Controller

Stillwater Sciences strives for managed organic growth aligned with our cultural values and strategic plan. Our matrix organizational structure fosters collaboration and accountability and our culture prioritizes respect transparency and long-term success. Joining Stillwater means contributing to a mission-driven team while ensuring financial integrity and supporting strategic initiatives that enable continued growth and operational excellence.

Stillwater Sciences seeks an experienced Controller to join our accounting group in either our Berkeley or Sacramento the role of Controller you will have a wide variety of responsibilities consistent with a small-to-mid-size consulting firm. At Stillwater the accounting group is segmented into two primary functions: (1) financial accounting and (2) project this role you will report directly to the Director of Business Operations and will be responsible for directly managing the financial accounting team. Although the Controllers primary responsibility is financial accounting there are interfaces with Project Accounting functions and the Controller is expected to fully support those interfaces and provide guidance and/or support as necessary.

Our projects range in size from $10K to more than $5M and are for terms of a few weeks to multiple years. Project compensation methods are primarily Time and Materials (including units) and some Fixed Fee (with percentage of completion milestones) and are funded by various client types (e.g. local state and federal government utility non-profit other consulting firms occasionally private) each having specific invoicing and reporting requirements that impact revenue recognition and balance sheet reporting.

As a growing company we have numerous initiatives for providing a solid foundation to support managed growth both in administrative operations and production operations. Financial accounting initiatives include continuing development of the organizational structure as well as research development implementation and maintenance of accounting tools to provide complete timely and accurate financial information consistent with best business practices (Architecture/Engineering/Consulting AEC Industry) as well as Generally Accepted Accounting Principles (GAAP) and other forms of comprehensive basis of accounting. As a part of our leadership team you will participate in helping develop and coach others and provide direction for their continuing professional growth.

Responsibilities

Financial Accounting Operations and Financial Oversight

• Lead the Financial Accounting team including management of the general ledger accounts payable credit card activity accounts receivable payroll employee expense reporting AP and Employee Expense payments and month-end and year-end close processes.
• Ensure that transactions are completely timely and accurately entered.
• Manage the monthly accounting cycle checklist and set the overall accounting calendar.
• Perform month-end close procedures including ensuring all balance sheet accounts are reconciled monthly and income statement reviewed before providing any financial reports or information.
• Ensure timely and accurate internal financial reports according to company defined reporting requirements.
• Monitor bankand investment account activity to ensure all entries are made on a timely basis and provide notifications to the Director of Business Operations of any activity of note. Also interface with banking representatives as necessary.
• Provide approvals as defined in the Stillwater Governance Framework (e.g. specified purchases write-downs for client invoices).
• Provide guidance as necessary to Financial Accounting Project Accounting and other Stillwater team members for recording or executing financial activity (e.g. project coding general ledger coding method for executing a transaction).
• Review and approve transaction entries as specified in company policies and procedures.
• Error correction (execute entries or provide guidance to others as appropriate).
• Ensure controls are performed as required.
• Maintain accounting for a joint venture.

Financial Reporting

• Prepare weekly profitability estimates.
• Prepare monthly internal accounting reports financial committee reports and attend meetings.
• Prepare monthly quarterly and annual financial statements.
• Prepare quarterly and annual board reports.
• Provide financial reports and data to outside collaborators as required (e.g. annual valuation for ESOP bank line of credit compliance periodic back-up material for client contract negotiations).

Planning Support and Reporting

• Perform weekly cash analysis.
• Assist Director of Business Operations CFO and/or CEO with cash flow projections budget and financial forecasts including ESOP-related expense estimates.

Compliance

• Provide information for income tax reporting and tax planning and interface with outside tax accounting firm.
• Provide information for FAR audit and interface with our outside auditing firm.
• Ensure all tax filings are prepared and submitted (e.g. annual business license tax annual unsecured personal property tax quarterly use taxes).
• Prepare and/or assist in preparation of reports for contract compliance as necessary including General Services Administration (GSA) compliance.
• Complete annual 1099 reporting.
• Prepare annual census data and upload to government portal.

Revenue Recognition

• Ensure revenue is recognized in accordance with GAAP for Time and Materials with and without limits Fixed Fee.
• Provide reports for reconciling unbilled and revenue recognition.

Payroll Processing Support

• Learn and periodically perform payroll payment processing to back-up our payroll team member and to provide operational redundancy.
• Work with payroll specialist to calculate and reconcile quarterly differential pay.
• Payroll General Ledger Entries.
• Monthly Job Cost Variance entries and reconciliation.
• Assist with payroll processing documentation.

