ADMINISTRATIVE ASSISTANT- ACCOUNTING
(Full Time/Non-Exempt)

JOB SUMMARY

Created from the merger of Peninsula Community Foundation and Community Foundation Silicon Valley, Silicon Valley Community Foundation brings together the complementary strengths of each parent foundation to create a greater impact than either could realize alone. The new community foundation is committed to serving as a center for philanthropy providing world-class services to donors and nonprofits and inspiring greater civic participation throughout the San Mateo and Santa Clara counties.

This position is responsible for supporting two teams within the finance division by providing administrative support to the vice president of finance/controller and the accounting department.  This position also serves as backup to the executive assistant to the chief financial officer when needed.

Salary range: $16.83 to $21.64 per hour commensurate with experience

RESPONSIBILITIES

• Prepare board committee dockets and materials. Assist as necessary in preparation of meeting minutes.
• Prepare and route documents, letters and memos.
• Coordinate and file completion of new account documents.
• Manage and maintain account listings and schematics.
• Maintain records in accordance with audit and internal control procedures.
• Update and maintain procedures and flowcharts.
• Coordinate completion and return of surveys.
• Update and maintain department dashboards and reports.
• Schedule and maintain department calendars.
• Process invoices and prepare expense reports.
• Monitor email and phone calls.
• Sort and distribute incoming department mail.
• Manage calendars, complete event registrations.
• Make travel arrangements for conferences and other meetings.
• Maintain records of accounting files in storage and coordinate to review and destroy files per the records retention schedule.
• Update and maintain all accounting policy and procedure documents as directed by vice president of finance/controller and accounting managers.
• Conduct research as necessary.
• Code invoices for proper payment from accounts/funds.
• Assist with data gathering for annual audit.
• Prepare fund statements as needed.  

QUALIFICATIONS

• Three years general office experience
• Ability to perform task requirements with a high degree of accuracy.
• Solid and recent working knowledge of Microsoft Word, Excel, Visio and PowerPoint. 
• Attention to detail.
• Excellent organizational skills.
• Ability to work as a team member in varied activities and projects.
• Flexibility to effectively handle multiple and often competing priorities.
• Strong written and oral English language communication skills.
• Ability to learn database software and/or prior experience with database management.
• Strong sense of office protocol and social tact.
• Ability to maintain confidentiality of extremely sensitive and private data.
• Ability to interact in a professional, courteous and tactful manner with diverse community foundation staff, customers and Board members.
• Ability to meet deadlines.
• Initiative, good judgment and ability to work with humor even when under pressure.
• Ability to use basic office machinery.
• Willingness to assist wherever needed.

Application Procedure

Submit a cover letter explaining your interest in the position and what you would bring to Silicon Valley Community Foundation. Send cover letter and resume as Word documents via email only to humanresources@siliconvalleycf.org with the position title "Administrative Assistant – Accounting" in the email subject line.  Application deadline: open until filled.

Silicon Valley Community Foundation is an equal opportunity employer.