Part-time Development Executive Assistant (Long Beach Public Library Foundation)

July 25, 2022
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Website https://twitter.com/lbplfoundation Long Beach Public Library Foundation

Non Profit

Development Database and Executive Assistant
Overview:
The Long Beach Public Library Foundation is an independent 501(c)(3) nonprofit charitable organization that supports the Long Beach Public Library System (Main Library and 11 branches) through the procurement of private funds. The Foundation’s mission is to provide support to enhance the Long Beach Public Library and encourage literacy and education for all members of the Long Beach community. For more information, visit http://lbplfoundation.org/.

The Development Database and Executive Assistant (DDEA) is responsible for donor database management and reporting. The DDEA is part of a high-performing team that together implements a comprehensive fundraising program of identifying, cultivating, soliciting, and stewarding annual, major, endowment, and planned gift donors and prospects for restricted and unrestricted needs in support of the Foundation’s mission.

Key Responsibilities
As a member of the Foundation team, the DDEA will report to the Deputy Executive Director of Development (70%) and the Executive Director/CEO (30%) and will be responsible for the following:

Database Management
TIMELY & ACCURATE GIFT PROCESSING:
·Prepare and enter all cash, pledges, and in-kind gifts received; download and enter online donations from outside vendors, employee giving match programs, challenge matching gifts, crowdfunding platforms, social media channels, and the credit card processing vendor.

· Approve and process gift batches in Raiser’s Edge.

·Generate and print acknowledgment letters/receipts for the ED/CEO’s review and signature within 48-72 hours of receiving a donation.

·Scan gift acknowledgment letters/receipts once signed and mail.

·Track donor acknowledgment/follow-up on behalf of the Foundation team.

·Provide weekly accurate gift deposit reports and documentation for Deputy Executive Director of Development (DEDD) approval and the Accounting and Operations Manager in a timely manner.

·Ensure gift information such as pledges, gift agreements, documentation regarding gift restrictions, signed acknowledgment letters, and check/credit card scans are uploaded to the Foundation database with files named for user access.

·Maintain the Raiser’s Edge database to ensure the program enables maximum efficiency as a constituent relationship management system consistent with established data entry guidelines. Input to and maintain constituency database, including gift entry, updating donor contact information, mailing list additions/removals & donor communication preferences processing donations and online transactions. This includes periodic maintenance of duplicate records, updating relationships, and importing data as needed.

·Assist with the coding of Board, planned giving group members, and other special donor and prospect groups.

·Track gifts to be matched and matching funds balance in conjunction with the Accounting and Operations Manager.

·Manage wealth screening and prospect research data.

DATABASE FUNCTION SUPPORT:
·With the DEDD’s approval, administer all database user access and permissions appropriate by user roles.

·Serve as the lead in database training and technical support. This includes researching solutions using the database’s online help articles, contacting technical support when needed, and creating/updating documentation as new database updates are made to the database platform.

·Add/update constituent records in a timely manner as needed, analyze donor information, and populate all appropriate data fields according to Foundation Data Entry Standards.

·Enter offline donations (i.e., checks, manual credit card transactions) to appropriate campaigns to keep goal progress updated for active appeals.

·Assist the Foundation team with entry/updates of Actions and Notes in the Foundation database. Coordinate all database import/export projects for Foundation team members.

·Accurately implement established Foundation gift coding for appeals, funds, campaigns, packages, constituent data, and special attribute systems.

·Assist the Foundation team in capturing data they wish to record in the Foundation database.

DATABASE REPORTING:
·Using Raiser’s Edge, generate all necessary donor reports on a weekly, monthly, and/or annual basis.

·Generate and edit reports and exports for mailing lists, events, analysis, and tracking of fundraising results and make any necessary edits to the Raiser’s Edge database.
Work with Accounting and Operations Manager to coordinate fundraising income/pledge reporting, audits/reconciliation, etc.

·Run reports for recurring donor renewals and acknowledgments weekly.

·Prepare cumulative annual donation report with appropriate recognition names for publication in the year-end report and other publications.

·Run and keep online honor roll up to date.

·Create, test, and implement standard queries and reports that database users can run at their discretion.

·Report email subscription additions, bounces, unsubscribes, bad email changes from the Sr. Manager of Public Affairs and Communications for the Foundation’s mass email platform.

·Run the weekly Fundraising Report for the DEDD to circulate to ED/CEO.

