Gift Processing Administrator

General Position Summary:

The Gift Processing Administrator is a key position on the Giving Team at Food Lifeline. This role oversees the day-to-day functions of entering and processing financial donations into the database, assisting with database maintenance, generating and mailing donation acknowledgment letters, and providing excellent customer service to donors and other supporters of Food Lifeline. This position will manage administrative volunteers and support temporary staff as needed to handle the high volume of seasonal data entry. This role is responsible for maintaining and safeguarding sensitive information, accuracy, and confidentiality as it relates to all philanthropic operations, adhering to the Association Fundraising Professional’s Code of Ethics.

The Gift Processing Administrator will contribute to the Giving Team’s strategies to achieve an annual goal of $20 million in philanthropic revenue. This position will work in a fast-paced, collaborative environment.

Essential Functions/Major Responsibilities:

• Process all philanthropic contributions with consideration to timeliness, efficiency and accuracy of both gift coding and donor biographical data.
• Accurately capture donor intent in processing gifts by maintaining a thorough understanding of all appeals, funds, and gift types including multi-year and annual pledges, matching gifts, tribute gifts, online, wire and stock transactions, in-kind donations, and association specific funds and initiatives.
• In partnership with the Fundraising Data Analyst, perform database record maintenance and cleanup to maintain the integrity of the donor database on an as-needed basis.
• Partner with the Finance Department to coordinate general accounting of gifts, daily deposits, and assist as needed with monthly revenue reconciliation and annual audit requests.
• Generate timely and accurate acknowledgment letters, tax receipts, and tribute acknowledgments; effectively coordinate with fundraisers for special letters.
• Process address updates from returned mail and participate in ongoing and short-term data integrity projects as assigned.
• Track and monitor matching gift pledges and manage communications with administrators for the matching gift programs at donor companies.
• Support fundraising efforts by providing excellent customer service to donors via phone and email including the Give and Info mailboxes.
• Update and maintain SharePoint Giving Team site with relevant and up-to-date information.
• Collaborate with the Annual Giving Manager to assess donor acquisition and renewal opportunities through other external initiatives/events.
• Create and regularly maintain SOPs and processes for data integrity and gift processing compliance as they relate to gift entry, database management.

Governance & Compliance

• Maintain and enforce SOPs for data quality, security, and access control.
• Work alongside Fundraising Data Analyst to execute regular audits and integrity checks across connected systems.
• Execute daily, weekly, and monthly audit and maintenance reports and processes, establishing new/additional items for the schedule as needed
• Create and maintain a calendar, documentation, and Standard Operating Procedures (SOP) for the above
• Ensure compliance with donor privacy and consent standards

Additional Functions:

• Partner with People and Culture & Finance to process daily mail under dual control.
• Coordinate cultivation efforts for specific donor segments, i.e. volunteers, monthly donors
• Conduct one-off and ongoing research projects to support organizational goals and strategy as assigned.
• Generate invoices for sponsorships/donations by request of the team or donor(s).
• Other duties as assigned by supervisor.

Job Scope:

This position:

• Performs regular and recurring work situations with occasional variances from the norm.
• Has a moderate level of work complexity.
• Operates from established and well-known procedures.
• Performs work under minimal-moderate supervision.
• Decisions are made within prescribed operating guidelines and procedures.
• Budgetary accountability – no developing or managing of budgets.
• Management of capital assets – no control over capital assets.

Supervisory Responsibility:

• None

Interpersonal Contacts:

• External 60% • Internal 40%
• In person 40% • Telephone 20% • E-mail 40%

Competencies

• Commitment to fulfilling the mission of Food Lifeline; represent the organization in a positive manner internally and externally
• Excellent data analytics ability and superb attention to detail; moderately proficient with technology
• Strong self-direction and time management skills; planning and prioritizing work to accomplish all tasks in the time allotted; consistently meets deadlines
• Strong interpersonal skills; the ability to work, create, collaborate, and communicate effectively within a large and fast-paced team
• Demonstrated project management and process improvement skills
• Exercise independent judgment, think critically, and strategically
• Ability to communicate persuasively and articulately both verbally and in writing

Required Qualifications, Knowledge, Skills, and Abilities

• Excellent financial acumen and data integrity skills
• Raiser’s Edge experience strongly preferred, although other database experience is considered; Import-Omatic experience a plus.
• Strong project management and cross-functional communication skills

Education and/or Experience:

• At least one to two years of experience in a Development Office or equivalent environment, processing high volume of data.
• Advanced proficiency with Microsoft Office Suite required.
• Experience using Raiser’s Edge or other donor database preferred.

Job Conditions:

Work is performed in an office setting with adequate lighting, heating, and ventilation. Position

requires patience and tact while managing multiple tasks and interacting with a variety of people.

Occasional weekend and evening hours related to special events or seasonal activities.

Physical Demands:

Position requires extensive keyboarding with repetitive wrist and hand movements and prolonged

periods of sitting. Frequent talking and listening including phone conversations. Occasional lifting

of up to 20 lbs. Occasional bending and stooping. Require ability to operate a vehicle to drive.

This role requires a strong commitment to community-centered work that prioritizes and uplifts

people experiencing food insecurity. The successful candidate will be dedicated to advancing

equity, inclusion, and belonging, and to working in partnership with communities to ensure our

programs and practices are respectful, responsive, and rooted in dignity.

Full benefits package includes:

• Employer-paid medical coverage for employees and children
• Dental and Vision insurance
• Employer-paid basic life, long- and short-term disability insurance
• Employer match for 403(b) retirement plans
• Generous paid time off, including parental leave and sabbatical leave after 5 years of service

Position Details

• Full-time, non-exempt position
• Hybrid role requiring three days per week in the office
• Candidates must be willing and able to live and work in the Seattle area
• Occasional evening or weekend hours during peak seasons or special events