Accounting Coordinator

ABOUT SILICON VALLEY COMMUNITY FOUNDATION 

Silicon Valley Community Foundation (SVCF) is a regional catalyst, connector, and collaborator. We bring together the resources and skills of donors, business, government, and community to solve some of our region’s toughest challenges. We promote philanthropy in our region and support philanthropists to invest with impact. Through advocacy, research, policy and grantmaking, we seek systemic solutions to drive enduring community change.  Learn more at siliconvalleycf.org. 

ABOUT THE OPPORTUNITY 

This is a full-time non-exempt level position. 

SVCF’s work environment is based on a holistic wellness approach and therefore, has embraced a hybrid remote/office work environment. All SVCF team members must be based and hold residency in California and must be able to regularly attend team and staff meetings, trainings and other gathering in Mountain View when required.

All SVCF employees are required to provide proof of full COVID-19 vaccination.  New employees will be required to provide proof of full vaccination prior to onboarding.  New employees can be considered for a medical or religious accommodation by providing the appropriate accommodation documentation.  Documentation is provided upon request to Human Resources.

JOB SUMMARY 

The Accounting Coordinator is a member of a highly collaborative team responsible for the financial and administrative support of the community foundation, its supporting organizations and customized philanthropy services clients. Their duties include administrative support for the Accounting Department, including operations, payment processing, tax and audit support. Prior experience with operations and/or accounting and finance administration in a fast-paced environment is highly desired. The successful candidate is highly organized, results oriented, with excellent teamwork, time management and Excel skills.

This position is required to be in the office once a week to review mail, scan and route to appropriate team members. 

DUTIES AND RESPONSIBILITIES 

Administrative Support  

• Mail Monitoring and Document Processing  
• Monitor Zendesk requests and route email requests to appropriate team members 
• Submit invoices and tax bills on a weekly basis for payment
• Prepare quarterly invoices for contracts
• Route documents for signature via DocuSign: tax, audit and audit confirmations 
• Process audit confirmations received as part of the audit process 
• Assist with the monthly cash management process 
• Calendar Management and Scheduling 
• Schedule meetings
• Schedule and coordinate the logistics for team retreats, meetings, and in-office days; arrange catering as necessary
• Document Retention and Policy Support 
• In collaboration with department leadership, perform annual document review audit of physical and electronic files to ensure compliance with SVCF’s retention policy; compile recommendations for document removal/destruction.
• In collaboration with department leadership, coordinate the annual accounting and finance policy review.
• As directed by department leadership, document, update, organize and maintain all accounting policy and procedure documents. 
• Other Admin Support 
• Coordinate bank, audit, tax and other RFPs as necessary   
• Assist with coordination of quarterly donor statement review 
• Monitor and track status of department projects to ensure proper follow up and execution   
• Download and save any statements required for account reconciliation and provide to those who need them  
• Track credit card expenditures and gather supporting documentation for charges to SVP credit card, submit to Concur system for payment  
• Manage department membership dues 
• Grant Payment Processing and AP Backup  
• Process grant checks, wires, ACH payments and interfund transfers  
• Enter wires instructions into bank portal for grants (templates and free form) 
• Assist with check status requests 
• Process grant revision forms 
• Provide backup to AP and grants processing accountants as needed 
• Reconcile interfund transfers monthly 
• Prepare journal entries to record wire activity as needed 
• Tax Support  
• 990 coordination: assist with 990 timeline and staff assignments, follow up on action items identified during meetings 
• Prepare certified mail and track receipts for tax returns, notices, payments 
• Assist with preparation and compilation of data necessary to complete form 990 for supporting organizations and customized philanthropy service funds 
• Complete other annual tax filings such as 1099s and environmental tax filings 
• Tax Notices – logging and communication 
• Accounting Support  
• Monitor and reconcile receivables and grants payable general ledger accounts on a quarterly basis 
• Run financial reports (statement of financial position, statement of activities, and budget vs. actual) for supporting organizations and customized philanthropy services clients 
• Facilitate planning and monitoring of budgets for back-office clients, supporting organizations and special projects 
• Prepare historical reports for funds as requested 
• Audit coordination: monitor PBC list, assist with scheduling, take meeting notes and help facilitate action items identified during meetings 
• Prepare required schedules and documentation for annual audits, and year-end tax related matters 
• Facilitate and lead the setup and transition process for new back-office services clients 
• Assists the Controller and Accounting Managers with special projects as needed 
• Provide backup to other positions in the department as needed 

QUALIFICATIONS AND REQUIRED SKILLS 

• BS/BA in Accounting, Finance or Management or 3 years accounting experience preferred; non-profit accounting experience preferred. 
• 2- 3 years of administrative support experience.
• Professional and personal alignment with Silicon Valley Community Foundation’s values and mission.
• Strong computer skills with experience in Word, Excel, Outlook and PowerPoint Ability to learn new systems; experience in a NetSuite and BOX environment preferred. 
• Excellent written and oral communication, presentation and listening skills for diverse audiences.
• Excellent interpersonal skills with an ability to work in a team environment and with diverse groups of people.
• Commitment to customer service excellence and discretion with highly sensitive data.
• Ability to multi-task and meet deadlines within designated timeframes, as well as demonstrated resourcefulness in setting priorities, strong organizational skills and exceptional attention to detail.
• Ability to work both independently and in a fast-paced, highly collaborative environment.
• Ability and willingness to work additional hours as needed.
• Open to learning new frameworks and thinking critically about improving existing methods or approaches.

SALARY AND BENEFITS

SVCF is committed to offering competitive salaries and comprehensive benefits. The target hiring range for this position is $75,000 to $85,000 per year based on experience, credentials and internal salary equity.

Our comprehensive benefits package includes generous medical, dental, and vision plans; paid time off; holidays and employer contribution and matching to a 403(b) retirement plan.

WORK ENVIRONMENT AND PHYSICAL DEMANDS 

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear.  The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

The noise level in the work environment is usually moderate. 

The above statements are intended to describe the general nature and level of work performed by the incumbent in this position.  They are not intended to be an exhaustive list of all responsibilities, duties, and skills. 

EQUAL EMPLOYMENT OPPORTUNITY AND INCLUSION

Silicon Valley Community Foundation has a deep commitment to diversity, equity, inclusion and equal opportunity.  We are committed to building a team that is representative of our community.

SVCF is an equal opportunity employer.  Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, political affiliation, citizenship status, disability, ancestry, marital status, veteran status, medical condition or any protected category prohibited by local, state or federal laws.

SVCF is committed to the full inclusion of all qualified individuals.  As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations.  If reasonable accommodation is needed to participate in the job application or interview process and to perform essential job functions, of employment, please contact [email protected].  Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format and/or using specialized equipment.