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Philanthropic Records Spec

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Winston Salem, NC, United States
Job ID: 113920
Job Family: Clerical Support
Status: Full Time
Shift: Day
Detailed Shift and Schedule: Monday - Friday from 8AM to 5PM
Job Type: Regular
Department Name: 55811088941738-Philanthropy-Operations


FLSA Status: Nonexempt Original Date: Last Revision: February 2019

 JOB SUMMARY: The Philanthropic Records Specialists is responsible for the recording and processing of contributions and ensuring gifts are promptly and accurately entered into the database, receipted, and gift documents scanned; adhering to policy and procedures. Provides support by creating and updating donor records, as well as gift research and running queries. 

EDUCATION/EXPERIENCE: Associate's degree in business or related field and two years of related experience; or, three to five years experience in gift processing in non-profit organization. Experience with Blackbaud RENXT database system, Microsoft Office. Experience in a non-profit environment preferred.



1. Accurate and timely processing of donations, while adhering to the Office of Philanthropy & Alumni Relations policies and procedures. Generates official tax receipts for all donation and mails with 48 hours of deposit. Researches gift processing questions, updates and/or sets up new donor records and ensures that gift documentation is scanned to appropriate electronic files. 

2. Creates and maintains accurate alumni, donor, and prospect records, ensuring constituents can be contacted. Thoroughly and carefully reviews and proactively seeks biographical data from gift materials, solicitation response pieces, and online resources. 

3. Excellent communication and collaboration with internal and external partners to ensure accuracy of donor data. Provides excellent customer service to internal and external customers when addressing questions, concerns and/or clarifying gift instructions via phone calls, email inquiries for face to face. 

4. Generates honor/memorial letters, annual tax statements, and other donor correspondence accurately and timely.

5. Recommends processes and procedures to maximize workflow efficiency. Advises data services team on necessary changes needed pertaining to the donor database and other programs for quality assurance of donor information.

6. Assists in training co-workers and temp staff in job duties ensuring adherence to policy and procedure guidelines. 

7. Performs other duties as assigned by the Gift & Data Services Manager as well as performs the backup duties of the Philanthropic Accounting Coordinator as needed. 

SKILLS/QUALIFICATIONS: Experienced & accurate data entry skills, preferable in gift processing, with attention to detail and good organization/time management skills. Customer service oriented. Ability to use good judgement and work independently as well as with a team.  

WORK ENVIRONMENT: Clean, office environment Subject to frequent interruptions PHYSICAL REQUIREMENTS: 0% 35% 65% to to to 35% 65% 100% N/A Activity X Standing X Walking X Sitting X Bending X Reaching with arms X Finger and hand dexterity X Talking X Hearing X Seeing Lifting, carrying, pushing and or pulling: X 20 lbs. maximum X 50 lbs. maximum X 100 lbs. maximum