HYBRID - Accounting Specialist

ACCOUNTING SPECIALIST

Location: Newport Beach, CA

JOB DESCRIPTION
Bookkeeping / Accounting / Treasury / Tax / Audit

• Process donations to nonprofits organizations.
• Prepare Foundation check requests.
• Printing of all Foundation checks and transmittal letters.
• Maintain the Foundation's monthly budget and check register for all expenditures.
  • Monthly bank reconciliation of undeposited Foundation checks.
  • Creation of monthly budget materials as well as coordination of monthly budget review meeting.
  • Quarterly Accruals.
  • Provide additional back-up documentation as requested.
• Monthly Budget & Cost Report Review.
  • Review to ensure Account 110 (Corporate Contributions).
• Compile data for the annual audit and tax return.
  • Quarterly Estimated Foundation Tax Payments 2 to 4 payments per year.
  • Annual Foundation Audit.
  • Pull selected payment packets/back-up materials for annual audit.
  • Provide additional back-up documentation as requested.
• Foundation Investment and Checking Accounts.
  • Pull monthly reports, process wire transfers, various administrative duties to maintain accounts.
  • Wire Transfer from investment account to the Foundation's bank account.
  • Prep investment account Redemption Request Form for signature.
  • Upload to investment account site for submission.
  • Follow-up to ensure that the wire transfer was received.

Grants Administration

• Maintain the Foundation's grant-making and matching gifts databases including setting up parameters, coding, tags, reporting, attend trainings and monthly software update meetings.
• Support Foundation Annual Grant Cycle
  • Creation of Grant Letters and Grantee Communications: Pledge Letters (Nov.), Decline Letters (Nov.), and Grant Donation Letters (Jan.); ongoing eligibility emails.
  • Stuffing & Mailing of Grant Letters: Pledge & Decline (Nov.), Grant Donation Letters (January).
  • IRS verification and Pub 78 certification: Verify all grant recipients have tax IDs and charitable status is active with the IRS.
  • Updating Funding history in each organization's Blackbaud profile.
  • Publish progress updates for all grants.
  • Collect, review, and analyze all grant reports.
  • Annual Grant Reporting.
  • Creation of reporting materials.
  • Communication with nonprofits regarding reporting deadlines; follow-up.
  • Matching Gifts & Volunteer Grants (U.S. and Global) Support.
  • Manage reconciliation of monthly reports and invoices.
  • Process payments to The Blackbaud Giving Fund or other charities.
  • Input and code data, pull reporting and trackingSupport various department donations and matches - grants, department led event matching.
  • Upkeep of stranded funds process.
  • Process Board of Directors Matching Gifts.
  • Monthly and year-end reporting and category coding.
  • Conduct annual audit.
    • Foundation United Way Match (U.S. and Toronto).
    • Process monthly United Way match (US) and verify payroll compare.
    • Process quarterly United Way match (Toronto).
  • Foundation Grantmaking Data Reports.
  • Historical Grantmaking Analysis, coding, upkeep, and reporting.
  • Disaster Funding Tracking.
  • DEI coding and tracking.
  • Annual reporting data pulls, including impact data for internal and external purposes, such as submissions to various surveys and annual reports.
  • Additional data pulls as necessary, such as those requested by government affairs for different states.
  • Assist in the creation of Board Materials.

Other Administrative Support

• Support the Community Relations and Foundation team, including travel coordination, expense reports, internal / external meeting and calendar management, phone coverage.
• Accurately create Purchase Orders and process invoices through the Coupa system.
• Submit non-Coupa corporate invoices for payment through AP for charitable giving activities and close the loop with partners and management.
• Review emails, follow up as needed or forward requests, maintaining the multiple email inboxes.
• Maintain an organized shared drive, saving files, communications, and any documents in accordance to regulatory requirements and archival needs.
• In-Kind Donations
  • Maintain Spreadsheet tracking donations and coding.
  • Review requests and coordinate donations with charities.
  • Disbursement of 'donatable' funds accumulated.
• Support for Board meetings.
  • Scheduling meetings, taking minutes, responding to requests and serving as the primary contact to various internal partners.
  • Provide support to the BOD and Committees, including meeting material preparation and agenda development.
  • Manage BOD membership and contact information and draft Quarterly BOD Report.

QUALIFICATIONS

• Advanced Excel skills.
• Database experience, inputting and exporting data.
• Budgeting, bookkeeping, cutting checks, processing and reconciling payments, knowledge of wire transfers.
• Highly professional - being able to be discreet and keep confidential sensitive information they will have access to, helping, attending, coordinating events where company is represented.
• Strong written and verbal communication skills.
• Event management experience is a plus!

Platinum Resource Group is a professional level consulting firm, providing resources to Fortune 1000 client companies in the areas of technology, human resources, accounting, finance, business systems and supply chain, on a contract and interim basis. PRG has operations in Orange County, San Diego, Los Angeles, and San Francisco. As a W-2 employer we offer our consultants direct deposit bi-weekly payroll, health, dental, vision benefits, paid holidays, and referral bonuses.