Position: Processing Administrative Assistant

Term of Employment: Full-time, non-exempt

Reports to: Direct Marketing Manager

Location: On-site at Cotati, CA headquarters

Description: The Processing Administrative Assistant is responsible for processing all of the donations received by the organization’s headquarters office, entering donations into our database of record, Revolution Online (ROI), and serving as one of the first points of contact for the organization — swiftly and accurately addressing the needs and inquiries communicated by donors, supporters and the public via phone and email.

The person will also provide assistance to the Development team with various database-related needs, such as running queries and reports in ROI, creating and updating donor records, communication preferences, merging duplicate records, reassigning donation designations, and other tasks.

Essential duties include, but are not limited to:

Donation Processing:

• Process donations – including but not limited to, receiving and processing donation checks and credit cards in a timely and accurate manner; correctly identifying, cataloging, and triaging the numerous types of donations — major gifts, estate, donor-advised fund (DAF), foundation, restricted, direct marketing, EFTs, stocks, funneling partnerships, etc.; entering donations and all associated documentation into the main database of record (ROI); and preparing and taking check/cash deposits to the bank.
• Process, transfer, and create batches as needed for Paypal and Bonfire donations and sales each month.
• Support corporate matching gift programs through donation processing, maintenance of web/data portals, and related files.
• Provide support as needed on reconciling donation records within the main database (ROI) with our Finance Department’s accounting system (Sage Intacct).
• Responsible for contacting donors to resolve issues with a credit card and other declines (e.g. expired, failed transactions).
• Responsible for researching chargeback issues and providing substantiation to payment processing vendors, Stripe and WorldPay, as required.
• Responsible for accurately entering and maintaining donor and donation data in ROI, as well as in our online eCRM database, Engaging Networks, to maintain the highest integrity of information. Includes but is not limited to, creating and updating donor records, adding/removing donor flags, and record updates.
• Adhere to PCI, HIPAA, and other regulatory compliance in the secure storage and handling of confidential financial, donor, and other information.
• Other tasks as assigned.

Donor Services:

• Respond daily to incoming inquiries by phone and email from ALDF donors, supporters, and the public including assisting with questions regarding donations — including processing refund requests, issuing tax receipts, canceling monthly donations, and processing one-time and monthly donations — communications, and ALDF casework.
• Update and maintain donor/supporter records in both databases, ROI and Engaging Networks, as appropriate based on interactions with donors/supporters. Note the entire conversation (inquiry and responses) in the supporter’s record as directed.
• Respond to public inquiries with standardized responses and direct callers to online ALDF resources and other web features when possible. This includes managing assigned voicemail extensions and responding as appropriate.
• Notify the relevant Program team (Litigation, Legislative Affairs, Animal Law Program, Criminal Justice, Communications) of potential opportunities for ALDF involvement when speaking with donors and the public.
• Direct relevant emails and phone calls for assistance to appropriate ALDF staff members/departments, or respond as per established guidelines.
• On an ongoing basis, work proactively to document and streamline organizational processes.
• Other tasks as assigned.

Database Management and Reporting

• Run queries and donor/financial reports as needed for the Development team.
• Monitor synced transactions between Engaging Networks and ROI; resolve errors stalling any transactions.
• Ensure database integrity by performing routine data clean-up projects including merging duplicate supporter records.
• Assist with other database projects as needed.
• Other tasks as assigned.

The Successful Candidate Will Have:

• A minimum of 3 years experience in similar positions; the ideal candidate will have at least 2 years experience processing donations at a nonprofit organization.
• The ideal candidate will possess working knowledge of nonprofit CRM database management (familiarity with Revolution Online (ROI) software is a plus).
• An intermediate level of computer literacy as well as a strong working knowledge of Microsoft Office Suite (Outlook, Word, Excel) and Acrobat.
• Demonstrates the ability to think strategically, and proactively solve problems.
• High attention to detail, strong organizational skills, the ability to manage multiple priorities and projects independently, adhere to deadlines, and work well under pressure.
• A friendly and professional demeanor; strong phone etiquette.
• A positive attitude, and the ability to work cooperatively with others on team-oriented projects as well as independently on routine responsibilities.
• Excellent interpersonal skills; effectively communicate with a broad range of constituents with varying cultural, political, and social backgrounds including potential donors, funders, and sponsors.
• The ideal candidate will have an interest in or experience with animal protection issues and a commitment to the mission of the Animal Legal Defense Fund.
• A willingness to occasionally work evenings and weekends when necessary during high-volume periods.
• References relevant to similar positions held.

ALDF provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

IMPORTANT:

In order for your application to be considered complete, please submit both a cover letter and resume.

ALDF Application must be completed for further consideration for any open position(s)

ALDF does not accept unsolicited applications/resumes that do not indicate a current job opening