Donor Services Specialist

Donor Services Specialist

Department: Development / Advancement

Classification: Full-Time, Non-Exempt

Location: Houston, Texas

The Donor Services Specialist plays a key role in supporting the fundraising and advancement efforts of Covenant House Texas by ensuring accurate gift processing, donor data integrity, timely acknowledgments, and exceptional donor service. This position serves as an important connection between donors and the organization, helping ensure every donor interaction reflects professionalism, gratitude, accuracy, and the mission of Covenant House Texas.

The Donor Services Specialist manages day-to-day gift entry and donor records, assists with reconciliation and reporting, responds to donor inquiries, and supports Development team members with the information and administrative processes necessary to cultivate and steward donors effectively.

• Process and accurately record donations received through checks, credit cards, online giving platforms, ACH, stock, donor-advised funds, matching gifts, and other giving channels.
• Ensure gifts are properly coded according to campaign, fund, appeal, source, and donor designation.
• Generate and distribute timely donor acknowledgment letters, tax receipts, tribute notifications, and other donor correspondence.
• Process recurring gifts, pledges, pledge payments, and adjustments.
• Identify and appropriately escalat
  ** e
  * * unusual, complex, restricted, or high-value gifts.
• Maintain documentation supporting gift transactions and donor intent.
• Support timely processing of gifts during high-volume fundraising periods and campaigns.

• Maintain accurate and complete donor records within the organization's CRM/database.
• Create new donor records and update contact, demographic, communication, and giving information.
• Research and resolve duplicate records and data inconsistencies.
• Maintain appropriate donor recognition, solicitation, communication, and confidentiality preferences.
• Conduct routine data quality reviews to ensure database accuracy and consistency.
• Follow established data-entry standards and procedures.
• Assist with database imports, exports, queries, lists, and reporting as needed.

• Provide responsive and professional service to donors by telephone, email, and written correspondence.
• Respond to questions regarding donations, receipts, recurring gifts, donor records, and giving history.
• Research and resolve donor concerns promptly and courteously.
• Ensure donor interactions reflect the organization's commitment to gratitude, respect, responsiveness, and stewardship.
• Coordinate with Development colleagues when donor inquiries require relationship management or additional follow-up.

• Partner with Finance to support accurate and timely reconciliation of contributed revenue.
• Prepare gift batches, deposit documentation, transaction reports, and supporting records.
• Research and resolve discrepancies between the donor database, payment platforms, bank deposits, and financial records.
• Maintain appropriate documentation and internal controls for gift processing.
• Assist with month-end and year-end reconciliation and reporting activities.

• Support Development staff with donor lists, mailing lists, reports, event information, and campaign data.
• Assist with direct mail, digital campaigns, special events, and fundraising initiatives.
• Maintain accurate campaign, appeal, fund, and source coding.
• Support donor segmentation and stewardship activities.
• Assist with special projects, database cleanup, audits, and process improvements.
• Document procedures and recommend opportunities…