to 403(a) Retirement Plan 
  • 100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
  • Medical and dental coverage with employer cost share 
  • Voluntary vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction
• 12 paid holidays 
• Generous paid time off
• Technology equipment reimbursement for applicable roles
• Tuition reimbursement

SUMMARY: The Assistant Controller supports the financial operations of the American Mathematical Society (AMS) by managing key accounting functions, with a primary focus on fund accounting, endowment accounting, financial reporting, and internal controls. This position plays an important role in ensuring the accuracy, integrity, and timeliness of financial information in accordance with generally accepted accounting principles (GAAP), nonprofit accounting standards, and AMS policies.

ESSENTIAL FUNCTIONS:

• Coordinate the monthly financial close process, ensuring timely and accurate completion.
• Monitors daily cash activity, identifies incoming receipts, and coordinates with Customer Services to ensure the timely and accurate application of customer payments.
• Prepare and review journal entries, account reconciliations, and support schedules pertaining to budgets including review of annual budget.
• Assist with ensuring the accuracy and integrity of the general ledger and financial records.
• Research and apply generally accepted accounting principles (GAAP) to complex accounting transactions.
• Assist with the preparation and coordination of the annual audit, including auditor requests and supporting documentation.
• Prepare and review schedules for the annual Form 990 and other regulatory filings.
• Support the implementation, maintenance, and optimization of the organization's ERP and other financial systems.
• Review transactions for appropriate account coding and proper financial reporting.
• Collaborate with departments across the organization to resolve accounting issues and improve financial processes.
• Prepare monthly bank reconciliations.
• Prepares and files annual Forms 1099 and 1042-S in compliance with IRS reporting requirements.
• Maintains lease accounting records and ensures compliance with applicable accounting standards.
• Coordinates and oversees the annual calculation and distribution of royalty payments to authors, ensuring accurate calculations, timely payments, and compliance with contractual terms.

• Manage and maintain AMS’s fund accounting structure, including general funds, restricted funds, grant funds, and endowment-related accounts.
• Maintain accounting records for AMS endowment funds, including true endowments, board-designated funds, and related investment accounts.
• Perform other or similar related duties as requested or assigned.

TRAVEL: 5%

INTERNAL AND EXTERNAL RELATIONSHIPS:

• Internal: Works closely with internal customers, such as department managers and Customer Services staff. 
• External: Develops business relationships with vendors, auditors, bankers, authors, and others. 

SUPERVISORY RESPONSIBILITIES: 

No

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor’s degree in accounting, Finance, or a related field required.
• Five plus years of progressive accounting experience, preferably within a nonprofit, association, higher education, foundation, or other mission-driven organization.
• Strong understanding of fund accounting and nonprofit financial reporting 
• Audit experience preferred but not required.
• Experience in complex, automated accounting systems, such as NetSuite, Sage, or Microsoft Dynamics prior experience in Oracle NetSuite helpful.
• Excellent project management skills, including work prioritization, planning, and task delegation.
• Fund Accounting experience preferred, not required.
• Must possess strong level of analytical skills along with critical-thinking and problem-solving skills.
• Experience with royalties is a plus.
• Must have excellent written, oral and communication skills with the ability to interact with people at all levels of the organization.
• Advanced proficiency with Microsoft Excel and financial reporting tools
• Work effectively as a team member.

ATTRIBUTES AND COMPETENCIES: The following attributes and competencies are indicators of the skills and/or behaviors necessary to successfully perform the essential functions of the position. 

• Demonstrates understanding of organization’s mission, structure, culture, and constituencies.
• Demonstrates knowledge of own department’s work activities and mission; understands how own job impacts work of department.
• Responds positively to changes in the organization and the workplace.
• Demonstrate flexibility in responding to work demands.
• Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect.
• Plans and organizes work effectively.
• Accepts accountability for job performance and results.
• Works effectively with others in a variety of settings
• Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet needs of audience and/or situation.
• Maintains professional composure in challenging situations.
• Exercises discretion in identifying, handling, and safeguarding confidential information.
• Addresses issues constructively, building cooperative relationships within and across departments.
• Receptive to feedback and willing to try different approaches in order to achieve the best results.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Performing primarily sedentary work with limited physical exertion and lifting up to 10 lbs.
• Duties performed cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting or repetitive motion.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices
• Capable of reliable attendance in the office during scheduled work hours

WORK ENVIRONMENT/CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typical office environment, climate-controlled, minimal noise.
• Extended work hours may be required to meet project deadlines or resolve unexpected problems.
• This position is required to be in-office.

EOE Statement

The American Mathematical Society is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

Other duties disclaimer: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. It is not intended as an employment contract.