Cupertino, CA 95014
Position Announcement : Grants and Finance Associate
The Sobrato Family is committed to building a strong and vibrant Silicon Valley community through business and philanthropic leadership. To support these efforts, The Sobrato Family Foundation (SFF) operates as a place-based grant maker that invests exclusively in organizations serving those most in need in Santa Clara, San Mateo, and Southern Alameda counties. The Foundation’s portfolio utilizes both cash and real estate to achieve maximum impact, providing multi-year cash grants for general operating support and in-kind office and meeting space at its three nonprofit centers (SCNPs) located in Redwood Shores, San Jose and Milpitas. SFF’s additional programs include two strategic grantmaking programs, 21st Century Education and Pathways for Success, as well as the Thriving Nonprofit Sector, a capacity building program to support the effectiveness of local organizations. SFF also supports special initiatives such as its Early Academic Language program (SEAL) in schools serving preschool-grade 3.
The Grants and Finance Associate (GFA) will function as a business support person to the Foundation’s financial and grants management team, assisting with post-award grant reporting and budget maintenance including data collection and entry, analysis, and financial processing. The GFA will maintain accurate and timely financial records to ensure consistency between the grants management software platform and the Foundation’s accounting system. This role works closely with the accounting team of The Sobrato Organization shared services to support timely month-end closes, yearly audits, and tax preparation, and also to assist with financial reconciliations for the SCNPs. The GFA is also expected to ake on administrative tasks as well as special projects as requested.
The ideal candidate will be experienced in handling a wide range of accounting, financial, and administrative related tasks and will be able to work independently with little or no supervision.
This person must be exceedingly well organized and enjoy the challenges of a growing organization and juggling multiple priorities. The ideal candidate will have the ability to interact with colleagues and the community in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism.
- Assist the Grants Manager in compiling and preparing data for grant evaluation and reporting, including receiving and organizing data from grantees and other sources, checking and entering data, and updating and maintaining databases.
- Monitor the budget and financial obligations of assigned grant awards.
- Perform weekly grant reconciliations between Fluxx and Yardi software systems. Research and report on variances and discrepancies as needed.
- Enter data and maintain spreadsheets of financials, program data, and grant information.
- Assist Director of Finance with Program-Related Investment (PRI) monitoring and reporting, including monthly data gathering, review, and entry.
- Work in collaboration with program and administrative staff to ensure compliance with grant and quality procedures.
- Assist in preparing grant reports as requested by the Family, outside stakeholders, accrediting bodies, and program directors.
Finance and Accounting
- Interact with TSO accounting to ensure all transactional entries are accurate and up to date, and that the cash and accrual books are accurately reflected.
- Properly code, enter, and route invoice information into the PayScan payable system.
- Prepare journal entries and reconcile general ledger and subsidiary accounts.
- Prepare monthly reports of spending by program area. Show actual vs. budget and forecast, and identify and explain variances.
- Assist with the preparation of Foundation financial reports and budgets.
- Coordinate the CAM reconciliations with TSO accounting and the SCNPs, and ensure timely tenant payment and refunds.
- Assist in monthly and year-end closings.
- Assist with annual external and agency audits, and preparation of required tax filings.
- Aid in the development and reporting of overhead rates.
- Perform ad hoc financial analysis to support the Foundation.
- Support the Director of Finance’s efforts for implementing and maintaining standardization and internal controls for IT and finance.
- Help organize and maintain Box storage for ease of use and consistent best practices.
- Assist with the annual welfare exemption process with the SCNPs, and complete and submit the Foundation’s own annual welfare exemption forms.
- Coordinate, schedule, and ensure room/resource efficiency of finance and grants meetings.
- Attend meetings as necessary including financial control, internal processes, and grant-specific meetings.
- Work in conjunction with the other program associates to provide general administrative and clerical support to ensure the efficient operation of the Foundation.
- Execute special projects and other duties as assigned.
Qualifications and Abilities
- Bachelor’s degree in accounting, or equivalent work experience.
- Excellent Mac skills and proficiency with Microsoft Office365. Superior skills preparing Excel-based reports desired.
- Highly organized with keen attention to detail.
- Task-oriented with the ability to prioritize and handle multiple tasks independently, effectively managing shifting priorities and time-sensitive projects to meet deadlines.
- Excellent written and verbal communication skills, including competent proof-reading and error-checking, and polished interpersonal skills to work effectively with a variety of people.
- Must enjoy working in an administrative or support role.
- Experience with grants processing and Fluxx grant management software a plus.
- Familiarity with a variety of accounting software packages a definite advantage.
- Salary commensurate with experience
- Highly competitive benefits package
- Full-time, exempt position
- Office hours 8:00 am - 5:00 pm
Equal Employment Opportunity
The Foundation is an equal opportunity employer, welcomes a diverse pool of applicants, and makes employment decisions on the basis of merit. Foundation policy prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, military service, legally protected medical condition, or any other consideration made unlawful by federal, state, or local laws.