Supervisor of Donor Processing

SUMMARY
The position of Supervisor of Donor Processing supervises and coordinates activities of employees in the donor processing department. This position also performs such functions as compiling data to be processed, maintaining a procedural manual for data entry applications, and is familiar with all facets of the donor processing department. In addition, the Supervisor of Donor Processing is cross trained with the Donor Processing Data Administrator to provide support as needed. The Supervisor of Donor Processing is also cross trained with the Donor Relations Assistant on the Automated Letter System (ALS).

The Supervisor of Donor Processing is directly responsible to the Chief of Staff.

This position is not eligible for overtime pay.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties and responsibilities are given as examples of the various types of work performed in this position. Other duties and responsibilities may be assigned.

1. Provides overall supervision for the opening, screening, and distribution of all incoming mail, and for coordinating deposits from all income sources.
2. Coordinates the operations of the donor processing department, including the input of data for receipting purposes, thank you letters, and special documents as required.
   • Ensures that data is entered with the highest possible degree of accuracy.
   • Ensures a smooth flow of work so that receipts and donor letters are processed in a timely manner.
   • Contacts appropriate persons if additional information is required for the receipting process or for the donor master file maintenance.
   • Ensures the maintenance of a current, detailed and user-friendly departmental donor processing operational manual.
3. Supervises the employees in the donor processing department and coordinates their work activities.
   • Assigns work and determines staffing schedules to facilitate production and obtain the utmost in efficiency and accuracy.
   • Ensures that all assigned personnel are trained properly in the use of all equipment and that the correct procedures are followed.
   • Prioritizes and organizes multiple tasks to ensure deadlines and timeframes are met in an accurate and efficient manner.
   • Ensures that adequate cross training is completed for all positions under area of supervision.
   • Ensures that all staff under area of responsibility have a strong focus toward customer service, which is exhibited daily.
   • Supervises employees in such a manner to create a strong sense of teamwork and cooperation; provide motivation and enthusiasm for accomplishing tasks; and promote efficiency.
   • Creates challenges to develop each employee’s potential and provides support for both the team and the individual.
   • Conducts performance evaluations, supervisory conferences, and meetings with employees in a timely and consistent manner.
4. Develops and maintains a solid working knowledge of all aspects of the donor processing system.
5. Works closely and cooperatively with the Marketing Manager and the Donor Processing Data Administrator to coordinate mail appeal processes and review donor file segmentation for mailings to ensure accuracy, efficiency and to meet established deadlines.
6. Recommends improvements or changes in routines and quality control standards to improve the overall efficiency of the donor processing department.
7. Handles requests, complaints, or concerns from donors, as well as internal customers in an appropriate and timely manner. Works closely with the Donor Processing Data Administrator on technical aspects of Raiser’s Edge and donor processing procedures including cross training on the Automated Letter System “ALS”.
8. Works closely with Accounting Services to ensure correct mapping of funds and projects from Raiser’s Edge to Financial Edge.
9. Provides requested reports, analyses, etc. ensuring accuracy and timely completion, i.e. quarterly Rancher listing of honor and memorial gifts, semiannual Budget reports, and yearly FSA reports.

EDUCATION AND EXPERIENCE REQUIREMENTS
The person filling this position must have a high school diploma and at least three (3) years’ experience in a supervisory or administrative area. An excellent working knowledge of Microsoft Office software, including Word and Excel is required. Experience with Raiser’s Edge software is strongly preferred. Must have a valid Florida Driver License and be able to maintain a safe driving record consistent with agency policy.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
To perform this job successfully, an individual must be able to perform each area of responsibility satisfactorily. The requirements listed are representative of the knowledge, skills, and/or abilities required.

1. Must have the ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedural manuals; ability to write routine reports and correspondence; ability to speak effectively with groups.
2. Must have the ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; capability to deal with problems involving several concrete variables in standardized situations.
3. Must have analytical, math, and grammar skills sufficient to meet minimum standards of the Youth Ranches Skills Test.
4. Must have the ability to work with computers and data entry equipment.
5. Must have the ability to work with minute details while understanding how each aspect affects the overall functioning of Raiser’s Edge donor software.
6. Must be able to effectively supervise and motivate staff; create teamwork and esprit de corps; must be able to effectively delegate and provide accountability to performance standards.
7. Must have the ability to prioritize, plan and organize multiple tasks, and follow through to completion in accordance with established deadlines and timeframes.
8. Must have the stamina and endurance to withstand stress and work extended hours during peak times.
9. Must have the ability to refrain from divulging confidential information to unauthorized persons.
10. Must have a strong orientation to customer service and have the ability to work cooperatively with others.
11. Must have a valid Florida Driver License and be able to maintain a safe driving record consistent with agency policy.

PHYSICAL REQUIREMENTS
The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly walking, standing, sitting, listening, talking, climbing or balancing, and stooping, kneeling, crouching or crawling; there are extensive periods of time when the employee would be reaching and using arms, hands and fingers. The employee is required to regularly lift up to 25 pounds. Specific vision requirements for this position include close vision, peripheral vision, and the ability to adjust focus.

WORKING CONDITIONS
Work is generally performed in an office environment. The employee regularly works near moving mechanical parts and the noise level of the work environment is usually moderate in a nature.

BASE SALARY                   $47,840 Annually                                              

DEADLINE TO APPLY      Open until filled

CONTACT                        Regina Hammond, Chief of Staff