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Accounting Specialist III

4 months ago

Newport Beach, United States Trinus Full time
Job DescriptionJob Description

Key skills/experience required:

  • Strong/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 Foundation and community events where PL is represented
  • Strong written and verbal communication skills
  • A plus would be event management experience

Responsibilities:

Bookkeeping/Accounting/Treasury/Tax/Audit

  • Process donations to nonprofits organizations
  • Prepare Pacific Life Foundation check requests
  • Printing of all Pacific Life 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 PL Foundation Tax Payments 2 to 4 payments per year
    • Annual PL 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 PLF's 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 Pacific Life 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
      1. Creation of reporting materials
      2. 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 tracking
      • Support various department donations and matches PI grants, department led event matching, etc.
      • Upkeep of stranded funds process
      • Process Pacific Life Board of Directors Matching Gifts
      • Monthly and year-end reporting and category coding
      • Conduct annual audit
    • PL 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 PL Foundation 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 PLFoundation and PLRe_Community 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 PL Foundation 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

Trinus Corporation, a leading provider of technology solutions and services with over 25 years of experience, is a certified WBE/MBE/SBE/SDB firm accredited by WBENC, NMSDC, and SBA.

Our mission is to shape the future of work by aligning the right mix of people, process, technology, and innovation to efficiently meet our clients' business objectives.

At Trinus, we understand that finding the right opportunity is pivotal in your career journey. Our staffing services go beyond mere placements; they are about matching your skills and aspirations with the perfect fit.

To learn more about us, please visit our website www.trinus.com