Job Description

Gift Processing Specialist

Join the Gary Sinise Foundation Team

At the Gary Sinise Foundation, we support and honor our nation’s defenders. We seek individuals who recognize that freedom and security come at a cost and who are committed to serving those who answer the call to duty. We want team members whose principles and values resonate with our culture of service, commitment, and appreciation.

About the Gary Sinise Foundation

Established in 2011 by actor and humanitarian Gary Sinise, the Gary Sinise Foundation honors and supports our active-duty military, veterans, first responders, and their families. Through programs designed to inspire and uplift our nation’s heroes, we aim to make a meaningful difference in the lives of those who serve and sacrifice for our freedom.

Position Summary

The Gift Processing Specialist plays a vital role within the Gift Processing & Finance team at the Gary Sinise Foundation. Reporting to the Assistant Manager of Gift Processing, this position is responsible for accurately and efficiently processing charitable contributions in accordance with IRS regulations and organizational policies. The Specialist manages daily gift entry, ensures the integrity of donor and constituent data, and supports project-based initiatives such as data updates and reporting. This role also involves generating timely charitable tax receipts and contributing to exceptional donor stewardship by maintaining high standards of accuracy, responsiveness, and professionalism.

Key Responsibilities

• Preprocess and enter gifts, pledges, and transactional information into the donor database from various sources and payment methods.
• Complete all tasks associated with electronically batched gift entry.
• Process timely charitable receipts and donor acknowledgments in accordance with donor stewardship plans.
• Assist donor stewardship staff with annual reports and projects.
• Perform documented steps to record complex transactions such as pledges, planned gifts, in-kind and stock gifts, pre-deposit, and matching payment transactions.
• Analyze gift documentation to determine legal donor, gift category, appropriate fund, and gift eligibility.
• Ensure all gift and grant agreements are complete and documented in the donor’s file.
• Run and distribute daily and weekly internal reports.
• Maintain communication and manage relationships with back office and third-party partners, such as brokerage firms and direct mail processing services.
• Verify and update biographical information in the donor database from multiple sources.
• Scan and link revenue documentation into the imaging system.
• Maintain accurate constituent gift biographical history records through research and corrections.
• Undertake special database clean-up projects on a scheduled and as-needed basis.
• Manage processes such as pledge payment reminders, tax receipts, recurring gifts, and automated pledge payments.
• Make informed decisions about proper entry, allocation, and documentation of donations.
• Communicate with internal and external stakeholders as needed.
• Assist with donor relations and donor line duties.
• Perform additional duties and initiatives as directed by foundation leadership, contributing to the organization’s mission and overall success.

Skills

• Exceptional attention to detail and strong organizational capabilities.
• Outstanding written and verbal communication skills, with the ability to engage effectively across diverse audiences.
• Ability to work independently and as part of a team.
• Familiarity with donor databases and data entry processes.
• A collaborative spirit and a genuine desire to serve others, contributing to a positive and mission-driven team environment.
• Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint).
• Familiarity with Salesforce or other CRM system, highly preferred.

Qualifications

• Bachelor’s degree with 2+ years of financial administrative experience, or High School Degree with 10+ years of direct nonprofit foundation experience.
• Experience with Salesforce CRM is preferred.
• Nonprofit experience is a plus.

Work Environment

• This is an in-office role with standard work hours of 8am-5pm CDT
• Some travel (up to 10%) may be necessary, with occasional nights and weekends.

The Gary Sinise Foundation is an equal opportunity employer.

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