Data Processing Assistant

About CWS
Imagine waking up every morning with the chance to change someone's life. Imagine knowing your efforts will benefit both your career and our neighbors around the world. At CWS, our team knows they are making a difference every day. Whether you're in our U.S.-based offices supporting refugees, asylees or unaccompanied children ... implementing hygiene initiatives in Cambodia or rebuilding projects in Central America ... or even connecting remotely from your home on fundraising campaigns, grant reports, or critical communications - you have the opportunity to work towards a world where everyone has food, a voice and a safe place to call home.
Purpose
To provide data entry and clerical support in the Income and Data Processing Department. Duties include generating a variety of printed letters and statements, maintaining donor and event records in a custom database, processing grant approvals and payments and handling calls from church and community volunteers. The position requires proficiency in Microsoft Office software and keen attention to detail.
Responsibilities
1. Mailings/Printing/Scanning

• Pull reports and merge files to generate donor receipt letters. Send special acknowledgment letters as requested. Work closely with Business Services Department to maintain records of letter counts.
• Manage print jobs for special mailings, including letters, mailing labels, envelopes, certificates, and other outputs as needed. This includes:
  • Year-end giving statements
  • Welcome postcards for new donors
  • Blanket order thank-you postcards
  • CROP Hunger Walk save-the-date postcards
  • Blanket & Tools Program certificates
  • Global Impact acknowledgment letters
• Prepare documentation for online gifts to be entered in the donor database. Online gift sources include Chargent, Fundraise Up, Best Gift, OneCause, Ration Challenge.
• Scan photos, logos, signatures, and other objects necessary for print projects.
• Import a variety of scanned documents in the DDI database or to SharePoint portals. This is supporting documentation related to revenue, payment vouchers, vendors, G/L journals, constituents, Walk reports, etc.
• Send rejected checks back to donors.
• Assist with merging and printing Treasurer's Packet materials to be shipped each month.
• Assist with mail processing and preparing batches of mail for entry into deposit system.

2. Data Entry/Maintenance

• Maintain database records of supporters and volunteers. Data maintenance tasks include creating, editing, merging and marking records as deleted when necessary, in both the online system and the DDI database of record.
• Maintain records of Global Impact ISA donors. Pull giving reports and enter information in memos on donor records.
• Assist with preparing batches of checks for scanning checks into remote deposit system. Maintain log of deposits. Assist with entering batches into Stage 1 of finance system.
• Enter gift information from individuals, churches, foundations and government agencies and other organizations into the database, ensuring that special designations are noted for accounting and receipting.
• Enter data related to CROP Hunger Walks, including:
  • Church/Org total amounts raised as reported by Walk Treasurers.
  • Participants who have raised $150 or more.
  • Donors who have given $250 or more.
  • Donors who have given $50 or more to the Charlotte, NC Walk.
• Scan and attach files to event and donor records in the database.

3. Donor Support

• Serve on the Donor Experience Team by responding to phone or email inquiries from donors, volunteers and staff regarding giving donations, changing mailing preferences, looking up CROP Hunger Walk details, checking on agency grant payments and other information.
• Enter orders for fundraising materials to be shipped to churches, CROP Hunger Walk leaders and field staff.

4. Reports

• Generate or update a variety of revenue and/or data tracking reports:
  • Direct Mail responses
  • Fiscal Agent revenue and expense reports (RCDRC)
  • Mobile phone expense allocation breakdowns (Verizon and T-Mobile)
  • Event income for Walk volunteer portal
  • Event Status for entering Walk orders for Treasurer's packets
  • Event Participant envelopes
  • Events without material orders

5. Event Support
Process and approve grant applications from hunger-fighting agencies that qualify as recipients of proceeds raised from CROP Hunger Walk events held across the country. Work with remote staff to acquire necessary documentation for approvals. Mail grant payments and merged cover letters to agencies. Maintain record of urgent payment requests and communicate special requests to Chief Financial Officer for processing. Manage filing of applications and IRS documentation. Complete forms for stop payments of lost/uncashed checks and reissue checks to agencies when needed.

• Check contents of participant collection envelopes and forward any cash or checks to Income Processing for deposit.
• Enter "Sister Agency" designations on CROP Hunger Walk records each month and generate quarterly summary reports for CFO.
• File and archive returned Walk participant envelopes and Treasurer reports.

6. Team Meetings/Training

• Participate in Service Center meetings, Donor Experience Team meetings, Income and Data Processing Department meetings and training when scheduled.

Qualifications

• General office experience with copiers, printers, phone systems and other standard office equipment
• Competent working knowledge of Microsoft Word and Excel, especially mail merge features
• Strong data entry skills, with careful attention to accuracy
• Ability to maintain confidentiality of financial and donor data
• Positive and professional interpersonal and communication skills
• Organized and detail oriented with strong analytical and problem-solving skills.

Benefits
CWS offers a competitive benefits package that includes:
- 403 (b) Retirement Plan
- Medical, Dental and Vision Insurance
- Generous Paid Time Off (21 Paid Days Off; 27 Days after 2 Years)
- 14 Official Holidays
- Sick Time Off (12 Accrued monthly)
- Life Insurance and AD&D
- Long Term and Short-Term Disability
- Employee Assistance Program (EAP)
- Health Savings Account
- Flexible Spending Accounts
- Commuter Benefits