National Data Entry Clerk

1 week ago

Ottawa, Ontario, Canada Canadian Parks And Wilderness Society (CPAWS) Full time

Data Entry Clerk

Position Type:
Permanent,full time

Location:
Ottawa, Ontario. Hybrid work environment. Required to be in the office 3 days a week. Reliable high-speed video-enabled internet access and reliable telephone service required. Dedicated quiet workspace required.

Language:
Bilingual imperative. Excellence in English and French required - written, oral, and comprehension.

About the Role
The successful applicant has excellent communication and customer service skills, and knowledge of database management.

They have a strong attention to detail and exceptional organizational skills, being able to adapt quickly while keeping a clear focus on deadlines and outcomes.


Responsibilities:

Donation Processing - 60%

  • Ensuring all donor and supporter data is updated and accurate in Raiser's Edge.
  • Processing donations received through mail, cash, cheque, and credit card.
  • Processing unrestricted Foundation Grants, Corporate Donations, Bequest, Gifts of Shares, and other unrestricted donations as needed.
  • Processing Monthly Donations (Inhouse Credit Card and Direct Debit Files).
  • Maintaining Monthly Donor records in Raiser's Edge.
  • Record and process donations that are given via the telephone.
  • Overseeing the processing of all online donations received via the online platform Engaging Networks, Canada Helps, PayPal Giving Fund, Donate a Car, Benevity, and Charitable Impact.
  • Review bank statements weekly and prepare gift processing batches for Electronic Fund Transfer (EFT) deposits.
  • Preparing bank deposits and batch reports for the Finance Department.
  • Reconciling offline and online deposits to the bank to ensure they balance with gift processing records and batches.
  • Filing gift batches, control reports, and donation backups (Electronically and Inhouse).

Donor Database Management and Donor Inquiries - 20%

  • Maintain prompt responses to donors' administrative requests and inquiries.
  • Liaising with Chapters about any donor requests or Chapter deposits.
  • Maintain return mail and update donor profiles in Raiser's Edge accordingly.
  • Taking part in Quality Control efforts by assisting in database cleanups.
  • Investigating inconsistencies and resolving discrepancies when gift processing/ data entry error arises.
  • Exporting data (from Raiser's Edge or Engaging Networks) into Microsoft Excel and/or Microsoft Word.
  • Generating reports and/or queries from Raiser's Edge as requested.

General Data Team Administrative Support - 20%

  • Processing tax receipt mailouts.
  • Assisting in the preparation of the annual audit.
  • Ensuring that complete and total donor records are always maintained and archived.
  • Following appropriate processing procedures and ensuring CRA guidelines are met.
  • Working closely with team members to help support the needs of various departments related to gift processing and the database.
  • Contributing to the development and delivery of the team's annual plan
  • Assisting National Office teams as required.

Accountability and Authority


The National Data Entry Clerk will work from the CPAWS National office in Ottawa, and report to the National Manager, Data Integrity & Analytics.

They will work closely with the Finance Team, Development Team, and CPAWS Chapters, and be the main point of contact with our donors who require administrative assistance.

This position requires compliance with the policies and procedures of CPAWS and the Canadian Revenue Agency.


All staff are accountable through the staff structure to the National Executive Director for the planning and delivery of programs and services for which they are responsible.

The National Executive Director is responsible for staff management and development, and the effectiveness of programs and services within the priorities and budgets approved by the Board.

The Human Resources Policy guides the National Executive Director in the day-to-day management of the organization. All CPAWS staff will ensure they have read, understand and adhere to the policy manual.

Qualifications & Expectations

Essential Assets

  • At least 3 years of data processing and customer service experience, or relevant studies combined with related experience.
  • Strong technical skills in MS 365 (Excel, Word, Teams, SharePoint).
  • Familiarity with Raiser's Edge software and/or other CRM systems. Experience handling cash, cheques, and credit card details.
  • An effective bilingual communicator both in writing and verbally, with strong interpersonal skills.
  • Exceptionally organized with excellent attention to detail and a high level of accuracy.
  • Solid timemanagement and multitasking abilities, with the ability to meet deadlines.
  • An inclusive, collegial, and collaborative work ethic with strong teamwork skills.
  • Ability and willingness to adapt to changing priorities and deadlines.

Nice to Have

  • Experience working or volunteering in the nonprofit/charitable sector.
  • Knowledge of fundra

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