Accounting Operations Specialist
At a glance
Location: US-CA-Palo Alto Map
Posted: 11/28/2021
Closing: 12/27/2021
Degree: Not Specified
Type: Full-Time
Experience: Not Specified
Job description
Ultimate Staffing is looking for a Accounting Operations Specialist to support a cool start up in Palo Alto, CA! This is a direct hire role and is a mix between Accounting & Operations and you will have the opportunity to work with current and future Silicon Valley leaders!

If you are interested in learning more, please apply and let's chat!

Internal Operations
Drive the our mission through sound management of all key operational activities, from purchasing, month-end close, to resources / financial reporting, while working with a diverse range of teams and vendors. Create comprehensive policies and staff training to strengthen internal operational and financial controls & compliance. Identify and deliver improved internal and financial processes.
  • Manage all finance-related activities, including but not limited to: month-end close, revenue recognition, accounts payables/receivables, financial and project resource reporting, payroll, etc., through collaboration with vendors (e.g. outsourced accounting firm, payroll partner, etc.)
  • Report on key finance- and resources- related KPIs
  • Develop systems to scale our internal operations
  • Develop policies to maintain and strengthen internal controls
  • Manage and comply with local, state, and federal government reporting requirements and tax filings
  • Direct and oversee all internal operations for the organization, including leading & managing our outsourced accounting firm
Operational Tasks
  • Execute on month-end, quarter-end and fiscal year-end processes
  • Ensure month-end and year-end book closures occur as per agreed schedule with our outsourced accounting firm and provide any financial information needed for accurate bookkeeping
  • Execute on and ensure adherence to the organization's financial procedures and policies
  • Manage our outsourced bookkeeper to ensure invoices and bills accurately set up for payment in a timely manner:
  • Keep a record of receipts for all expenses
  • Execute on monthly credit card reconciliations
  • Purchase supplies, catering, materials, components, and services based on the team's requests and optimal timing, quality & price
  • Ensure all receivables and payables are paid on time and recorded, including check deposits
  • Keep good financial and internal records and track legal requirements, such as, but not limited to, filling out paperwork and filing records
  • Create organized records and files to assist in tax preparation
  • Manage the contract review process and work with our CFO to ensure accurate and timely contractual agreement reviews
  • Work with lawyers to review non-standard contracts and handle staff immigration processes as needed
  • Find solutions to discrepancies by working with other employees and correcting any erroneous information or calculations
  • Answer questions from co-workers, clients, customers, or stakeholders regarding financial information or issues
  • Work with People Operations to ensure all staff and contributors have the correct permissions to internal systems
  • Run key internal processes including payroll (through Gusto), desk rentals, mail, founder scholarships and budget approvals, through cross-functional collaboration

Data Preparation and Analysis
  • Assist in the audit process by managing the relationship with our auditors, preparing data as requested, reaching out to our outsourced accounting firm for audit support documentation and ensuring CFO review of all audit documents
  • Assist as needed in the creation of monthly financial reports
  • Oversee reporting for key finance-related progress indicators
  • Analyze financial information for trends and errors
  • Track cost overages, savings, risks, and opportunities as well as supporting analysis
  • Prepare for the yearly budget planning, ensure the preparation of yearly team budgets and track adherence to the budget expense approval and spending processes
  • Review organizational projects' time estimates and corporate revenue forecasting data, and report on what is ahead/behind schedule

Process Improvements)
  • Make recommendations to the CFO for improvements to internal financial processes and work on their implementation
    • Examples of past process improvements include:
      • Setting up a process to dispute CAM fees with a landlord
      • Researching and implementing an Non-profit Incentive Compensation policy
      • Catching exceptions caused by LLC dissolution
  • Support the team by providing guidance around adherence to Finance policies and procedures

Extended responsibilities (if performing well on the above)
  • Research on and development of an endowment management/spending policy

  • Bachelor's degree in accounting, business, economics, finance, or a related field AND/OR practical experience in internal operations (including e.g. receipt management)
  • Experience engaging with third parties in your day-to-day workflow (accountants, auditors, lawyers, external consultants)
  • Strong analytical and critical thinking skills
  • Strong financial modeling, analytical, and reporting skills
  • Strong Excel/Google sheets skills; the ability to produce analytical framework in Excel and ability to audit and understand the work produced by others
  • Command of fundamental accounting principles and the ability to navigate, analyze, and interpret financial statements helpful
  • Exceptional communication skills, both written and verbal; ability to adapt communication styles and content depending on the audience
  • Flexible, entrepreneurial approach to solving problems
  • The ability to operate effectively, and with a sense of possibility, in a fast-paced, deadline-driven environment
  • Exceptional attention to detail

We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
Accounting Operations Specialist