Development Assistant
Job Details
Entry
Bellevue - Bellevue, WA
Full Time
None
None
Day
Nonprofit - Social Services
Description

Position Summary:  The Development Assistant works closely with the Lead Development Associate to process all incoming donations, balance daily accounts, produce database reports, and generate donor acknowledgements in a timely manner, as well as assisting with the overall performance of all of our donor database programs. Responsible for maintaining high standards in data entry, data accuracy, database management and reporting. Assists the Lead Development Associate in training and scheduling Development office volunteers. Assists in providing exceptional customer service to constituents over the phone and by email. He/she also performs regular cleanup of Seattle Humane’s fundraising database. Supports the mission, goals and philosophy of Seattle Humane.

He/she has a working knowledge of duties related to the Lead Development Associate position and is able to act as a back up as necessary for that position. He/she also understands and is able to train team members on the job duties required for the Part Time Development Assistant and Seasonal Temporary Data Entry Clerk positions, as well as Development volunteers.

Key or Essential Functions:

1. Creates, updates and maintains all donor records in an efficient and effective manner.

2. Prepares acknowledgements for mailings and assists with bulk mailings as needed.

3. Assists in answering incoming calls and responds to voicemail and email messages promptly and professionally. Communicates with constituents by phone, email and regular mail to both answer and ask questions, as well as to obtain payment for pledges and donation/purchase balances.

4. Performs Matching Gift verification both offline and online.

5. Works with the Development team members to produce acknowledgments for all gifts in an appropriate and timely manner. Edits acknowledgements produced to ensure that they fit the type of donation.  This includes:

    1. Daily Gift acknowledgements
    2. Honor/Memorial acknowledgements
    3. Operations acknowledgements
    4. In-Kind acknowledgements
    5. Ad Hoc acknowledgements
      6. Processes fundraising revenue and donations made through the office and during events.
      7. Assists the Lead Development Associate in reconciling balanced accounts as necessary with the Finance Department.
      8. Enters standard high dollar ($500+) donations and acknowledges the gifts on the donor’s record. 
      9. Monitors compliance with policies regarding data entry, confidentiality, records management and other policies and procedures.
      10. Provides ideas and suggestions to improve database and data entry functions.
      11. Works closely with the Lead Development Associate to follow established priority lists.
      12. Assists the Lead Development Associatewith the training, scheduling, and encouragement of office volunteers.
      13. Assists with coordination of large mailings, and assists with list maintenance and clean-up.
      14. Maintains appropriate files and records. Adheres to the files and records retention policy and procedures.
      15. Strives for efficient use of work time, and organizes completion of tasks based on an established priority system.
      16. Handles sensitive and confidential information in a professional manner.
      17. Assists with special events as needed.
                          
      SECONDARY FUNCTIONS:
  • Supports all Donor Services positions, and helps with ad hoc projects as the need arises.
  • Assists all Donor Services positions with established data entry standards and guidelines.
  • Assists to ensure that appearance of office meets or exceeds set standards of appearance.
  • Helps with errands, meeting or event preparation.
  • Supports organization events as the need arises.
  • Other duties as assigned.

Communications/Interpersonal Contact:

  • Daily verbal or written communication with staff and volunteers through direct contact, meetings, written procedures, email, memos, charts, signs, telephone or mail.
  • Daily contact with customers by telephone, email, direct contact or through the mail.

COMPLEXITY: Recurring work on a daily and monthly basis with some diversity. Must be able to manipulate information within the donor software and assist in creating imports, exports and queries between various programs. Must be able to learn and master technological updates within the databases and entry processes quickly and frequently. Must be comfortable maintaining daily priorities accurately and efficiently, while handling ad hoc tasks as they arise. Must be able to deal with an active environment and constant interruptions while accurately entering data and concentrating on daily tasks. In tasks requiring typing and editing, must be detail-oriented to catch errors. High level of formal policies and procedures exist to guide work and medium degree of independent judgment needed.

 

Qualifications

Minimum age: 18 years

KNOWLEDGE/EXPERIENCE/EDUCATION OR TRAINING:

  • Must be proficient in Word, Excel, email and Internet use; have an intermediate to advanced level of knowledge of relational databases.
  • Knowledge of Raiser’s Edge NXT, Convio Luminate and Windows version 7, strongly preferred.
  • Must be able to write effectively, have strong math skills, have the ability to self-edit, and understand verbal and written instructions effectively.

Licenses/Certifications Required:

  • At least a high school graduate or GED.

Physical/Mental Requirements: 

Required to sit for long periods of time and work in front of a computer. Must communicate clearly and concisely both orally and in writing. Must possess excellent attention to details, be able to concentrate and produce accurate work despite frequent interruptions. Must be flexible in thought and mentally process information quickly. Must exhibit initiative and motivation in performing all duties, detail-oriented, alert, resourceful and compassionate. Must be able to lift at least 30 pounds. Must exhibit initiative and motivation in performing all duties.

WORKING CONDITIONS:

General office environment. May have limited animal handling which presents the potential of animal bites, exposure to zoonotic diseases (diseases that can be transmitted from vertebrate animals to people), animal dander and noise. Potential for working with angry or emotional customers.

 

  • Equipment Used: Continuous use of computer, printer, fax, adding and copy machine, and multi-line telephone.
  • Work Hours: Full-time, non-exempt position. Occasional evening and/or weekend hours required.           

 

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