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This position is responsible for
researching, entering and maintaining data in the development gift
information system and auditing the integrity of that data. This
includes accurately entering the daily receipt of university gift checks
and library gift-in-kind gifts, running daily proof reports for each
gift batch and completing deposit slips for daily entries. Valuing and
entering stock gifts and conferring with Treasurer's Office about the
value and direction of these gifts. In addition, this position
is responsible for creating new biographical entities for donors, prospects and corporations as needed and researching and maintaining all levels of biographical information. This position requires an individual who is highly detail oriented who can learn and comprehend a complex database with highly detailed policies and procedures. This position will also be responsible filling in running and checking Official University Gift Receipts, retrieving and batching web credit card gifts into a report in preparation for gift entry, and completing various administrative tasks as
Education/Training: Associates degree or equivalent combination of training and experience
Experience: 2 years office experience with word processing, spread sheets and databases.
Skills/Abilities: Highly detail oriented with a critical degree of accuracy regarding data entry and analysis; good interpersonal and organizational skills; ability to prioritize work and to perform multiple tasks simultaneously while adhering to deadlines; good problem-solving and analytical skills; ability to take responsibility, to work well as a team member and to work independently; ability to understand and follow directions and complex policies and procedures; ability to deal with confidential data.
Mobility: Primarily sedentary; able to sit for long periods of time; able to answer phones; may have to travel to other campus locations
Environmental Conditions: Usual office setting; contact with computer screen for long periods of time.
Mental: Ability to work under pressure and maintain quality of detailed work while meeting competing and inflexible deadlines; ability to perform repetitive tasks
Education/Training: Some college or business school or equivalent combination of training and experience
Experience: Additional office experience working with a small office team; software skills, including experience with Microsoft Word, Excel, electronic mail, the world wide web and other databases
Mental: Identify inefficient/ineffective processes and implement improvements.
Accountability (Describe the most significant administrative/financial responsibility of this position.)
Responsible for the data integrity of all data maintained by this position in the development information system, including maintaining the confidentiality of that data.
Direction (Describe the level of supervision received, i.e., "closely supervised" or "expected to act independently" and give examples of procedures/policies followed.)
Expected to perform under minimum supervision and act independently within the scope of normal duties and responsibilities. Difficult or unique situations are referred to the supervisor.
Decisions (Describe one or two examples of decision-making or problem-solving regularly encountered.)
Required to accurately value gifts of securities for donor gift and tax purposes and university records. Must reconcile endowment transactions and gift auditing issues. Required to make decisions and judgments involving the proper entry, allocation and documentation of university gifts and accurately match pledge payments to the correct pledges. Reviews and analyzes data problems. Reviews and suggests changes to data entry procedures in order to minimize data reporting errors. Expected to handle inquiries and questions directly.
JOB FUNCTIONS OR RESPONSIBILITIES (List the ESSENTIAL and SECONDARY responsibilities and duties of this position. Indicate the % of effort for each one listed. Total % of Effort cannot exceed 100%. If necessary, continue on a separate sheet.)
BY LAW, A JOB FUNCTION MAY BE CONSIDERED ESSENTIAL IF THE REASON THE POSITION EXISTS IS TO PERFORM THAT FUNCTION, OR BECAUSE OF THE LIMITED NUMBER OF EMPLOYEES AVAILABLE TO PERFORM THE FUNCTION, OR BECAUSE THE FUNCTION IS HIGHLY SPECIALIZED AND THE INCUMBENT IN THE POSITION HAS BEEN HIRED FOR HIS OR HER ABILITY TO PERFORM THE FUNCTION.
% Effort ESSENTIAL FUNCTIONS
20% (1) Valuation of stock gifts, reconciliation of endowment transactions and gift auditing issues. Works closely with Treasurer's Office and Director of Financial Reporting & Taxation on these issues.
20% (2) Creates new allocations for new Oracle general ledger gift accounts for the Advance gift system table. Look up and/or run Transaction Reports when requested. Transfers gifts to new accounts.
30% (3) Accurately researching and entering the daily receipt of university gift checks, valuing and entering stock gifts and library gift-in-kind gifts. Included in this is daily monitoring of the data entry of Major Gifts, Trustee and ACS gifts and pledges for accuracy in gift allocation, following donor instructions and checking data entry accuracy. Verifying and researching payments against pledges. Checking to see if ACS membership has been fulfilled and providing backup to ACS program assistant. Running daily proof reports for each gift batch and completing deposit slips for daily entries. Accuracy of this data is subject to audit.
20% (4) Researching, entering and maintaining all levels of biographical information into the development information system. This includes creating new entity records for donors, prospects and corporations, coding deceased individuals, compiling a deceased alumni list for the CMU magazine on a quarterly basis. Responsible for the integrity of this data.
10% (1) Making travel arrangements and initiating expense reimbursements for development information systems personnel. Providing clerical and organizational support for department as needed. The following tasks are completed when PTOs are taken by others: 1) Retrieving and Batching web credit card report in preparation for entry and make gift entries if needed; 2) Gathering and printing gift receipts and checking for accuracy; and 3) Checking Official University Gift Receipts for gifts of $500 and over for ACS membership and providing backup to ACS program assistant in those cases.