Full-Time Accounts Payable Assistant
Job Description
The David and Lucile Packard Foundation (Foundation) is a family foundation that is guided by the enduring business philosophy and personal values of Lucile and David Packard, who helped found one of the world’s leading technology companies. Their approach to business and community participation has guided our philanthropy for 50 years. Today, their children and grandchildren continue to help guide the work of the Foundation. The Foundation makes grants at the local, state, national, and international level.
The Foundation works on the issues their founders cared about most, which are improving the lives of children; enabling the creative pursuit of science; advancing reproductive health; conserving and restoring the earth’s natural systems; and supporting and strengthening an array of local nonprofit organizations
A staff of 125 conducts the day-to-day operations and a Board of Trustees oversees the work of the Foundation. For 2015, the Foundation expects to make grantmaking awards of over $300 million. David and Lucile Packard passed on to the Foundation the following core set of values: integrity; respect for all people; belief in individual leadership; commitment to effectiveness; and the capacity to think big.
Accounts Payable Assistant
We are seeking an accounts payable assistant with strong systems, administrative, and analytical skills to support the work of the Controller’s Office. This position works as part of a small team to support the accounting systems of the Foundation and reports to the Controller. The team is working toward high standards of working well together and providing effective back-up for one another to support the work of the Foundation. The role requires strong attention to detail, accuracy, customer service skills, and the ability to multitask and meet strict deadlines. The responsibilities include all aspects of accounts payable, including invoice review, vendor compliance support, weekly check run, expense processing review and administration, staff training, accounting systems testing, and troubleshooting while working in compliance with general accounting principles and Foundation policies. The position includes the following duties:
Accounts Payable
• Reviews invoices, ensuring accuracy and proper approval
• Reviews and inputs information into accounts payable system
• Contacts departments for proper coding, missing documentation, grantee check information, etc.
• Acts as key contact for accounts payable questions
• Monitors vendor compliance with contracts staff
• Processes accounts payable and grants checks
• Communicates with staff to process stop payments and voids on payments
• Performs administrative duties including filing, research, and other projects
Expense Reports
• Responsible for central Foundation credit card administration
• Provides support for expense processing system users
• Reviews and processes expense reports using system
General Ledger
• Processes general ledger journal entries and assists in monthly general ledger close
• Reconciles certain general ledger accounts and is responsible for gathering supporting documentation
Other Duties
• Tests new system updates and conversions
• Prepares and analyzes weekly/monthly reports as requested
• Gathers accounts payable support for audit
• Trains staff on accounts payable and expense report systems
• Documents procedures and maintains existing procedure manuals
Knowledge, Skills, and Abilities
• Demonstrated quantitative, data entry, and administrative skills
• Strong comfort to perform work that requires great attention to detail and accuracy
• Accounting systems familiarity and comfort (Microsoft Dynamics GP and Concur preferred)
• Excellent written and verbal communication skills with skills to train others
• High level of proficiency in Microsoft Excel, Word, and Outlook
• Excellent time management skills and ability to meet deadlines and requirements
• Excellent organizational and project management skills
• Comfort with learning new systems and run reports
• Consistently interacts with others in a professional, courteous, culturally sensitive, and tactful manner while maintaining a positive attitude and building strong working relationships
• Works independently and as a productive team member in varied activities and projects
• Strong judgment skills and demonstrated skill to work with sensitive and confidential information
• Process improvement skills a plus
• Has a sense of humor and demonstrates grace under pressure
• Able to work overtime when occasionally needed
Physical Requirements
Candidate must have the ability to communicate via voice telephone, read, and understand written communication, and generate written communication manually and using a computer. Candidate must also be able to work at a desk for long periods of time (2-3 hours), lift and move documents and supplies (not to exceed 25 lbs.), and bend to file or retrieve documents.
Education and Experience
College degree or equivalent education and experience and a minimum of three years of related accounts payable work experience. Microsoft Dynamics GP, Concur Travel and Expense, and Microsoft Office (Excel, Word) experience a plus.
Benefits and Compensation
The Foundation offers an excellent benefits package and a salary that is commensurate with education and related work experience. The position full-time, nonexempt, and is located in downtown Los Altos, CA.