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Controller/Administrative Manager

Posted: 05/20/2020

Position Title:         Controller/Administrative Manager                 
Department:             Finance and Administration
Reports to:               President
Location:                  Tierra Verde, FL
FLSA Status:           Exempt
Established in 1993, Tampa Bay Watch is a 501(C)3 nonprofit organization dedicated to the recovery and protection of the Tampa Bay estuary through scientific and educational programs. With the opening of our second location, the Discovery Center in downtown St Pete our organization is growing and changing and we need an Accounting professional who can help us navigate the way through the accompanying changing accounting, financial and reporting needs.
Position Summary: 
The Controller/Administrative Manager manages and engages in the performance of all of the accounting and financial functions required to successfully run Tampa Bay Watch, Inc. The ideal candidate needs to be an exceptional communicator, action oriented, adaptable, and willing to engage in and perform many different and varied responsibilities.
Key Responsibilities:

  • Guide financial decisions and protect assets by establishing , monitoring, and enforcing internal financial and accounting controls, policies, and procedures
  • Provide status of financial condition to President, Finance Committee, and Board of Directors by collecting from QuickBooks, interpreting, and reporting financial data
  • In partnership with the President and other Directors, create annual budget by establishing schedules; collecting, analyzing, and consolidating financial data; recommending plans
  • Achieve budget objectives by scheduling expenditures, analyzing variances and initiating corrective actions
  • Ensure all accounting functions and programs are maintained in accordance with Generally Accepted Accounting Principles, and where applicable, Government Accounting Standards.
  • Maintain confidentiality of all privileged information.
  • Safeguard and verifies adherence to all financial regulations and requirements.
  • Ensure timely submission of final monthly, quarterly and annual reports to Directors.
  • Conduct internal audits of data to ensure accuracy; implements corrective action if warranted.
  • Manage multiple bank accounts including monitoring transactions and balances, performing bank transfers, and doing month-end reconciliations of all accounts
  • Facilitate paperwork processes for the renewal and maintenance of all insurance policies including applications, audits, premium payments and claims that may occur
  • Oversee, manage, and participate in QuickBooks transactions for all of the general accounting functions, including, but not limited to: accounts payable, accounts receivable, general ledger, and taxes
  • Handle annual external organizational audit, provide all backup, create all audit spreadsheets requested by and answer all questions from external auditors
  • Calculate and submit biweekly payments for 403B plan retirement contributions. Execute and submit the annual 403B Compliance audit
  • Calculate, process, and pay sales tax biannually on sales of gear and other items
  • Oversee and sometimes execute the coding and posting in QuickBooks of all incoming gifts, payments toward invoices, journal entries, staff expense reports, deposits and payments toward Community Room income
  • Oversee the collection, organization, and compiling of grant billing backup and grant tracking backup into quarterly grant packages
  • Track spending of all restricted grants and donor gifts, provide reporting on those balances quarterly to Directors; Track and report restricted balances carried from one calendar year into the next to external auditors
  • Supervise four direct reports in the areas of Accounting, Administration, Facility Maintenance, and Community Room
  • Help complete the successful transition of payroll processing and HR responsibilities to Paychex; Serve as the ongoing liaison between Paychex and Tampa Bay Watch in these and other areas:
    • Biweekly payroll and payroll deductions for health and dental insurance
    • Biweekly payroll tax payments, quarterly 941 reporting and Re-employment UTC-6 tax reporting and payments
  • Maintain professional and technical knowledge by: conducting research; attending seminars, educational workshops, classes and conferences; reviewing professional publications; establishing networks; participating in professional societies; and conferring with representatives of contracting agencies and related organizations.
  • Perform other duties as assigned by the President
Qualifications & Required Experience:
  • 5+ years of successful accounting and finance experience as a controller or accounting manager is required, preferably in a non-profit setting
  • 3+ years of experience with QuickBooks required, previous experience with Blackbaud, Altru, or other donor software helpful
  • Bachelor's degree in Accounting required. Will consider equivalent experience.
  • Strong EXCEL spreadsheet skills and Microsoft Office skills
  • Experience working for an environmental or marine-centric organization is a plus, but not required.
  • Demonstrated skills in motivating, supervising and retaining staff
  • Expertise in creating, maintaining, and supervising budgets and expenses and ensuring compliance and adherence to accounting and financial policies
  • Flexibility; willingness to adjust work days and hours to occasionally accommodate events, emergencies and leadership coverage as needed.
  • A genuine passion and appreciation for the mission of the Tampa Bay Watch
  • A hands-on leader who leads by example and is willing to do all that is necessary to get the job done
  • Excellent interpersonal and communication skills with the ability to professionally organize, present, and articulate ideas and information in an effective and understandable manner, both verbally and in writing
  • Exceptional judgment and critical thinking skills with the ability to exercise discretion in confidential matters
Potential applicants should visit our website to find out more about our program
activities at
Contact:        No phone calls please
Send or email a detailed cover letter and resume to:
Tampa Bay Watch, Inc.
3000 Pinellas Bayway South
Tierra Verde, FL 33715
About Tampa Bay Watch, Inc.
Tampa Bay Watch, Inc. is a 501(c)(3) nonprofit stewardship program dedicated to the
protection and restoration of the Tampa Bay estuary through scientific and educational
programs. Our program utilizes trained professional staff to serve as a coordinating
conduit for public restoration and protection activities. Tampa Bay Watch provides an
avenue for community groups, civic organizations, middle and high school students and
other interested individuals to participate in restoration activities and educational
programs, including: salt marsh plantings, oyster shell and dome construction projects,
shorebird nest site protection, exotic plant control programs, and bay resource
monitoring activities.