Support Specialist

Job Description

Job Description

TITLE: Support Specialist

DEPARTMENT: Gift Services

STATUS: Full Time, Non-Exempt

SALARY: $32 - $34

THE SALVATION ARMY MISSION

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

POSITION SUMMARY

Support the Gift Services Department in the management of all estates and charitable gifts through the use of electronic imaging and indexing as well as the maintenance of physical files, opening and directing mail, processing checks according to departmental policy, and opening new gift files. Provide administrative support in handling donor calls, report generation, drafting and sending correspondence, obtaining corporate signatures, distributing completed gifts, updating GEMS database, processing invoices and general administrative and clerical duties as required. Transfer and liquidate stock donated to The Salvation Army. Provide support to the Gift Services Department to help ensure that the needs of all clients are served

EDUCATION AND WORK EXPERIENCE :

• College degree preferred. Minimum High school diploma.
• Minimum of three years of office experience required in one or more of the following fields: Customer Service, Accounting, Banking, Legal, Office Management or Administrative or higher education courses in business or communication.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED :

• Must be a Notary Public or become certified within 6 months of employment

• Accuracy and attention to detail
• Self-starter and willing to take initiative
• Ability to work within a team environment
• Strong use of the English language in verbal and written communication (grammar and spelling)
• Ability to initiate correspondence
• Ability to work in a fast-paced environment and maintain poise under pressure
• Ability to organize and prioritize tasks and complete them within allotted time constraints
• Excellent telephone and customer service skills and mindset
• General accounting or bookkeeping knowledge
• Strong analytical and research skills
• General knowledge of business protocols
• Ability and willingness to keep information confidential
• Ability to manage multiple projects

SOFTWARE-RELATED SKILLS

• Microsoft Word, Outlook and Excel, required
• Microsoft Access and PowerPoint, preferred
• Working knowledge of integrated database applications and ability to use new software programs with basic training

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Monitor divisional UBS brokerage accounts daily activity and ensure the timely sale and valuation of securities.
• Responsible for accurate valuation of securities and maintaining accurate and timely donor information in database systems.
• Apply recurring receipts to GEMS
• Assist with estate and gift processing as assigned
• Perform Notary Public service when needed to include verifying identity of signers, observing signing of documents, administering oaths/affirmations and other notary public duties.
• Enter income and expenses into GEMS
• Process address and banking changes in GEMS and with Kaspick
• Update and maintain information in GEMS in an accurate and timely manner
• Prepare simple transmittals
• Process check requests and transfers of funds
• Research real property profiles, online values, and taxes, and create physical files for the properties.
• Create new gift records in the GEMS database
• Run and distribute reports regarding securities handled by the Department.
• Sort, process, and record incoming mail for the Gift Services Department
• Record checks in asset database and transmit to Finance
• Prepare and scan documents into GEMS monitoring to ensure accuracy, image quality and completeness
• Maintain manual filing and retention of physical documents as required
• Obtain corporate signatures on documents as needed
• Process and reconcile payment of invoices and enter expenses into GEMS database
• Handle payment and tax document inquiries from gift annuity donors
• Provide duplicate 1099s and other documents as needed
• Send template letters as requested
• Send out new CRT and CGA packages to the field and to donors
• Process checks in the Access database and deposit to Finance.
• Enter gift processing tasks in GEMS database to ensure timely follow up. Answer incoming phone calls from donors, field personnel and advisors. Research and determine the most appropriate resolution.
• Respond to donor and client inquiries and perform research as necessary.
• Serve as back-up to others in the Gift Services Department as necessary.
• Provide administrative support and handle special projects to the department as required
• All other duties as assigned.

PHYSICAL REQUIREMENTS:

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis.
• Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead.
• Ability to operate telephone.
• Ability to operate a desktop or laptop computer.
• Ability to lift up to 25 lbs. (usually file boxes).

REPORTS TO: Director of Estate Administration