Philanthropy Gift Processing and Records Specialist

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Charlotte Latin School has an immediate need for a Philanthropy Gift Processing and Records Specialist. This position is responsible for the Philanthropy and Alumni Relations Departments donor database gift processing, records management, and overall data integrity. The Philanthropy Gift Processing and Records Specialist collaborates with stakeholders to ensure that the information in the donor database is entered completely, correctly, consistently, and is current so that the data is accessible for accurate reporting. This is a 12-month, full-time position.

Essential duties and responsibilities:
Gift processing and constituent records management

• Enter all gifts and pledges, including matching gifts, securities, credit cards, in-kind, memberships, sponsorships, and other payment types, in a timely manner and with a high level of accuracy
• Ensure a positive donor experience through accurate and timely processing of all constituent and gift information into the Raisers Edge, our CRM database; Communicate with donors and staff when necessary to confirm donor intent or update donor information
• Prepare acknowledgment letters to thank donors within 48 hours of receipt of gifts; work collaboratively with the Director of Stewardship on specialized acknowledgment letter needs
• In support of the schools Parent Organizations, develop a process and implement the entering of event information, produce acknowledgments and reports
• Manage the quality, completeness, and security of all data related to constituent and gift records maintained in the database, including any individual or group address or biographical updates provided by the Philanthropy Staff, NCOA, address updates when emails and direct mail are returned, and from other school databases that manage student and employee data
• Serve as the matching gift liaison in support of the School, its donors, and the matching gift organizations
• Manages all credit card processing, along with third-party applications, including troubleshooting and updating credit card information through the payment processing sites
• Prepare weekly and monthly Giving Reports
• Administer, track, and update the donor database in alignment with departmental initiatives using appeals, funds, campaigns, and packages
• Generate donor recognition lists for the Annual Gratitude Report and other stewardship materials in coordination with the Director of Stewardship
• Support fundraising efforts by building queries for the team and teaching them how to use and update reports. Working with the Director of Philanthropy Services, generate more complicated queries, exports, and reports as needed
• Develop and maintain procedures for accepting, tracking, recording, and reporting contributions using industry best practices in gift processing as part of the more comprehensive Philanthropy Services Team policy and procedures
• Maintain database integrity and keep up to date with developments and trends in database management
Collaboration and training
• Support the Director of Philanthropy Services on monthly balance reconciliation, annual financials, the annual audit, and other external reporting requirements
• Collaborate with Marketing and Communications by providing constituent lists for communications via email or direct mailing
• Collaborate with Human Resources regarding payroll deductions for contributions
• Working with the Director of Philanthropy Services helps to coordinate and provide training for users in the most efficient and effective use of the database; troubleshoot issues as needed
• Regular work at events and meetings
• The position requires some overtime and weekend work
• Comply with school policies and procedures
• Performs other duties as requested.

Education and experience
• Bachelors degree
• Strong knowledge of gift processing procedures, established record of database management and fundraising processes
• 3-5 years experience with Raisers Edge preferred
• Experience with Blackbaud giving and event forms is a plus
• Advanced database, computer, and technical skills required to manage donor databases; excellent attention to detail
• Demonstrated ability to work successfully under pressure and independently; able to consider processes end-to-end and anticipate downstream effects
• Highly organized team player who must be able to prioritize work, be proactive, take initiative, resolve problems, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner
• Performs work with a constant awareness of improving processes necessary for positive growth
• Excellent verbal and written communication skills
• Strong interpersonal skills, capable of building rapport and working effectively with board members, staff members, volunteers, consultants, and donors/prospects. Proven ability and desire to excel in a team environment, with an attitude of service and flexibility
• Computer fluency in MS Office, Google Suite, web applications, and knowledge about the role of technology and electronic communication in fundraising
• Adheres to the highest level of professionalism
• Maintains confidential information appropriately

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