Database and Gifts Coordinator

Reporting to the Associate Director of Data Systems and working closely with the Finance Department, this individual is responsible for gift entry and tax acknowledgements, maintaining donor records, special event registration and reconcile, and working with the Finance team on audit requests and revenue reconciliation. This person will assist with various administrative duties in the Development department as assigned.

Core duties and responsibilities include the following, other duties may be assigned.

Work closely with the Associate Director Data Systems and the Finance Department to ensure accurate and timely processing of gift batches, credit cards, and electronic funds transfers for restricted and unrestricted gifts.

• Daily gift processing includes gifts coming online, credit cards, pledges, checks, wire, stock and through third party special event tools and box office donations.
• Add memberships and event registrations to gifts as applicable and apply benefits when needed. Apply CCTC credits as applicable.
• Record, communicate, and track any adjustments to gifts.
• Record donor pledges in Raiser’s Edge and track gift agreements.
• Create tax acknowledgement letters using mail merge by fund twice weekly, edit, print, and distribute tax acknowledgment letters to relationship managers weekly. Process CCTC tax forms for applicable gifts.
• Create and edit mail merge files for tax acknowledgement letters, update twice/year.
• Responsible for daily and weekly gift reporting.
• Serve an integral role with the Development team managing renewal mailings, printing letters, envelopes and labels.
• Record Sales pledges and gift entries in Raiser’s Edge and track gift agreements.

Work with the Development Department to ensure professional execution of fundraising events including event preparation and set-up, registration, check-in, payments, receipting and closing. Signature fundraising events include the Black Diamond Ball, Youth Power
365 Star Dancing Gala, Vail Dance Festival and Colorado Gives Day.

• Work with Associate Director Data Systems and Development team to process sponsor ships, ticket purchases, donations, auction purchases and event records in Raiser’s Edge as well as Event operations software, ex One Cause or Givergy.
• On day of Gala, lead Registration volunteers and troubleshoot on-site guest registration issues.
• After event, process gift payments in 3 rd party software, import to Raiser’s Edge and process gift entry and tax acknowledgement letters.

Coordinate with the Finance Department to ensure that gift entries are properly coded, are consistent with GAAP and NFP accounting guidance and are carried over and reconciled with the Finance Department systems.

• Engage with the Development and Finance Departments to ensure data integrity and revenue recognition according to non-profit industry standards and the highest level of excellence.
• Assist the Finance Department with Annual Audit by providing reports and documentation to support the organization’s annual audit and 990 reporting requirements.
• Serve as the liaison between the Development and Finance Departments with active participation in regularly scheduled finance and accounting meetings.
• Run monthly reports to support Development team with monthly revenue reconciliation.

Work closely with the Associate Director Data Systems to create and uphold policies and procedures relating to data entry and donor record standards to create a high degree of confidence in data accuracy across the organization.

• Perform regular maintenance tasks for data health, process return mail, eliminate duplicates, research bad address, phone and email records, and maintain record changes for divorce and death.
• Research and update vitally important biographical data in Raiser’s Edge as provided by constituent’s information on checks, correspondence, and other research methods.
• Maintain a clean and accurate database by assisting the Associate Director Data Systems with projects.

Please send a cover letter, resume and references.