Database Associate Jobs in Maine (NOW HIRING)

Job Title: Development Operations Associate

Pay Grade & Range: 04| $23.00 to $25.41

Location: Hybrid schedule with in-office work on Mondays, Wednesdays, and Fridays at our Auburn location.

Schedule: Monday to Friday | 8:00 am to 4:30 pm

Designation: Hourly |Nonexempt

Closing Date: July 3, 2026

Benefits: Comprehensive medical, dental, vision, life, and disability insurance programs. Retirement with up to a 6% matching contribution. Three weeks of vacation, plus personal and sick time off benefits, and much more!

Understanding our Work: Ending Hunger

Your Role in Our Mission:

The Development Operations Associate plays a critical behind-the-scenes role in ensuring the accuracy, integrity, and timeliness of all charitable revenue data. This position is primarily responsible for accurate gift processing, donor record maintenance, acknowledgment processing, routine reporting support, and responding to donor inquiries. By maintaining reliable gift records and financial documentation, this role enables Good Shepherd Food Bank to steward resources responsibly and advance our mission to end hunger in Maine.

In This Position, Your Responsibilities Include:

Gift Processing & Revenue Integrity

• Process and record all monetary gifts accurately and on time, including checks, credit cards, EFT, PayPal, recurring gifts, stock, and Cyber gifts.
• Conduct donor and employer research for incoming Cyber gifts and manage matching gift programs to ensure gifts are properly attributed and documented.
• Import and reconcile daily donation files from Deluxe and other vendors; investigate and resolve discrepancies promptly.
• Sort, categorize, and deposit check donations in accordance with established internal controls and procedures.
• Merge and print all donor receipts and acknowledgments within the established timeframe.

Data Quality & Systems Maintenance

• Maintain accurate donor and gift records in Salesforce (NPSP), including merges, deduplication, and routine data hygiene.
• Run and resolve database clean-up reports to ensure system accuracy, consistency, and reliability.
• Maintain complete and organized documentation supporting major and planned gifts.
• Create and generate welcome letters for new donors using approved templates and merge tools, ensuring accuracy and appropriate documentation in donor records.

Reporting & Cross-Functional Support

• Review daily revenue reports and ensure accuracy within Salesforce’s Accounting Subledger.
• Ensure commonly used reports and dashboards are accurate, reliable, and up to date for Advancement and senior leadership.
• Respond to gift-related inquiries, including donor phone calls and emails, as needed to support Advancement operations; document relevant notes and actions in donor records.
• Cross-train with colleagues to support continuity of operations and coverage during peak periods and team members’ PTO.

Operational Excellence & Compliance

• Follow established policies, procedures, and internal controls to support compliance and audit readiness.
• Escalate data integrity, system, or compliance concerns appropriately and promptly.
• Identify process inefficiencies and contribute to the continuous improvement of gift processing and data management workflows.

As a Successful Candidate, You:

• Have experience working with databases or financial/transactional records and understand the importance of accuracy and data integrity.
• Produce accurate, complete work with attention to detail.
• Communicate professionally with donors by phone and email.
• Are comfortable following documented processes, internal controls, and established procedures to support compliance and audit readiness.
• Are proficient in Microsoft Excel and Word and able to use these tools to support data management, reporting, and documentation.
• Have experience working in a CRM or database system and can learn new systems and workflows effectively.
• Are familiar with integrated fundraising platforms or payment processing tools (such as Classy or similar systems), or are willing and able to learn them.
• Excel at prioritization of work and are flexible in juggling those priorities; adaptable as workflow changes seasonally.
• Enjoy working in a close team environment.
• Bring experience in nonprofit gift processing, advancement services, or accounting support, or transferable experience from a similar transactional or operations environment.

Milestones:

In the first 30 days, you will:

• Learn about the food bank’s core values and operating plan, and how they support our work to ensure everyone in Maine is food secure.
• Complete Salesforce training using both self-directed online resources and one-on-one instruction from colleagues.
• Process all online, mailed, and electronic transfer donations as assigned.
• Sort mail, categorize, and deposit check donations.
• Respond to donor inquiries with support from colleagues on standard responses.
• Perform routine data maintenance tasks within Salesforce.

In the first 90 days, you will:

• Run database clean-up reports routinely, correcting errors and working with the Development Operations Coordinator and Development Operations Manager to ensure accuracy.
• Crosstrain with colleagues on reporting to finance, processing receipts, and competently performing data updates and hygiene.
• Ensure the accuracy of commonly accessed reports and dashboards for development and senior management teams.
• Maintain all documentation supporting major and planned gifts and communicate details effectively to relevant staff.

In the first 6 months, you will:

• Assist during the busy year-end giving season wherever needed to support team success.
• Ensure clear and correct documentation of all position processes.
• Respond to all donor requests promptly and with accuracy.

Work Environment and Physical Requirements:

The position is sedentary, and it involves extended periods of sitting and computer-based work. It also requires the ability to communicate effectively in person, by phone, and in writing. The position requires the use of hands to finger, handle, or feel; reach with hands and arms; and talk and hear. Vision abilities required for this position include close and distance vision, as well as the ability to adjust focus.

The noise level in the work environment is usually low to moderate. The position may need to manage multiple projects simultaneously and be interrupted frequently to meet the needs and requests of donors, clients, and vendors. This position operates in a busy, fast-paced environment.

Good Shepherd Food Bank is an equal opportunity employer that is committed to the full inclusion of all qualified individuals. As part of this commitment, GSFB will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact us at HR@gsfb.org with the subject line "Request for Accommodation."