Donor Database Manager Jobs in Ohio (NOW HIRING)

Job Description

Job Title:

Gift & Data Processor

Rev. Date:

9/8/2025

Department:

Development

SOC Code:

Location:

Life Revitalization Center

FLSA:

Hourly Non-exempt

Reports to:

Marketing Manager

EEO Code:

Administrative Support Worker

Responsibility:

Individual contributor - does not have any management or lead responsibilities

Purpose:

Responsible for the timely and accurate review, receipting, processing, acknowledgment, and recording of all contributions. Supports donor database management through the creation and maintenance of donor records, report generation, and data integrity initiatives.

Equal employment opportunity/Affirmative Action employer

Essential Functions:

Donation Processing:

• Import or enter and update gift, pledge, payment, and donor records in donor database according to data entry procedures to efficiently provide accurate contribution revenue reporting.
• Review donation images provided by lockbox service; prepare source data for import into donor database by compiling, sorting, and manipulating information in Microsoft Excel per data entry procedures.
• Charge credit card donations received through lockbox service or donor phone calls and process credit card donations received through online forms.
• Accurately key/upload all donations from other constituent sources including, but not limited to, Facebook, Benevity, Your Cause, United Way, and PayPal.
• Verify entered donor and account data by reviewing, correcting, deleting, or reentering data.
• Log checks received for bank deposit or lockbox processing.
• Generate general ledger reports for all daily deposits.
• Oversee all aspects of matching gift applications and tracking including gift confirmations.
• Generate, process, and send weekly gift receipts for all contributions, ensuring accuracy and timeliness.

Data Integrity:

• Oversee the processes, input, accuracy, and management of all database information, including, but not limited to, creating, and updating constituent records, donor and grant gift entry, acknowledgements, fundraising and accounting codes, importing data, pulling mailing lists, general data entry, and overall database management.
• Update donor records as prompted by gift information during gift entry, staff communication, returned mail, etc. Enter notes and provide documentation of changes.
• Identify out-of-date and inaccurate information for individual donors. Research donor updates (i.e., relationships, addresses), update donor records as necessary and record documentation of changes.
• Audit the in-kind inventory spreadsheets to ensure data accuracy.

Reporting:

• Generate donation reports as directed by the accounting, development, or marketing team.

Donor Relations:

• Provide exceptional donor-relations service with professional verbal and written communications and timely follow up, as directed by supervisor.
• Prepare timely and accurate thank you receipts, acknowledgement letters, and other donor correspondence.
• Generate consolidated annual tax receipts for donors by January 20th each year.
• Support the development department by monitoring recurring donor payments and updating donor records as needed to ensure accuracy and continuity in donor engagement.
• Assist in the donor calls, notes and letters to donors.

Collaboration:

• Assists with administrative duties as needed to support the accounting and development department
• Collaborate with accounting team members to reconcile donation records and financial transactions.

General Responsibilities:

• Maintain operations by following policies and procedures.
• Safeguard the confidentiality of the Ministry by exercising discretion in communicating non-public information and handling of all requests.
• Stay at the forefront of best practices and procedures for database management and development services.

*Essential Functions may be revised upon management discretion

Qualifications

Education and Experience

• High School diploma or equivalent certification required.
• Associate degree in accounting or business preferred.
• Minimum 2 years' experience working in an accounting environment or donor database management or equivalent combination of education and experience.
• Experience working in cloud-based databases preferred.

• Advanced Microsoft Excel Skills required.
• Knowledge of CRM platforms (Donor Perfect and Fundraise Up) preferred

Knowledge, Skills, and Abilities

• Knowledge of non-profit accounting best practices including IRS regulations governing contributions to 501(c)(3) organizations, regulatory compliance, and database administration.
• Detail-oriented, highly organized, and excellent time management skills.
• Superior communication skills (written and oral) to communicate directly with donors and external/internal stakeholders.
• Ability to work under pressure and maintain quality of detailed work while meeting deadlines.
• Ability to solve problems with minimal direction by selecting and applying commonly used procedures, precedents, and rules.
• Ability to prioritize work and the flexibility to change directions as the job dictates.
• Proficiency in Microsoft Windows, MS Office and MS Outlook.
• Able to identify inefficient and ineffective processes and implement improvements.

Work Styles:

• Requires being reliable, responsible, dependable, and willingness to fulfill obligations.
• Requires being careful about detail and thorough in completing work tasks.
• Requires being honest and ethical.
• Requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
• Requires being open to change (positive or negative) and be open to variety in the workplace.
• Requires being sensitive to others' needs and feelings and being understanding and helpful to them.

*As a condition of employment, each team member is required to agree to the Cherry Street Mission Ministries Statement of Faith.

Work Environment:

Exposure to ("F" Frequent; "O" Occasional; "R" Rare; "N" Never):

N

Fumes

N

Humidity

N

Electrical Hazards

N

Dust

N

Mechanical Hazards

N

Burn Hazards

R

Loud Noise

N

Biological Hazards

N

Sharp objects

N

Vibration

N

Chemical Hazards

N

Fall Hazards

N

Confined Spaces

N

Height Hazards

N

Overhead Hazards

Equipment/Personal Protective Equipment Used

• Standard office equipment such as computers, phones, copiers, filing cabinets and fax machines.

Physical Demands ("F" Frequent; "O" Occasional; "R" Rare; "N" Never)

O

Stand

F

Handle/Feel (using fingers)

O

Grasp

O

Walk

O

Crouch/Kneel/Stoop/Crawl

R

Climb

F

Sit

F

Talk

R

Balance

F

See/Detect

F

Hear/Listen

O

Bend

Push/Pull

F

Apply repetitive motion

O

Reach

Lifting Requirements

• Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
  • • • Light work - Exerting up to 20 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.
      • Medium work - Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
      • Heavy work - Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.
      • Very heavy work - Exerting in excess of 100 pounds of force occasionally, and/or in excess of 50 pounds of force constantly to move objects.

Signatures
This job description has been approved by:

Executive:

Human Resources:

Employee signature below constitutes employee's understanding of the requirements, essential functions and duties of the position.

Employee Signature:

Employee Name (print):

Date: