ATHENS POSITION DETAILS
Shared Services Accounting- Concord
ATHENS ADMINISTRATORS
Explore the Athens Administrators’ difference: We have been dynamic, innovative leaders in claims administration since our founding in 1976. We foster an environment where employees not only thrive but consistently recognize Athens as a “Best Place to Work.” Immerse yourself in our engaging, supportive, and inclusive culture, offering opportunities for continuous professional growth. Join our nationwide family-owned company in Workers' Compensation, Property & Casualty, Program Business, and Managed Care. Embrace a change and come make an impact with the Athens Administrators family today!
POSITION SUMMARY
Athens Administrators has an immediate need for an experienced, hands-on, detail and process-oriented yet strategic and analytical, highly motivated Controller to support our multiple privately-owned and operated businesses. The position will work onsite from the corporate office on Stanwell Drive in Concord, CA. Athens offices are open for business Monday-Friday from 7:30 a.m. to 5:30 p.m. local time. The schedule for this position is Monday-Friday at 37.5 hours a week. A hybrid schedule may be considered.
Under direction of the CFO, the Controller will be accountable for the accounting and banking operations, with a strong focus on treasury functions, client escrow-funds account management, financial reporting, month-end close, corporate accounting, payroll oversight and managing a department of over 17 employees, among other responsibilities. A key component of this position includes assisting the CFO and VP of IT in process improvement projects as well as improvements in day-to-day activities related to corporate fiscal management. Incumbent will also be responsible for the maintenance of a comprehensive set of financial-related systems, processes and controls designed to mitigate risk, enhance the accuracy of the company's reported results, and ensure those results comply with generally accepted accounting principles.
This position oversees Client Accounting Specialists who manage the daily transactions in and reconciliations of 250+ client escrow-funds bank accounts, held in 10+ separate banks. An ideal candidate will embody Athens’ Core Values fostering a caring culture and teamwork and be a strong, positive communicator who enjoys partnering with others to lead Athens’ continued success.
The Controller position has a broad width of duties, from preparing complex deferred revenue journal entries and reviewing payroll check runs to setting department goals and objectives based on CFO input and Athens’ corporate goals and objectives. Key projects for the coming year will include improving the client-accounting processes and billing, streamlining the contract revenue-clause workflow and continuing the initial implementation of the new Accounting system (Workday) and its ongoing development over the next few years including a new company credit card program. A positive can-do attitude, strong initiative, love of digging in and getting things figured out, self-awareness, team spirit, high emotional intelligence, and high adaptive intelligence are essential characteristics for this position to guide the Accounting team during the company’s growth and step changes in infrastructure that are needed right now.
PRIMARY RESPONSIBILITIES
Our new hire should have the skills, ability, and judgment to perform the following essential job duties and responsibilities with or without reasonable accommodation. Additional duties may be assigned:
- Banking:
- Direct and/or perform all treasury functions, opening new bank accounts (monthly for new clients) and coordinating with bank personnel and IT team to set up the proper online services
- Direct and/or perform banking transactions (i.e., transfer of funds) for all corporate, shareholder and client funds
- Monitor cash balances – corporate and client-funds (300+ accounts); prepare Statement of Cash Flows
- Client-funds Accounting: (12 staff)
- Manage onboarding for all new clients– direct client interaction to set up their unique banking and reporting requirements, including the establishment of their escrow and prefund limits
- Oversee Client-Accounting Manager and team responsible for the daily, monthly, quarterly processes, monthly client bank account reconciliations and client reporting
- Resolve escalated client, client accounting and claims payment issues; assist staff with troubleshooting
- Ensure anti-fraud measures are updated and maintained for the safety of our client’s funds
- Month-end close:
- Directly perform and manage month end close process, and oversee the complex monthly billing ensuring the timely closing of the books
- Manage monthly intercompany transactions and allocations, including preparation of journal entries to properly present each entity’s results
- Manage and prepare deferred revenue reconciliations, analysis and roll forwards by client/program
- Oversee the Excess Claims Volume analysis and billing process
- Prepare and review financial statements, including trend and comparative analysis, before the close for accuracy and completeness, making accruals or adjustments as needed and research answers to CFO’s financial analysis questions
- Corporate Accounting: (4 staff)
- Oversee AP and AR employees; ensuring that accounts payable, customer billings, collections, and cash applications are processed accurately and executed timely
- Provide staff with templates with which they will prepare monthly billings, amortizations, etc.
