Development Administrative Assistant presso CENTRAL ARIZONA SHELTER SERVICES INC

Description

The Development Administrative Assistant is responsible for organizing and managing the development office and for carrying out all administrative duties associated with fundraising efforts. It is a critical role, essential to the success of CASS. This position manages the donor database and works closely with the development team in providing critical support to fundraising activities and community events. The Administrative Assistant also serves as a key member of the volunteer and staff team responsible for achieving the annual campaign goals. The Administrative Assistant must be highly detail oriented. 

Essential Functions:

· Ensure accurate record-keeping of all gifts and pledges into DonorPerfect software system; ensure the generation of timely donation acknowledgement letters and other mailings. Manage and maintain accurate and updated contact and donation records.

· Export and analyze data to support development activities as requested.

· Ensure implementation of database procedures and aid other users within Development team. Responsible for upholding best practices in database administration and data integrity. 

· Reconcile development revenue and pledges with finance department on monthly and annual basis.

· Serve as primary point of contact for donation-related questions and concerns.

· Assist with cold calling and scheduling as needed with prospective funders.

· Support planning efforts and logistics for events and campaigns as needed. 

· Data entry assignments and note taking at meetings to support Development team.

· Oversight of development materials and supplies to ensure stock is maintained.

· Perform other duties as assigned.

· Answer the telephone, provide information and answer questions about the campaign and the project

· Go to post office to check PO Box, check on campus post office. Sort the mail.

· In-kind gifts processing. 

· Maintain data and ensure CASS’ commitments to donors and promised recognitions are achieved.

· Document activities, donor wealth data, and communications with individual donors/prospects in donor database to ensure that all relevant information is recorded.

· Assist Development Coordinator as needed to ensure accurate record keeping of all gifts into donor database, ensure donor list pulls match criteria, and ensure the execution of timely and meaningful donation acknowledgement and recognition. 

Needed Competencies and Proficiencies:

· Knowledge of modern office procedures and methods, including professional telephone communications, written correspondence, general office systems and record keeping

· Ability to effectively use current versions of Microsoft Word, Excel and Power Point

· Ability to establish priorities and work in collaboration with CEO, development team, campaign leaders and campaign counsel

· Ability to exhibit excellent interpersonal skills when working with campaign leaders and donors

· Ability to maintain strict confidentiality about all aspects of campaign

· Ability to use CRM and other online information to effectively research potential campaign donors and prepare written documentation of findings 

Work Environment:

This job primarily operates in both a public and office indoor environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee must frequently lift and/or move objects up to 10 pounds and occasionally lift and/or move objects up to 25 pounds unassisted. The employee must be able to self-transfer and move throughout the facilities, between buildings, and around campus at multiple sites. Close visual acuity to prepare and analyze reports and data. Visual acuity and physical ability to operate a motor vehicle.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are with time allotted for breaks/lunch. 

Qualifications:

(Required)

· Associate’s degree in business or related field and a minimum of three years of directly related experience providing executive support or an equivalent combination of education and experience.

· Advanced proficiency in Word including mail merge, Excel and Outlook. calendaring.

· State of Arizona Level One Fingerprint Clearance Card or the ability to obtain one.

· Automobile insurance and driving record that meets CASS requirements.

(Preferred)

Bachelor’s degree in business or related field.