Gift Processing Specialist

Gift Processing Specialist

The Gift Processing Specialist ensures accurate and timely recording of all contributions, supporting the integrity and efficiency of fundraising operations. The Specialist collaborates closely with the Development Team to guarantee prompt donor acknowledgments and stewardship activities.

The Gift Processing Specialist will report to the Director of Donor Services. Like all Dallas College Foundation (DCF) employees, this individual is a keeper of the Dallas College Foundation culture of philanthropy.

Essential Duties & Responsibilities

• Process and record all charitable contributions accurately and promptly in the donor database (Raiser's Edge), ensuring compliance with IRS regulations, GAAP standards, and AFP ethical guidelines.
• Develop, maintain, and regularly update written policies and procedures for gift processing, data integrity, and donor acknowledgments.
• Generate and distribute timely and accurate donor acknowledgment letters and receipts in accordance with organizational standards and legal requirements.
• Perform regular reconciliation of gift records with Finance to ensure accuracy between the donor database and accounting systems.
• Monitor and enforce data quality standards, including proper coding of gifts, campaigns, funds, and appeals to support accurate reporting and analytics.
• Serve as the primary point of contact for internal inquiries related to gift entry, pledge management, and acknowledgment processes.
• Prepare monthly, quarterly, and annual gift reports for Development leadership and Finance, supporting audits and compliance reviews.
• Collaborate with the Director of Donor Services to ensure gift processing policies align with stewardship strategies and donor experience goals.
• Stay current on industry best practices, IRS regulations, and AFP standards related to charitable contributions, and recommend process improvements.
• Perform other duties as assigned to support the integrity and efficiency of gift processing operations.
• All employees are required to complete a minimum of 19 professional development hours.

Minimum and Preferred Education, Experience, and/or Certifications

• Associate's or bachelor's degree in business, accounting, nonprofit management, or related field (or equivalent experience).
• Minimum 23 years of experience in gift processing, donor data entry, or nonprofit fundraising operations.
• Understanding of IRS regulations for charitable contributions, GAAP standards, and AFP Code of Ethical Principles.
• Proficiency in donor database systems (Raiser's Edge preferred), Microsoft Office Suite, and reporting tools.
• Demonstrated experience in gift processing and donor data management, with a strong grasp of best practices in charitable gift compliance and financial reconciliation.
• Must have a valid driver's license for occasional travel to off-site locations.
• Ability to work outside of a typical work week on an exceptional, as-needed basis.
• Strong organizational skills with ability to manage multiple tasks, prioritize deadlines, and maintain accuracy.
• Official transcripts required.

Other Preferred Qualifications for Role

• Bilingual or multilingual preferred.
• Experience with nonprofit accounting systems and/or gift compliance audits.
• Advanced data analysis or reporting experience.

*** Will be subject to a criminal background check. Some positions may be subject to a fingerprint check. ***

Knowledge, Skills, and Abilities

• Ability to speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques.
• Ability to communicate and interact with high-profile constituents and volunteers.
• Ability to communicate clearly and succinctly with consideration to various audiences.
• Ability to meet or exceed metrics and goals set for the individual and the team.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills, with ability to tailor messaging for different audiences.
• Ability to collaborate effectively with internal teams and maintain positive working relationships.
• Analytical and problem-solving skills with a focus on process improvement.
• Customer service orientation and professionalism.
• Commitment to ethical standards and confidentiality in handling donor information.
• Ability to adapt to changing priorities and maintain accuracy under pressure.
• Understanding of philanthropy principles, donor motivations, and fundraising operations including gift processing and reporting.
• Ability to develop and monitor policies and procedures to ensure compliance and efficiency.

Other Preferred Qualifications for Role

Familiarity with philanthropy principles, donor motivations, and fundraising operations beyond gift processing (e.g., stewardship strategies).

Ability to develop and monitor policies and procedures to ensure compliance and efficiency.

Work Condition Environment / Physical Requirements

Normal physical job functions performed within a standard office environment. Reasonable accommodation(s) may be made to individuals with physical challenges to perform the essential duties and responsibilities.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Incumbents may be directed to perform job-related tasks other than those specifically presented in this description. Position requires regular and predictable attendance.