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Gift Accounting Specialist

3 months ago

Northfield, United States Carleton College Full time

Job Title: Gift Accounting Specialist
Department: Development Operations
Classification: Non-Exempt
Grade: 9
FTE: 1.0

Position Overview:

This Gift Accounting Specialist facilitates and processes donations received by the College, which includes all gifts, pledges and corporate matching gifts. Daily activities include customer service, problem solving, receiving, recording, receipting, acknowledging, depositing funds, electronic filing, and maintaining accurate records which accounts for over $40 million in donations to the College on an annual basis. 

The unique skills that are required of the Gift Accounting Specialist help to ensure the integrity of Carleton’s gift-related financial data and that gift records accurately reflect the intent of the donor. 

Essential Job Functions/Responsibilities: 

Record and receipt all types of gifts and pledges; verify donor intent is met regarding restriction, designation, and degree of anonymity and that all transactions are documented completely in order to comply with Carleton’s gift acceptance policies and IRS tax law. Prepare and deposit all funds. Scan and electronically file gift/pledge records. Recognize and respect the confidential nature of documents, conversations, and visitors to the office. Determine appropriate measures needed to honor constituent requests for confidentiality. Evaluate and process biographical updates obtained from alumni, parents, and others in various ways: direct contact by phone, in person or by email, US mail, and fundraising solicitations. Updates are made according to established procedure though frequently requires independent judgment and interpretation to discern the best course of action.  Communicate with campus departments, donors, and others to obtain additional information or resolve questions pertaining to gifts and pledges to ensure precise processing and accounting. Serve as a front-line resource for staff, donors, and their financial advisors regarding the logistics of making a gift, giving history, and other inquiries. Work directly with donors, fundraising staff, and securities brokers to ensure timely and accurate gift receipt and processing. Facilitate all phases of corporate matching gifts for the college. Assist donors with questions about navigating varied and ever-changing company policies. Manage all aspects of Carleton’s portion of the matching gift verification process to ensure timely and accurate processing of matching gifts totaling $300,000+ annually.  Reconcile recent gift transactions with prospect proposal records. Determine appropriate course of action to correct database errors. Enter, post, and reconcile credit card gifts while complying with payment card industry (PCI) standards. Serve as primary resource for Carleton employees who opt for payroll deduction gifts and pledges. Manage questions and correspondence with the donor as well as reconciliation with the payroll office. 

Additional Job Responsibilities: 

Maintain adequate supplies of material necessary for gift processing. Appropriately cross train with other department functions to ensure operational effectiveness. Assist with campus events occasionally such as Family Weekend, Reunion, and Homecoming, which can be outdoors and potentially in inclement weather. Assist with special projects as assigned.  Other duties as assigned. 

Supervision Received and Exercised: 

Reports to Gift Accounting Manager. This position must use independent judgment on a regular basis to ensure data is accurately entered and maintained.  Works independently yet closely with all members of the Development Operations staff to achieve individual and departmental goals and to ensure operational effectiveness. Ability to work with little supervision after the training period, under pressure while maintaining quality of output and work constructively and cooperatively with donors, colleagues, and others.

Education/Experience/Skills: 

Required: 

A.A. Degree and two to five years of bookkeeping, accounting, or similar experience, or 5+ years of directly related experience in lieu of degree. Ability to work with minimum supervision after the training period, under pressure while maintaining quality of output and work constructively and cooperatively with donors, colleagues, and others. Ability to communicate clearly and thoughtfully in written and verbal forms. Ability to problem solve and manage several tasks simultaneously. Strong organizational skills. Proficiency in Microsoft Office programs, particularly Word and Excel. Data entry proficiency with high degree of accuracy. Detail oriented.

Preferred: 

Accounting and/or bookkeeping experience. Previous experience in higher education fundraising operations. Experience Advance Slate Advancement or another advancement database.

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels. 

Note: This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization. 

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply. 

Staff Salary and Benefits: The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package. Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, a health savings account with a college contribution, a generous paid time off package, as well as access to many other campus amenities. 

Carleton is a private liberal arts residential campus with nearly 2000 students and 800 faculty & staff. Carleton is located in Northfield, Minnesota, approximately 40 miles south of the Twin Cities. Northfield is a short commute from the metro that offers an interesting alternative to working in corporate America. A place with a small-town charm with big city opportunities. If you are looking for a stimulating environment to work in, take a closer look at this opportunity today.