TBR | The College System of Tennessee

TEMPORARY STAFF 

ADVANCEMENT SPECIALIST 

Up to 20 hours per week

Pay Grade:  N/A

Salary Range:  N/A- Hourly Rate: $20.00

FLSA: Non-Exempt

Experience Required (minimum):  3 years

**Not to exceed 20 hours per week

JOB OBJECTIVES

The Advancement Specialist provides support to the Office of Institutional Advancement and the Cleveland State Foundation primarily through bookkeeping activities and donor information management.  The Specialist ensures donations are processed accurately and efficiently, donor receipts are issued in a timely manner, donor information is accurately recorded, and financial information is prepared for the external accountant and auditor accurately and efficiently.  This position helps to ensure the Office of Institutional Advancement reaches its annual fundraising goals, does not spend outside the annual departmental budget, and meets financial regulations through accurate tracking and reporting.

JOB STANDARDS/QUALIFICATIONS

• High school diploma or high school equivalency diploma.
• Minimum of three (3) years of experience in bookkeeping, accounting, or an equivalent role required.
• Demonstrated proficiency with computer technology and financial software such as QuickBooks or Aplos is required.
• Strong understanding of accounts payable, accounts receivable, and bank reconciliation processes required.
• Experience with end-of-year financial procedures and working with an auditor preferred.

ESSENTIAL JOB FUNCTIONS

BOOKEEPING (55%)

• Enter check and cash donations into the financial software, prepare deposits and write checks for approved invoices on behalf of the Advancement Coordinator. Process credit card donations given through the Foundation’s financial software.

MONTHLY RECONCILIATIONS (15%)

• Gather necessary information for the Foundation accountant to prepare monthly reconciliations (bank statements, credit card transaction reports, investment statements).  Ensure all transactions on the bank statements have been recorded in the Foundation’s financial software. Additionally, post all transactions and work with the external accountant to resolve any missing items or discrepancies.

AUDITING (5%)

• Provide reports and necessary information to the Foundation auditor for completion of the Foundation annual audit.  Additionally, work with the Foundation accountant to ensure end-of-year financials are completed within established deadlines.

DATABASE MANAGEMENT (10%)

• Add new donors to the donor management software and update current donor information as needed.  Expectations include a review of errors, duplications, and any necessary updates within the donor management system.

REPORTING (10%)

• Process reports from the database to track fundraising and budgeting goals. Reports include but are not limited to financial and donor information. Prepare monthly donor reports and tax letters. Complete the annual Voluntary Support for Education report on behalf of the Advancement Coordinator.

NON-ESSENTIAL FUNCTIONS (5%)

• Assist the advancement coordinator in preparing for events, meetings, and with other clerical tasks as needed.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS AND RESPONSIBILITIES

• Strong attention to detail to ensure information is entered accurately into the software.
• Knowledge of accounts payable, accounts receivable, reconciliation and auditing procedures.
• Customer service skills to develop positive working relationships with donors, external financial partners, other Cleveland State employees, and students.
• Strong organization skills.
• Ability to work and prioritize tasks independently.
• Experience in using personal computers, copiers, and other office equipment.
• Ability to use financial and donor management software.
• Understanding of budget management.
• Understanding of financial reporting and receipting.
• Familiarity with accounting terminology and concepts.

WORK ACTIVITIES AND EQUIPMENT

Job responsibilities include personal computers and peripheral devices. Photocopy and other office machines are frequently used.

JOB LOCATION

This position is an on-site role located in the Office of Institutional Advancement, located on the main campus of Cleveland State Community College in Cleveland, Tennessee.