Receptionist​/Data Entry Clerk

Receptionist/Data Entry Clerk

Facility: Brazos Valley Food Bank (BVFB)
Position: Full-Time (40 hours/week)

Position Title: Receptionist/Data Entry Clerk Department: Development Reports To: Communications & Events Manager Pay Range: $15.44 - $17.66/hour

Fund Development Manager

The Receptionist/Data Entry Clerk (RDEC) assists with the initial experience of community members at BVFB, whether in person or via telephone. The RDEC is the first point of contact for visitors, including individuals in need of food, education or training assistance, donors, volunteers, vendors, and other community members. The RDEC answers incoming calls and routes them to appropriate staff. The RDEC also assists with donor satisfaction by ensuring accuracy and upkeep of donor files, drafting and timely sending of donation acknowledgement letters and annual reports, generating database reports, filing, and oversight of shared marketing supplies.

Other responsibilities include grant proposal assistance, planning or execution of Special Fundraising Events, social media scheduling, website updates, and other clerical work. This position is 40 hours/week, 8:30 am to 4:30 pm Monday-Friday (30-minute paid lunch). Overtime is paid when approved. Reports to the Communications & Events Manager and the Fund Development Manager. Hybrid/remote work schedule is not available for this position.

• Greeting, directing, and redirecting all visitors to the appropriate location in the Main Lobby (Lobby waiting area, Volunteer Center/Volunteer Gallery, Client Services Center).
• Instructing and enforcing sign-in/sign-out for all non-volunteer guests.
• Providing verbal directions to the Volunteer Center for new volunteers; thanking returning volunteers.
• Contacting appropriate staff when a guest (non-volunteer) has arrived and seating them while they wait.
• Following procedures for unscheduled visitors and large food donations, directing to the Edge Dock for unloading and notifying receiving staff.
• Directing visitors to restrooms as needed.
• Answering telephone calls and routing per the Phone Tree; handling certain calls directly as needed (directions to BVFB location, BVFB hours, etc.).
• Accept incoming mail and follow established protocols; notify staff of deliveries requiring signatures.

Primarily responsible for the accuracy, confidentiality, and upkeep of the Donor CRM and donor database. This includes managing BVFB’s relationships with financial donors.

• Enter all methods of monetary gifts into the donor database (cash, check, credit card, ACH, gifts of stock, etc.), along with donor demographics, gift amount, and solicitation type, in date order.
• Follow Accounting & Finance revenue coding for accurate CRM entry.
• Ensure safe and confidential storage of donor information.
• Update donor records in the CRM and Mailchimp lists as needed (addresses, deaths, do-not-solicit, etc.).
• Act as BVFB’s liaison with Donor Software and troubleshoot issues as they arise.
• Report donor data security or privacy concerns to the Fund Development Manager promptly.

• Create, save, and print Thank You letters; review with the Fund Development Manager before signatures by the Executive Director.
• Prepare envelopes, fold and stuff letters, and handle mailing.
• Generate Annual Donor Statements for donors requesting them; coordinate review with the Fund Development Manager before distribution.

• Download donor report files and email to the Fund Development Manager for review before sending to BVFB’s third-party direct mail firm.
• Run weekly reports for reconciliation with Finance weekly deposit reports.

• Maintain BVFB’s Media tracker and upload media to social channels and website when appropriate.
• Upload photos, cataloguing who is in each photo and when taken; organize and categorize photos as requested by the Communications & Events Manager.
• Schedule social media posts and update the BVFB website per the Annual Website Audit and content calendar.

• Assist with BVFB’s annual fundraising events, including…