Position Classification Title: Gift & Records Processor I, II, III

FLSA Status: Exempt

Job Summary:

Researches and analyzes daily receipts of gifts and record updates. Performs biographical updates and maintains data integrity through use of relational database integrity functions, spreadsheet formulas, and functions to ensure that records are logical and consistent. Monitors, posts, and processes gift information. Creates and maintains computerized records by scanning and saving files, performing routine queries, and generating applicable reports. Ensures integrity of donor, student, personnel, financial, and all other confidential records as appropriate. Knowledge of CASE Reporting Standards and VSE Reporting Standards as they relate to gift processing.

Essential Functions:

• Researches, analyzes, and performs biographical record updates and maintains data integrity through the use of relational database integrity functions and spreadsheets to ensure records are logical and consistent. Reviews data function and query results for accuracy and makes appropriate corrections. Performs biographical updates and data cleaning in donor databases.

• Researches current addresses, employment, and other biographical information using technological resources including Lexis- Nexis and other online demographic tools and databases. Collaborates with third party vendors to complete data appends. Processes deaths, births, marriages, job changes, adds handling codes, and merges duplicate records. Creates and applies new codes for activities, awards, committees, volunteer activities, and sports.

• Collaborates closely with campus partners and Information Services to retrieve and cleanse data for new graduates of NMSU, parent loads, and new employee/retiree files from Human Resources.

• Researches and analyzes relevant documentation and inputs data from the receipt of gifts from donors. Accurately determines donor intent and gift purpose in recording gift checks and other giving instruments in donor records systems.

• Processes gifts, pledges, pledge payments and planned gifts in accordance with Foundation policies, CASE & VSE standards, and IRS regulations.

• Reviews data reports for accuracy and makes appropriate corrections. Maintains data integrity through use of relational database integrity functions and spreadsheet formulas and functions to ensure that records are logical and consistent.

• Pulls gift transaction data for online giving activities and credit card processor and utilizes spreadsheets to prepare data input and perform reconciliations.

• Prepares official donor gift receipts, retrieves, and batches credit card gifts into a report for gift entry, and completes various administrative tasks as needed.

• Analyzes and recognizes outstanding pledges; produces formal reminders for donors and reports information provided regarding a pledge or gift. Runs check and balance reports on a daily basis and prepares deposit slips for daily entries.

• Organizes the digital records management system for the Foundation, including the maintenance, storage, retention, retrieval and destruction of records and documents in accordance with NMSU Foundation policies and procedures.

• Assists in establishing procedures for implementing records management programs, document imaging, and physical record storage.

• Maintains large and complex database and digital filing systems.

• Provide effective and timely customer service to internal and external stakeholders.

• Performs other related duties as assigned.

Minimum Required Education, Knowledge, Experience & Certification/License:

• An energetic, well-grounded, innovative, service-oriented personality and calculated risk taker with a bias for action, a record of setting and surpassing objectives, and the proven “can do” attitude and drive to execute strategies and produce results beyond expectations.

• Proven ability to think critically and analytically in order to initiate and perform complex analyses.

• Strong computer skills using Excel, MS Word, and the internet

• Exceptional written/oral communication and customer service skills

• Knowledge of IRS compliance regulations.

• Knowledge of CASE & VSE Reporting Standards.

• Records maintenance and database management skills.

• Organizing and coordinating skills. Attention to detail.

• Ability to gather data, compile information.

• Ability to create, compose, and edit written materials.

• Ability to work independently, as well as in a team environment, prioritize work and independently manage multiple, diverse and competing priorities while meeting deadlines.

Job Family Levels:

• Level I:

o Bachelor's degree in Business, Accounting, Finance, Communications, or related field.

o No previous work experience required.

• 
  Level II:

o Bachelor's degree in Business, Accounting, Finance, Communications, or related field.

o 2 years experience in data management, data analysis or financial support services or related field.

• 
  Level III:

o Bachelor's degree in Business, Accounting, Finance, Communications, or related field.

o 4 years experience in data management, data analysis or financial support services or related field.