Human Resources Position Description: Development Finance Officer



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Position Title:
.Development Finance Officer
Department:
Development
Reporting to:
Director of Development
Category:
Bargaining Unit
Last Updated:
04/15/2010
Hours per week:
37.50
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Summary:
Reporting to the Director of Development, this role will provide support to ACT fundraising activities in all revenue streams and is accountable for the coordination of all financial aspects related to the fundraising activities of the Development Department. Specific duties and responsibilities will also include, but are not limited to the following and may be subject to change:


Gift Processing, Receipting and Acknowledgement:
1. Ensures accurate and timely processes and practices for the intake, recording, receipting and acknowledgement of gifts and sponsorships. Maintain data integrity, produces batch reports for the Finance
Department and prepares bank deposit reports.
2. Ensures gift information (donor, fund and campaign) is entered in the database along with ‘in kind’ gifts and produce and disseminate receipts, ensuring accuracy and timeliness with a goal of maximum 15
business day turnaround from receipt of donation to mailing of acknowledgement letter and receipt.
3. Prepares tax receipts according to policies, procedures and CRA requirements and manages the acknowledgement letters to donors.
4. Responsible for updating and reconciliation of database in Constant Contact as well as Raiser’s Edge and prepares reports from Raiser’s Edge and complete reconciliation/bank deposits.
5. Liaises with Finance Department to reconcile any discrepancies between fund information in Raiser’s Edge and the general ledger and to ensure accuracy of donor and monthly gift information.
6. Maintains reconciliation of daily development NSF receivables, in coordination with Finance and Human Resources Officer. Ongoing reconciliation of donations to receipts and Finance Department reports
as required.
7. Provides orientation to and supervise volunteers who have been recruited to assist with data processing (approximately 1 to 3 people at a time).

Database Management and Fundraising Reports:
1. Manages and ensures the integrity, accuracy and timeliness of all development related data into Raiser's Edge donor database including but not limited to: donor contact information, team information, and gift/pledge/receipting information.
2. Works with Development and Finance staff to designate all charitable donations appropriately within Raiser’s Edge.
3. Creates necessary links and coding within Raisers Edge for immediate access to campaign results on a daily basis and to facilitate speedy production of a variety of database and/or spreadsheet queries and reports including revenue and expense related reports for specific event budgets.

Fund Development Accounts Receivable and Purchase Orders
    1. Verifies and reconciles Development Accounts Receivable and department batches to ensure revenue has been recorded in RaisersEdge and that they equal receipts deposited.
    2. Processes Development receivables such as ticket revenues, sponsorship revenues. Key enters receipts such as cash, cheques, electronic file transfers and credit card payments.
    3. Generates and disseminates invoices as per donor pledges received, and sponsorship agreements provided by the Director of Development and the Senior Project Coordinator - Special Events.
    4. Collects overdue revenues through written communication and/or direct contact as required and creates purchase orders to facilitate payment of Development Department expenses.

Event Support:
    1. Receives and responds to calls from the general public regarding ticket sales, processing ticket sales over the telephone or directing them to event websites to complete ticket purchases.
    2. Oversees the tallying of ticket sales both through external ticket sales agents and internally within ACT and prepares reports for Steering Committees on ticket sales, tracking response against prior years.
    3. Coordinates the planning, implementation, set-up, and tear-down of the Finance aspect of all events.
    4. Liaises with the Manager, Special Events to develop financial controls for fundraising events.
    5. Provides orientation to and supervises volunteers who have been recruited to work on a Finance Committee Sub-committee for an event, data entry and/or who have been recruited to work on finance at an event (approximately 20 volunteers per event).

Direct Marketing:
    1. Supervises and gives orientation to volunteers who have been recruited by the Development Volunteer Coordinator to work on Telemarketing and Direct Mail package assembly.
    2. Liaises with direct marketing company representatives regarding fulfillment/clerical activities (e.g. coordination of external and internal direct mail production activities, and access to RaisersEdge for report generation, etc.).
    3. Pro-actively manage donor lists/databases and coordinates the exchange of prospect lists from external sources.

Administrative & Other:
1. Coordinates various administrative projects that will assist with the implementation of the Development Department’s strategic plans and in the overall operation of the Department, including but not limited to:
    • Compiling Development reports and maintaining a central file for such reports as those for the Board, Fund Development Committee and Staff meetings.
    • Conducting research for the purpose of cultivation, solicitation and stewardship of donors and conducts external research on prospective foundations, and identifies prospects for review by the Director of
    • Development.
    • Maintaining a calendar of departmental activities for each revenue stream and co-relating these activities to the Communications Department’s calendar of activities and
    • Maintaining a calendar of staff holidays for the Department.
    • Coordinating department mailings and shipments.