Gift Processing and Records Coordinator

About the role

Under minimal supervision, serves as the Foundation frontline for contact with donor constituencies related to gifts. Processes gifts and pledges and is responsible for performing a variety of complex duties associated with confidential gift processing functions. Serves as the frontline contact for donor interactions. Receives gifts in the form of checks, credit cards, stock transfers or other valuables, and develops and maintains procedures manual for gift and pledge entry and maintenance. Ensures compliance with accounting principles, MLH policy, IRS rules, and state and federal laws. Models appropriate behavior as exemplified in MLH Mission, Vision and Values.

Responsibilities

• Financial Contribution Processing: Process large volume of gifts in the form of cash, checks, charge cards, stock transfers, IRA transfers, royalty payments or other valuables via RDC with banks, EFT uploads, and database imports from Raiser’s Edge and adjacent databases. Analyze gifts and documentation to determine legal donor, gift category, IRS charitable types and funds for application and charitable gift eligibility. Work with development officers to coordinate appropriate pledge applications/designation. Administer gift acknowledgement process for donors. Complete donor receipt and acknowledgement within 48 hours of gift being received. Complete imports and exports from Luminate Online, GiveSmart, Kindsight, Omatic and related software to Raiser’s Edge to maintain accuracy and efficacy of database records. Coordinate with development officers and board on additional stewardship for gifts from key donors, pledges or funds, foundations or matching gift companies. Maintain gift documentation per IRS and departmental regulations and standards.
• Database Management: Create new and maintain existing biographical records and information including addresses, business and employer information, matching gift company information, name changes and other facts pertinent to constituents. Identify processing problems or deficiencies, take corrective action and make recommendations for changes. Research and resolve problems related to transactions and other activities. Maintain specific modules of the donor database; manage appropriate department records in accordance with applicable policies and standards; create regular and ad-hoc reports and queries as requested and assist management in interpretation of reports.
• Donor Relations and Engagement: Provide customer service via written and oral communication to donor constituencies regarding donor designation, allocation, receipts, and recognition. Administer stewardship mailings including Welcome Series, Red Wagon engagement, tribute gift acknowledgments, and other appeals. Provide fundraising event support and tracking within the RE Event module, as well as front-end event support for registration and logistics management as it pertains to attendees and donors.

Education Qualifications

• Required – High School Diploma or Equivalent
• Preferred – Associates Degree

Experience Qualifications

• Required – 3–5 years of experience in accounting, data entry or advancement services

Skills and Abilities

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Experience with a relational database (CRM) required; The Raiser’s Edge preferred.
• Experience with Microsoft Office Suite – specifically Excel spreadsheets and Word mail merges.
• Strong attention to detail.
• Record maintenance skills.
• Ability to interpret, analyze, and advise on the application of compliance laws and regulations.
• Ability to write reports containing technical information.
• Knowledge of IRS charitable donation and acceptance regulations.
• Knowledge of accounting principles.
• Familiarity with fund-raising principles and campaign standards.
• Understanding of principles of relational database and devising procedures for maintaining records.
• Strong problem identification and solution skills, as well as strong organizational skills.
• Ability to analyze and interpret data to non-technical colleagues.
• Ability to handle complex and multiple tasks.
• Ability to work effectively under stress and adhere to tight deadlines.
• Maintain confidentiality in the handling and dissemination of highly confidential information.
• Occasional evenings and/or weekends annually depending on event needs.

Physical Demands

• The physical activities of this position may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion.
• Must have good balance and coordination.
• The physical requirements of this position are: light work – exerting up to 25 lbs. of force occasionally and/or up to 10 lbs. of force frequently.
• The Associate is required to have close visual acuity to perform an activity, such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; or extensive reading.
• The Associate is not substantially exposed to adverse environmental conditions; job functions are typically performed under conditions such as those found in general office or administrative work.