Service Specialist Jobs in Alabama

JOB SUMMARY

This position is responsible for coding, recording, and processing all types of cash and non-cash charitable donations, both restricted and unrestricted, received by the UNA Foundation. The primary areas of responsibility lie in accurate, timely gift and pledge entry, gift acknowledgement, and transmission of batches. In conjunction with database responsibility, this position is also responsible for creating and updating donor demographical information as needed.

EXAMPLE OF DUTIES

• Record cash gifts, stock gifts, recurring gifts, pledges, and pledge payments, paying specific attention to gift designation;
• Process EFT and credit card donations and recurring EFT and credit card donations on regularly scheduled days each month;
• Analyze gift batch entries to determine the appropriate campaigns, funds, and appeals for each gift that is processed;
• Monitor gift processing to identify problems and irregularities and recommend solutions;
• Upon batch completion, balance batch, proof gift entry, and post batch to database in accordance with policy;
• Ensure that all acknowledgement letters are appropriate, consistent with IRS guidelines for gift receipts, and that gift receipts are mailed annually by January 30;
• Ensure donor records have been updated with biographical information prior to running receipts and/or acknowledgements, add new/update existing records, and maintain overall database integrity of donor and relationship files;
• Produce regular and timely reports pertaining to gift entry process and deposit slips to accompany money to bank;
• Take deposits daily to the bank, maintain the hard-copy filing system of same, and coordinate timely storage in an off-site facility;
• Oversee the creation and distribution of mailing lists, scorecards, board reports, pledge reports, etc.;
• Respond to inquiries from donors, campus departments, faculty, or staff regarding database information;
• Facilitate the quarterly NCOA updates, as well as other data import/export and updates;
• Remain current on best practices for gift handling, including guidelines and standards set forth by the IRS, CASE, PCI, the foundation data standards, and other associations;
• Track outstanding pledges and produce pledge reminder letters to donors and reports;
• Assist with planning, processing, and executing direct mail pieces, and providing support with mail-house distribution lists and brochures;
• Work with division to provide mailing lists for various publications and mailings;
• Assist in administrative activities for events as needed;
• Create donor pages and receipt of online gift and social media, including Gift Bay;
• Assist in monthly balancing of gift accounts with the general ledger;
• Coordinate to handle phone coverage during all working hours;
• Ensure understanding of data standards to all personnel with access to database;
• Implement quality control mechanisms, analyze data regularly to determine if data integrity and standards consistency is being met, recommend and implement policies;
• Coordinate payroll deduction form processing, including follow-up, reconciliation of batch, and monthly deposit;
• Complete matching gift forms for processing, maintain matching gift pending file to track responses, and ensure accuracy for matching gifts to designation of original gift;
• Train, supervise, and manage student staff and backup personnel with access to database;
• Work closely with athletics to manage athletic fundraising events whose proceeds are deposited into foundation and other athletics-related giving;
• Coordinate creation of events in the database, record attendance, process gifts/sponsorships related to events, website updates regarding events, and analyze post-event reports to ensure best practices;
• Process downloads from Argos/Banner and upload information into database;
• Scan supporting documentation into constituent records in the database accurately and timely;
• Organize, coordinate, and maintain secure filing system for a variety of forms and paperwork;
• Process returned checks, seek resolution to the issue;
• Perform all other duties as assigned.

ADDITIONAL DUTIES:

To be determined.

SUPPLEMENTAL INFORMATION

Applicants must upload a cover letter and resume at the time of application as well as provide contact information (including email address) for at least three professional references. For questions, please email employment@una.edu or call 256.765.4291 and select option #2. Selecting an option other than #2 will result in a delayed response.