Gift Data and Donor Specialist

Job Description

Position Summary:

The Gift Data & Donor Specialist plays a pivotal role within the Stewardship and Development team by overseeing the integrity of our donor database, Raiser's Edge. Key responsibilities include daily gift entry and processing, pledge management, reconciliation in coordination with the Finance Office, donor acknowledgment generation, and maintaining accurate donor records in Raiser's Edge and ParishSOFT.

Essential Duties/Responsibilities:
Gift Processing & Management
• Process all monetary gifts, pledges, and donor-related transactions in Raiser's Edge accurately and in a timely manner.
• Track and reconcile incoming funds (checks, cash, online credit cards, bank lockbox).
• Upload and verify daily gift data from the bank lockbox; resolve exceptions within 48 hours.
• Deposit transactions via remote deposit and in-person as needed.
• Maintain and reconcile online donation forms and credit card/ACH processes.
• Submit timely invoices to Accounts Payable when funds need to be released
• Submit deposit records to Accounts Receivable (within 24 hours of receipt).
• Ability to calculate DMA parish rebates
• Maintain accurate donation records, including electronic (PDF) batch copies, for audits and reporting.
• Generate and send timely donor acknowledgments and year-end tax letters.
• Generate contribution statements for other ministry departments (e.g., priest retirement, seminarians).
• Ensure understanding and observance to cash handling procedures.
• Maintain donor census data in Raiser's Edge and ParishSOFT.
• Provide monthly contribution statements to departments as needed.
• Liaison with the Finance Office for reconciliation and financial reporting.
• Demonstrate strong communication skills (written, verbal, and in-person) with donors and internal teams.

Donor Communication & Information Management
•Serve as first line of contact for donor inquiries regarding donations already made to the diocese, either resolving or passing on to staff as appropriate for follow-up.
•Maintain current and accurate donor information in Raiser's Edge and/or ParishSOFT. Update information such as no-mailing requests, returned mailings, deceased records, and requested donor information changes.
Data Management & Reporting
• Develop and run reports and ad hoc queries from Raiser's Edge as needed.
• Support data needs for audits and fiscal year-end close processes.
• Provide database training and support to team members as requested.
• Stay current on query-based software and reporting tools.
Team Duties and Back-Up
• Attend and participate in team meetings and one-on-one check-ins.
• Remain informed about diocesan and parish priorities and initiatives.
• Keep up with software updates and industry best practices.
• Collaborate with the Director and consultants to maintain a policy/procedure manual.
• Support fundraising events and evaluate process improvements for team efficiency.
• Provide administrative support and back-up coverage for department functions.

Minimum Requirements
• Strong donor-relations mindset
•2-3 years of bookkeeping or data entry experience preferred.
• Associate degree in business or related field preferred.
• Strong attention to detail and organizational skills.
• Ability to follow and adhere to established processes and deadlines.
• Experience in customer service or donor relations.
• Ability to work independently and as part of a team.
• Proficient in Microsoft Office (Word, Excel, Outlook, Teams).
• Knowledge of Blackbaud products (Raiser's Edge, Financial Edge, Merchant Services) preferred.
• Familiarity with ParishSOFT Accounting is a plus.
• Proficiency in 10-key data entry.

Knowledge, Skills, and Abilities
• Must work on-site in the office five days a week.
• Catholic in good standing preferred.
• Available for occasional evenings and weekends for events or meetings.
• Ability to reconcile donor accounts and maintain confidentiality.
• Excellent interpersonal and communication skills; professional demeanor with donors.
• Willingness and ability to learn new software and systems.
• Positive attitude and commitment to a team environment.
• Bilingual (English/Spanish) is a plus.

Work Environment
• Primary responsibilities are performed in a professional office setting.

About the Employer

As Catholics in the Diocese of Colorado Springs, led by our Bishop and in communion with our Holy Father the Pope, we are committed to deepening our union with Jesus Christ through worship, prayer, and formation - and to bringing Christ to the world through word, witness, and service.