Position Announcement: Finance and Grants Associate

Mountain View, CA

Status: Full Time Non-Exempt
Reports to: Vice President, Finance

About Us

Sobrato Philanthropies creates social change by partnering with communities to build a world that is more inclusive, equitable, and sustainable. Guided by the business philosophy and personal values of the Sobrato family, three generations engage in grantmaking, advocacy, impact investing, and collaborative efforts designed to create impact in the communities they serve. Sobrato Philanthropies is part of The Sobrato Organization, a multi-generational, family-owned firm that has played a dynamic role in the emergence and growth of Silicon Valley for nearly 70 years. Sobrato Philanthropies leverages the combined power of multiple giving vehicles, including the Sobrato Family Foundation, which has focused on building opportunity in Silicon Valley since 1996 and more recently nationally and globally. The Sobrato family is committed to making a difference in all the foundation’s programs through business and philanthropic leadership.

About the Position

The Finance and Grants Associate (GFA) will assist with processing the foundation’s financial transactions as well as post-award grant 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 organization’s accounting system.  This role works closely with Sobrato’s Enterprise Operations team to support timely month-end closes, yearly audits, and tax preparation, and also to assist with financial support for the Sobrato Centers for Nonprofits (SCNP’s).  The GFA is also expected to take 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 detail oriented, adept with Excel, and enjoy the challenges of a growing organization and juggling multiple priorities.  The ideal candidate will have the ability to interact with colleagues in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.

Key Responsibilities

Finance and Accounting

  • Support the smooth and efficient flow of financial transactions from inception through reporting.
  • Set up and maintain new vendors and grantees for electronic payment  on our Vendor Café payment platform.
  • Properly code, enter, and route invoices through our PayScan payables management module.
  • Review and code staff expense reports in our Certify expense reimbursement platform.
  • Reconcile monthly credit card charges.
  • Prepare ad-hoc journal entries to reconcile general ledger and subsidiary accounts.
  • Support our SCNP tenants with billing and leasing inquiries.
  • Assist with the preparation of financial reports and budgets.
  • Assist in monthly and year-end closings in partnership with the Enterprise Operations team.
  • Assist with annual external and agency audits, and preparation of required tax filings.
  • Perform ad hoc financial analysis to support Sobrato Philanthropies.

Grants Administration

  • Assist the Grants Team  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 monthly reconciliations of grants and payments between Fluxx (grants management application) and Yardi (accounting) systems, researching and reporting on variances and discrepancies as needed.
  • Upload grant payment data between Fluxx and Yardi, and maintain alignment between the systems.
  • Enter data and maintain various schedules of financial, program data, and grant information.
  • Work in collaboration with program and administrative staff to ensure compliance with grant and quality procedures.
  • Assist in preparing grant reports as requested by internal and external stakeholders, accrediting bodies, and program directors.

General Administration

  • Support the VP of Finance’s efforts for implementing and maintaining standardization and internal controls for the grants management and finance functions.
  • Administration and maintenance of contracts for outsourced services, licenses and subscriptions.
  • Assist the Sobrato Centers for Nonprofits team on administration of leases, In Kind calculations/statements, and annual Welfare Exemption processing.
  • 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 Competancies

Qualifications

  • Bachelor’s degree or equivalent work experience in accounting/business/administration with at least 3 years relevant work experience.
  • Must enjoy working in an administrative or support role.
  • Excellent computer or Mac skills and proficiency with Microsoft Office365, especially Excel based reports.
  • 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 to work effectively in a cross functional role.
  • Experience with grants processing and Fluxx grant management software a plus.
  • Familiarity with a variety of accounting systems.

Competencies

Operating, Planning and Executing:  We actively manage to our goals and workstreams, and support the goals and workstreams of others. We proactively seek to clarify roles, responsibilities, and decision-makers when working with others.  We strategically plan, organize and prioritize work effectively, navigate obstacles, and find solutions.  We make effective and timely decisions and we manage up as needed when decisions are out of our scope, sharing timely key details, context, and potential options.  We take ownership of the work.

Collaboration: We value, see, hear, affirm, and work in partnership with people - inspiring and motivating others while leveraging the benefits of the team to do our work in community. Our work is done and decisions are made through building authentic and trusting relationships and in close partnership and alignment with stakeholders. Collaboration can be seen in strategic development and implementation, decision-making structures, etc.

What We Offer

In alignment with our values, Sobrato Philanthropies is an equal opportunity employer committed to the values of diversity, equity, and inclusion. We are dedicated to building a team that represents a diversity of backgrounds, cultures, experiences, perspectives, and skills and to creating an environment of inclusion and belonging welcoming to all regardless of race, skin color, ethnicity, religion, gender identity, sexual orientation, national origin, disability, age, marital status, military status, pregnancy, or parenthood. People of diverse backgrounds with lived experience in our communities and focus areas are strongly encouraged to apply. The team is currently working on a hybrid schedule, with Monday, Tuesday, and Thursday as in-office days.

Sobrato Philanthropies promotes equitable and rewarding compensation for its team. Salary is commensurate with experience, plus a competitive benefits package with perks including medical, dental and vision coverage; life insurance; 401(k) plan with generous employer match; paid time off and holidays; access to professional development resources; matching gift contributions; an Employee Assistance Program (EAP); cell phone reimbursement; public transportation passes; dedicated parking; stocked kitchen snacks and beverages; and many employee events and lunches!
Beyond competitive salaries, benefits, and perks, joining Sobrato Philanthropies is an opportunity to build upon the Sobrato family legacy of strong values, deep commitment, and large-scale community impact. Sobrato Philanthropies is dynamic, growing, encourages collaboration and continuous learning, and is committed to fostering a culture of inclusion. Our team has the opportunity to contribute immediately, taking on meaningful work alongside caring, talented colleagues.

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