Controller

Waverley Street Foundation; San Francisco (CA); On-site; USD 150,000 - 190,000; Full time

Job summary

Waverley Street Foundation is seeking a senior Controller to lead and optimize all accounting operations, partnering with an outsourced provider to ensure accurate reporting and strong internal controls. The role focuses on strengthening processes, systems, and external provider relationships as needs evolve.

The Controller will be the foundation's primary accounting expert, collaborating with executive leadership and cross-functional teams to deliver timely financial insights, manage audits,

Qualifications

• 15+ years of accounting experience in leadership roles
• Strong knowledge of GAAP and internal controls
• Experience with annual financial statement audits
• Experience overseeing outsourced accounting providers
• Experience with QuickBooks Online, Bill.com, Expensify
• Ability to work from the San Francisco office at least three days per week
• Preferred nonprofit/foundation sector experience

Responsibilities

• Lead accounting operations in partnership with an outsourced provider
• Oversee monthly, quarterly, and annual close and close calendar
• Review journal entries, reconciliations, and schedules
• Maintain chart of accounts and accounting policies
• Ensure data integrity across financial systems (GMS, QBO, Bill.com, Expensify)
• Develop robust internal controls and process improvements
• Coordinate audits and tax compliance with external advisors
• Manage grant payments and related expenses
• Reconcile grant activity with Grants Management system
• Communicate financial information to leadership and Board

Job description

The Opportunity

The Controller is a senior finance leader responsible for the integrity and effectiveness of the Foundation’s accounting and financial operations. The Controller owns the accounting function, working through an outsourced accounting provider to ensure accurate and timely financial reporting, a strong internal control environment, and effective execution of accounting, audit, tax compliance, and payment operations.

The Controller will serve as the Foundation’s primary accounting expert and a key partner to executive leadership and teams across the organization. The role is responsible not only for maintaining high-quality financial operations, but also for strengthening processes, systems, controls, and external provider relationships as the Foundation’s needs evolve.

Key Responsibilities

Accounting Operations

• Lead all accounting operations in partnership with an outsourced accounting provider.


• Oversee all monthly, quarterly, and annual close activities, including the close calendar.


• Review and approve journal entries, account reconciliations, supporting schedules, and other work prepared by the outsourced accounting provider.


• Maintain the chart of accounts and accounting policies and procedures consistent with industry best practices.


• Ensure data integrity across financial systems, including the grants management system (GMS), QuickBooks Online (QBO), Bill.com, and Expensify.


• Build and maintain robust processes and procedures for managing invoices, vendor financial relationships, grant payments, and expense reporting.


• Review executed grant agreements to determine appropriate accounting treatment, including conditionality, bookability, recognition timing, and amount.


• Oversee the financial and accounting components of the grant payment process, including appropriate financial controls, accounting recognition, payment accounting, and reconciliation.


• Partner with Grants Management to reconcile grant activity between Amp Impact, the Foundation’s grants management system (GMS), and financial records and resolve discrepancies.


• Oversee vendor management, invoice processing, bill approval, and payment workflows for operating expenses.


• Oversee employee expense review and management in Expensify and develop and maintain expense policies and procedures.


• Support the preparation of budgets, monthly financial reporting, and quarterly financial materials for executive leadership and the Board.


• Draft clear explanations of material results, trends, risks, and variances.


• Ensure financial reporting is accurate, timely, and consistent with applicable accounting standards.


• Develop and maintain a robust internal control environment.


• Evaluate segregation of duties and design practical controls appropriate for a lean finance organization and outsourced accounting model.


• Ensure controls are consistently followed by internal staff and external providers.


• Identify operational and financial risks and recommend appropriate mitigation strategies.


• Continuously improve financial processes, automation, and operational efficiency.

Outsourced Provider Relationship

• Oversee the outsourced accounting provider and establish clear roles, responsibilities, service expectations, deliverables, and close timelines.


• Review and approve work prepared by the provider and ensure timely resolution of outstanding issues.


• Monitor the provider’s performance and periodically evaluate its scope and effectiveness.

Audit

• Oversee workpapers, lead schedules, reconciliations, rollforwards, and supporting documentation.


• Co-lead the annual financial statement audit with the outsourced accounting provider and coordinate the relationship with external auditors.


• Manage information requests across departments and track requests through resolution.


• Coordinate responses to audit findings and oversee implementation of recommendations.

Tax Compliance

• Oversee annual tax compliance, including Form 990-PF, estimated tax payments, and state filings prepared by external tax advisors.


• Review excise tax calculations, tax adjustments, and expenditure classifications.


• Track the Foundation’s minimum distribution requirement on an ongoing basis, including qualifying distributions, carryover position, and progress against applicable payout deadlines

Cash Management

• Oversee bank reconciliations, payment processing, payment controls, and account administration.


• Oversee financial controls and approvals related to grants, payroll, taxes, operating expenditures, and other payments.


• Ensure payments are processed accurately and timely.

Cross-Functional Partnership

• Partner closely with Finance, Asset Management, Grants Management, HR, Legal, and Operations to ensure financial processes are accurate, efficient, and well controlled.


• Establish clear roles, responsibilities, and accountability across internal teams and external service providers.


• Communicate financial information clearly to executive leadership and the Audit Committee and Board, as appropriate.

Qualifications

• Bachelor’s degree in Accounting, Finance, or a related field.


• 15+ years of accounting experience, including significant experience in a Controller, Assistant Controller, or comparable accounting leadership role.


• Strong knowledge of GAAP, internal controls, and financial governance.


• Demonstrated experience managing annual financial statement audits.


• Experience overseeing outsourced accounting or other financial service providers.


• Experience with QuickBooks Online, Bill.com, Expensify, or similar financial systems.


• Strong Excel skills and proficiency with Google Workspace.


• Ability to work from the San Francisco office at least three days per week.

Preferred

• Experience within a private foundation, nonprofit, family office, endowment, or similar organization.


• Familiarity with private foundation tax rules and Form 990-PF.