Donor Services Supervisor in Houston, Texas at Houston Food Bank

POSITION SUMMARY:

The Donor Services Supervisor is responsible for the accurate processing and recording of donations and pledges, including making deposits, reconciling transactions daily, and processing supporting documentation. This role partners closely with the Finance Department to review and approve batch reports, process gift reclassifications, and maintain the integrity of donor revenue records. The Donor Services Supervisor leads and develops a team through training, cross-training, and daily operational support while ensuring compliance with department processes and maintaining strict confidentiality of sensitive donor and financial information.

Adhere to PACT values. (Purpose: Using our strengths passionately to contribute to our mission. Accountability: Choosing to rise above one’s circumstances and demonstrating ownership to achieve results. See It. Own It. Solve It. Do It. Courage: Standing up for what’s right and acting. Transparency: Doing things openly and honestly).

ESSENTIAL JOB FUNCTIONS:

1. Reliable, consistent, attendance is a requirement. This position requires punctuality and dependable attendance to meet the needs of the business, including attending and taking part in meetings and presentations.
2. Ensure the accuracy and integrity of donor records while maintaining strict confidentiality.
3. Records online and physical offline gifts with accuracy and data integrity in customer relationship management (CRM) systems.
4. Processes all donations from various payment types and records miscellaneous gifts and pledges.
5. Deposits fundraising revenue in a timely and accurate manner and records electronic transfer gifts.
6. Works closely with the Finance Department to verify and approve batch sheets for daily reconciliation and reclassifications of gifts.
7. Ensures the team is compliant with department processes.
8. Contributes to maintaining clear and accurate donor services operations documents and procedures, including creating best practices guidelines and standards.
9. Oversees mail processing and offline gift data entry.
10. Scans and uploads supporting documentation for gifts.
11. Ensures that gift documentation and relevant supporting materials are uploaded to the CRM database regularly.
12. Assists with Donor Services outgoing mail, as needed.
13. Serves as primary back-up for the Donor Services Manager in their absence.
14. In the event of a disaster, this position may assume additional responsibilities.

SUPERVISORY RESPONSIBILITIES:

Manages (2) or more direct reports by providing guidance and/or oversight to employees and/or contractors. Develops and maintains roles, responsibilities, and expectations. Practices performance management in support of employee development, and performs administrative duties associated with being a people manager. Responsibilities include interviewing, planning, assigning, directing work, and resolving problems. Responsibilities also include sponsoring and participating in and/or supporting project teams sponsored by other management team members.

QUALIFICATIONS:

Education/Experience:

• High School Diploma from an accredited school or a General Educational Development (GED) certificate
• 3 years’ experience in fundraising database support, preferably with Raiser’s Edge NXT
• 1+ years of supervisory experience

Certificates, Licenses, and Registrations:

Must have reliable transportation, a valid driver’s license, and insurance.

Special Knowledge/Skills/Abilities:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the job holder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

• Proficient in Microsoft Office Suite, including but not limited to Excel, Word, PowerPoint, and Outlook
• Strong customer service skills and willingness to assist others with the ability to communicate complex information clearly
• Ability to establish and maintain effective working relationships with direct reports, co- workers, and staff of other departments
• The ability to work on multiple projects simultaneously on a variable schedule based on project demand
• Demonstrated ability to work independently to complete projects, and effectively collaborate with cross-functional teams and senior-level leadership
• Ability to work with a diverse population
• Ability to work in a fast-paced environment
• Attention to detail
• Strong organizational skills
• Ability to coordinate well with other departments and personnel

COMPLIANCE:

Carries out responsibilities in accordance with HFB policies.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the jobholder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

COMPETENCIES:

Business Insight / Instills Trust / Drives Engagement / Optimizes Work Processes / Directs Work / Composure / Manages Ambiguity / Communicates Effectively / Organizational Savvy / Decision Quality / Manages Conflict / Presentation Skills

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of the job, the employee is required daily to analyze and interpret data, communicate, and remain in a standing or stationary position for a significant amount of the workday; and often access, input, and retrieve information from the computer and other office productivity devices. The employee must regularly move about the office and around the facility, use hands, wrists, and fingers to grip, type, and write. The employee must frequently lift 15 pounds. The employee will need to have the average ability to hear horns, warnings, and alerts associated with a warehouse.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. While the job is generally performed in an enclosed office environment, the employee is occasionally exposed to wet and/or humid conditions, strong food-related smells, and outside weather conditions. The noise level in the office environment is typically quiet, but the employee will be occasionally exposed to loud noise levels (e.g., horns, fans).

TRAVEL REQUIRED:

Travel is required for this position (up to 5% of the time and on a domestic basis within our 18-county service area).

This role supports hours of operations at the Houston Food Bank facilities, as necessary, and may require flexibility (e.g., times of disaster, community events, company events).

*Is legally able to work in the United States.