- Oversee 1099 filings prepared by staff
- Manage Shareholder distributions in coordination with the CFO and external tax accountants
- Review and/or prepare Balance Sheet reconciliations
- Assist CFO in the accounting of complex, non‐recurring transactions including mergers, acquisitions, refinancing, restructuring, recapitalization, and other transactions, including preparation of complex journal entries, and drafting of accounting memos and footnote disclosures in the reviewed financial statements
- Responsible for the accounting of all leases, contracts and any other legal records and documents which may affect the financial status of the company
- Prepare supporting schedules for bank covenant calculations as applicable (none at this time)
- Audits and Taxes:
- Coordinate with and prepare workpapers for the preparation of annual tax return by the external CPA firm
- Oversee the preparation of required Federal and State financial and payroll reports and tax compliance, 401(K), and regulatory financial reporting
- Oversee/manage required audits/reviews, inclusive of payroll audits for carriers, property, and sales tax
- Prepare year-end review workpapers and act as contact point for external CPA firm’s reviews
- Provide proper supporting documentation in response to audit, tax, and due diligence requests
- Manage all business tax licenses and ensure Athens is properly registered for paying payroll and conducting business in all required jurisdictions
- Process Improvement:
- Monitor, supervise and creatively look for ways to improve the accounting department’s daily routines to ensure smooth, effective, and efficient daily work practices
- Play a key role in the selection and implementation of enhancements or changes in accounting systems.
- Work with counterparts in company to continuously improve company and claims processes and efficiencies.
- Recommend and assist in the design and implementation of department policies and procedures
- Payroll: (1 staff)
- Review and approve everyl Payroll check run in detail and review all payroll processes including the accounting of and keeping detailed records for a non-qualified deferred compensation plan with a rabbi trust and 401(k) plan, reviewing monthly PTO and salary accruals, and preparation of Key Performance Indicators for payroll calculation and processing
- Budgeting and Analysis:
- Prepare department budget and analyze monthly differences to the budget
- Assist CFO in the preparation of the company-wide budget, including template preparation, consolidation of department input and import into the Accounting software
- Assist CFO with monthly variance analysis of actual to budget
- Other:
- Manage corporate credit card administration authorize all new cards/users
- Complete questionnaires for annual corporate insurance renewals
- Manage software licenses for Accounting functions (Workday, GP, Cyberlink, 1099 Express, etc.)
- Stay current with the latest technology, evaluate with management, and implement on a timely basis.
- Communicate and alert CFO and management to issues that occur while executing responsibilities; offer corrective actions to cure and implement preventative measures for the future
- Perform other duties and responsibilities as assigned
ACCOUNTABILITIES
Supervisory Responsibilities
Supervising, scheduling, assigning, monitoring, and evaluating the work of assigned staff. Building trusting and effective relationships with direct reports while fostering growth and retention. Will set goals, conduct performance reviews, train, cross-train, and develop team. Direct training and conduct regular team meetings to keep team informed and educated. Actively develop, coach, discipline, and counsel direct reports. Encourage regular communication, support, and camaraderie. Act as a role model of the Athens Core Values and fostering our caring family culture.
- Directly manage 6 employees initially, including a Senior Payroll Specialist, Client Accounting Manager, Senior Accountant and staff performing AR, Billing and AP functions.
- Indirectly manage 10 Client Accounting Specialists and a Client Accounting Supervisor
- Plan for future staffing needs for succession and growth
- Create individual development plans for team members
ESSENTIAL POSITION REQUIREMENTS
The requirements listed below are representative of the knowledge, skill, and/or ability required. While it does not encompass all job requirements, it is meant to give you a solid understanding of expectations.
Education and professional designations
- Bachelor’s Degree or professional designation in Accounting or Finance required
- MBA in Business, Finance, or relevant field (preferred)
- CPA or CMA designations (preferred)
Experience
- Minimum 10 years financial/accounting experience inclusive of:
- 5 years in a Controller capacity
- 5 years in general and project accounting that includes responsibility for a full-cycle financial close
- Insurance accounting (preferred)
- Third Party Administrator (TPA) experience (preferred)
- Strong understanding of GAAP principles, accounting concepts, legal and tax requirements, and financial management and reporting best practices
- Highly advanced skills in Microsoft Office Suite products, especially Excel.
