Clerk V Records & Gifts Processing

Job description

Job no: 507972
Work type: Hourly
Location: UMass Amherst
Department: Information & Donor Services
Union: USA/MTA
Categories: Advancement, Development & Fundraising

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

Reporting to the Director of Records and Gift Processing, the Clerk V is responsible for processing and maintaining data including: gifts and pledge payments, gifts of securities/mutual funds, gifts in kind, credit card processing and reconciling, planned gifts/bequests, payroll deduction pledges and payments, Annual Fund pledges and payments, and all levels of biographical information. The Clerk V manages and organizes the day-to-day responsibilities of the team, and ensures staffing levels are appropriate to meet the seasonal fluctuations in gift volumes. This position supports the Director of Records & Gift Processing with various high priority projects, handling requests from the Vice Chancellor for Advancement and the Assistant Vice Chancellor for Advancement Services.

Essential Functions

  • Performs duties as the primary contact for major gift inquiries throughout campus, and is responsible for gift entries and follow up. Acts as primary liaison for all gift officers and their supporting staff, as well as high profile donors. Processes all types of gifts and pledge payments to the University and to the University Foundation. This process includes verifying the accuracy of information on gift materials and involves routine contact with the donor or the development officer responsible for the gift to ensure that the donor is credited properly. Ensures account activity is accurate and funds are distributed and deposited to respective areas on a timely basis. Accountable for checks and cash totaling several million dollars on an annual basis. Determines equipment needs for staff and students, and triage's computer and IT issues.
  • Serves as the primary contact for gifts of securities, and manages the multi-step process, for each donation. Partners with banking entities, the UMass Foundation, the Treasurer’s Office, as well as development officers to ensure successful outcomes for all securities gifts, including those at the principal level of $1M and above.
  • Coordinates with the Director of Records & Gift Processing and the Director of Donor Information Systems on all necessary testing of new procedures and reports for the Advance database.
  • Communicates insights and updates to Advance users via email and by keeping documented materials in a public folder on the J-drive.
  • Responsible for bi-weekly gift transfers from holding to campus departments and to the Foundation, daily and weekly deposits of cash, checks, and credit cards, gift memos, unique circumstance gift processing, donor inquiries, departmental inquiries, research, Foundation inquiries, and reconciliation of monthly ledgers.
  • Collaborates with advancement staff on projects of information integrity using in–house and online resources including the University’s student and human resources databases, to research or confirm biographical information for alumni and donors.
  • Prepares, balances, and distributes monthly gift memos and accounting reports. Organizes and maintains an accurate filing system for pledges and gifts for auditing purposes. Responsible for transferring sensitive information to off-campus, secure storage area, and coordinating the destruction of materials after 7 years.
  • Maintains high dollar pledge information to the University and to the UMass Foundation. This process includes verifying the accuracy of information on pledge materials and involves contact with the donor, the development officer responsible for the pledge, or the payroll deduction liaison within Human Resources, to ensure that the donor’s intention is fulfilled.
  • Other Functions

  • Performs other duties as assigned.
  • Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • 3 or more years of experience with Advance, or similar donor relationship management platform.
  • Ability to interpret information and exercise independent judgement.
  • Excellent attention to detail.
  • Ability to take initiative, be persistent, and to work independently.
  • Strong verbal and written communication skills.
  • Excellent interpersonal skills with the ability to build relationships with stakeholders, including staff at all levels of authority, board members, external partners and donors.
  • Outstanding organizational skills, with ability to independently manage several tasks simultaneously.
  • Ability to maintain discretion and a high level of confidentiality.
  • Ability to exercise good judgement in dealing with Advancement staff as well as the entire University community.
  • Experience with PeopleSoft Financial, or similar financial management software.
  • Experience with financial reporting and account reconciliation.
  • Experience with training staff in gift processing, and/or records management.
  • Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Knowledge of policies and procedures for data entry and report extraction in the Advance database.
  • Knowledge of records maintenance and security principals.
  • Physical Demands/Working Conditions

    Typical Office Environment Activity

    Salary Information

    Grade: 15

    Schedule of Salary Rates

    Special Instructions to Applicants

    Please submit a cover letter, resume and 3 professional references by the priority deadline of May 13, 2021.

    UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

    Advertised: Apr 29 2021 Eastern Daylight Time
    Applications close:




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    Job No:
    Posted: 5/2/2021
    Application Due: 7/31/2021
    Work Type: Full Time