Training Oversight and Support

• Provide coordinate and/or recommend training for financial accounting team members.
• Participate in annual 360 reviews for financial accounting team members.

Data Integrity and Quality Assurance

• Assist with management of the ERP system especially around financial accounting modules including GL maintenance user security requirements etc.
• Ensure documentation is complete maintained and meets company standards.
• Ensure that quality assurance procedures are followed.
• Review and provide lessons learned where errors occur and implement process improvement as appropriate.
• Ensure financial transactions/activity is recorded in the correct period and maintain an understanding of and control over transaction cut-off.
• Maintain the completeness and organization of relevant electronically stored documents reports etc.
• Ensure workpaper standards are maintained and periodically reviewed for process improvement.

Procedures & Process Improvement

• Maintain accounting process documentation including periodic review testing and updating of existing documentation and creation or oversight of new documentation all to meet our quality standards.
• Work with the Director of Business Operations and the IT Manager using systems-based methodologies and control standards to implement automated workflows in Deltek Vantagepoint.

Special Projects

Special projects may arise from time to time (e.g. IT application software initiatives special reporting). The Controller is expected to take ownership for assigned processes and to assist with other projects where there is an interface with financial accounting.

Experience Education Knowledge and Skill Requirements

• Minimum of 10 years of progressive accounting experience with at least 3 years of experience in Controller or equivalent leadership role.
• Bachelors degree in Accounting Business Administration Finance or related discipline.
• CPA or CMA preferred but not required.
• Experience working with payroll accounts payable and accounts receivable processes.
• Experience with compliance including but not limited to income tax business tax use tax US Census US government contracting and FAR compliance reporting or similar.
• Knowledge of financial concepts practices and procedures in the AEC industry.
• Strong knowledge of GAAP management accounting principles internal controls and financial reporting.
• Knowledge of Deltek Vantagepoint or equivalent ERP system used for project accounting or management accounting.
• Comprehensive understanding of standard commercial contracting terms (i.e. Time and Materials Time and Materials not to Exceed Fixed Fee Unit Billing).
• Intermediate to advanced proficiency in MS Excel (including VLookups Pivot Tables SumIf etc.) MS Word Outlook and Adobe Acrobat.
• Prevailing wage compliance experience and knowledge is a plus.
• Excellent business communication organization and analytical skills.
• Proven organizational skills with the ability to effectively multi-task.
• Strong attention to detail and strong problem-solving skills.
• Results-oriented responsive and ability to follow-through.
• Work well with others under deadlines and changes in priorities.
• Ability to work 40 hours per week with flexibility when needed to meet business needs.
• Personal integrity and sound judgement in working with confidential information.

Compensation Application and Interview Details:

• Full-time (40 hours/week) position with benefits located in our Berkeley or Sacramento location.
• Hybrid role (3 days/week in office certain days of the week required) beginning with 5 days/week in office work for first three months.
• Annual salary $110000-$150000 commensurate with qualifications and experience.
  
• Stillwater Sciences provides a competitive compensation package including a 401(k) plan ESOP (Employee Stock Ownership Plan) and full health vision and dental care.
• To apply please submit: 1) a cover letter; 2) a resume; 3) a brief email introducing yourself to our ten-person finance and accounting team as though you were hired and today was your first day on the job (please limit to 200 words).We request that you do not use AI tools in preparing your application. We do not use AI or computer screening when reviewing applicants and ask that you offer us the same respect.
• Interview process: 1) 30-minute video interview with Hiring Manager; 2) 60-minute Panel Interview with Hiring Manager and Executives; 3) 30 to 60-minute remote Skills Assessment; 4) Financial team meeting; 5) Reference Check.

About Stillwater Sciences:

Stillwater Sciences is an employee-owned environmental consulting firm specializing in scientifically based solutions to aquatic terrestrial and watershed resource management. We assist government agencies NGOs and private clients with environmental problem solving planning and permitting using a multi-disciplinary approach that integrates physical and biological processes. We have approximately 120 full-time dedicated and enthusiastic employees throughout the Western U.S. in nine offices. We maintain a collaborative work environment that promotes productive and rigorous applied scientific research. We pride ourselves on defining and shaping our individual careers in a way that provides a healthy rhythm of work and life responsibilities. Success at Stillwater requires a blend of passion initiative commitment flexibility and teamwork.

Stillwater Sciences is proud to be an equal opportunity employer. All qualified applicants receive consideration for employment without regard to protected characteristics including race color national origin religion age sex gender identity disability or veteran status. Stillwater is committed to providing access equal opportunity and reasonable accommodation for individuals with disabilities in employment its services programs and activities. To request accommodation to participate in the application or interview process please contact .

Required Experience:

Senior Manager