- Advanced ability in Workday Financial Accounting software (highly desirable)
- Advanced ability in Great Plains accounting software, our legacy system (preferred)
- Ability to learn additional computer programs
- Experience with privately-owned or family-run business (highly desirable)
- Superior customer service
- Employing a “get the job done” attitude
- Able to build constructive and effective relationships with a broad and diverse group of business partners
- Proven leadership skills fostering a safe, fair, caring and collaborative work environment
- Reasoning ability, including problem-solving and analytical skills, i.e., proven ability to research and analyze facts, identify issues and make appropriate recommendations and solutions for resolution
- Exacting standards for accuracy and thoroughness in self and direct reports with superior organizational, time management and project management skills
- Ability to effectively manage multiple priorities and changes, with flexibility, positivity, timeliness, and efficiency
- Exceptional verbal and written communication skills, with strong attention to detail
- Total commitment to the success of projects, teammates, and company with ability to take ownership
- High Emotional Intelligence and Adaptive Intelligence
- Proven history of creating innovative strategies and methods to constantly improve service and results
- Ability to carefully review detailed records prior to sending to correct parties
- Able to attend both local and occasional overnight meetings and/or conferences
- Excellent organizational skills and ability to multi-task
- Acts trustworthy, dependable, and team-oriented for fellow employees and the organization
- Seeks to include innovative strategies and methods to provide a high level of commitment to service and results
- Demonstrates care and concern for fellow team members and clients in a professional and friendly manner
- Acts with integrity in difficult or challenging situations and is a trustworthy, dependable contributor.
- Athens’ general operations involve handling confidential, proprietary, and highly sensitive information, such as health records, client financials, and other personal data and additionally the Controller will work with and be aware of certain sensitive financial and personal information about the owners. Therefore, maintaining confidentiality, honesty and integrity is essential.
APPLY WITH US
We look forward to learning about YOU! If you believe in our core values of honesty and integrity, a commitment to service and results, and a caring family culture, we invite you to apply with us. Please submit your resume and application directly through our website at http://www.athensadmin.com/careers/job-openings Feel free to include a cover letter if you’d like to share any other details. All applications received are reviewed by our in-house Corporate Recruitment team. The Company will consider qualified applicants with arrest or conviction records in accordance with the Los Angeles Fair Chance Ordinance for Employers and the California Fair Chance Act. Applicants can learn more about the Los Angeles County Fair Chance Act, including their rights, by clicking on the following link: https://dcba.lacounty.gov/wp-content/uploads/2024/08/FCOE-Official-Notice-Eng-Final-8.30.2024.pdf.
This description portrays in general terms the type and levels of work performed and is not intended to be all-inclusive or represent specific duties of any one incumbent. The knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.
Athens Administrators is an Equal Opportunity/ Affirmative Action employer. We provide equal employment opportunities to all qualified employees and applicants for employment without regard to race, religion, sex, age, marital status, national origin, sexual orientation, citizenship status, veteran status, disability, or any other legally protected status. We prohibit discrimination in decisions concerning recruitment, hiring, compensation, benefits, training, termination, promotions, or any other condition of employment or career development.
THANK YOU!
We look forward to reviewing your information. We understand that applying for jobs may not be the most enjoyable task, so we genuinely appreciate the time you've dedicated. Don’t forget to check out our website at www.athensadmin.com as well as our LinkedIn, Glassdoor, and Facebook pages!
Athens Administrators is dedicated to fair and equitable compensation for our employees that is both competitive and reflective of the market. The estimated rate of pay can vary depending on skills, knowledge, abilities, location, labor market trends, experience, education including applicable licenses & certifications, etc. Our ranges may be modified at any time. In addition, eligible employees may be considered annually for discretionary salary adjustments and/or incentive payments. We offer a variety of benefit plans including Medical, Vision, Dental, Life and AD&D, Long Term Care, Critical Care, Accidental, Hospital Indemnity, HSA & FSA options, 401k (and Roth), Company-Paid STD & LTD and more! Further information about our comprehensive benefits package may be found on our website at https://www.athensadmin.com/careers/why-work-here