·Build/run weekly Donor Action Reports that summarize the number of meaningful connections, stewardship connections, asks, and total dollars raised during the previous week for each team member and their committees for review at weekly meetings.

·Produce a Monthly Pledge Reminder List for the DEDD to review and mail merge information into pledge reminders for the ED/CEO’s signature and mail to donors.

·Build/run a Monthly Fundraising Dashboard Report to track donations by source.

·Build/run Monthly Appeal & Package Reports for direct marketing analysis.

·Build/run Major Donor/Planned Giving Prospects list for the Foundation team.

·Build/run Donor Prospect Research Reports.

·Work with the Accounting & Operations Manager to reconcile Quarterly Board Reports.

Administrative/Executive Support
·Perform clerical functions: word processing, developing and manipulating spreadsheets, mail-merge, creating reports, copying, editing, filing, scanning, and other related functions

·Coordinate meetings, reserve meeting space, and audio-visual needs. Produce and distribute all related materials for meetings.

·Coordinate shipments for larger and/or significant mailings.

·Supervise the upkeep of general office equipment, including ordering supplies.

·Represent/support the Foundation team as needed at meetings and special events; process payments and donations for events and acknowledge donors/constituents following events and charitable giving.

·Assist in carrying out events, including event preparation, staffing event check-in, managing event registrations, seating, parking, fielding event inquires, and serving as on-site VIP staff liaison.

·Assist with special projects and prepare correspondence as directed.

·Create proper mail merges for invitations and/or mailings. Maintain lists for special events.

·Answer telephone and messages promptly and courteously, respond to donor inquiries and accept credit card donations.

·Schedule tours for donors at the direction of the DEDD and communicate directions and parking information.

·Participate with the Foundation as a cooperative, positive team player.

·Help maintain a positive, respectful, welcoming, and professional environment for employees and volunteers.

·Develop a solid understanding of the Foundation and Long Beach Public Library structure, programs, office protocols, and equipment.

·Assist in other ways as assigned.

Other Duties:
·Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Essential qualifications:
·Bachelor’s degree or equivalent experience

·Minimum of two years of successful experience working in an office environment, preferably in a nonprofit organization.

·Minimum of two (2) years of database and/or donor management required –Raiser’s Edge strongly preferred.

·Experience in data entry, batch entry, and verification of data entry.

·Proficiency in clerical functions, including mail-merge functions, voicemail, email, internet, filing, and mailing.

·Must be detail-oriented, with the ability to work well under pressure and meet deadlines.

·Excellent verbal, written, and interpersonal skills and comfort working with people with different backgrounds and experiences;

·Ability to handle challenging and sensitive donor and member relations situations professionally and with discretion;

·Ability to maintain a high level of confidentiality.

·Uncompromising personal integrity.

·Strong organizational and time management skills, judgment, dependability, and punctuality;

·Solution-oriented approach, including the ability to work independently as well as collaboratively;

·Demonstrated willingness to take the initiative while juggling several priorities, all with readiness and optimism;

·A professional approach and a commitment to a workplace that values and respects differences of race, ethnicity, age, gender, gender identity and expression, sexual orientation, religion, ability, and socio-economic circumstances.

·Perform other duties as assigned.

Demonstrate an understanding and commitment to the Foundation’s mission.

Salary/Environment/Work Location/Authorization
·This is a part-time, non-exempt, four days/20 hours a week contract position without benefits. Must have the ability to work overtime, evenings, and weekend occasionally.

·This position offers an hourly wage commensurate with experience. The salary range is $20 to $22.50 per hour.

·There is a mandatory COVID-19 vaccination policy for all employees.

·This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, multi-line phones, photocopiers, scanners, and filing cabinets.

·This is a hybrid “in-person/remote” position. The office is at the Billie Jean King Main Library,  200 W. Broadway, Long Beach, CA 90802. Parking is provided. Working remotely is determined by supervisors and based on departmental needs.

·The work environment and physical demands represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·Reimbursed travel to meetings and events.

·Must be authorized to work in the United States, take and pass the Department of Justice Live Scan and background check.

The Long Beach Public Library Foundation provides equal employment opportunities to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

To Apply
·Please send your résumé and cover letter as soon as possible to info@LBPLfoundation.org.

·Deadline to apply: Open until filled.

To apply for this job email your details to info@lbplfoundation.org

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