Campaign Processing Specialist

United Way of Palm Beach County; West Palm Beach (FL); On-site; USD 42,000 - 60,000; Full time

Job summary

United Way of Palm Beach County is seeking a Campaign Processing Specialist to handle day-to-day pledge processing, data entry, and information analysis in our donor CRM. You will ensure timely, accurate entries for campaigns, grants, events, and related financial records in a GAAP-compliant framework.

The role involves managing payments across multiple channels, performing reconciliations, and producing reports to support Finance staff.

Qualifications

• High-volume data processing experience preferred.
• Experience with accounts receivable and financial data entry.
• Nonprofit donor databases experience (Raiser’s Edge, Blackbaud, Salesforce) preferred.

Responsibilities

• Process pledges, cash receipts, and adjustments into the CRM daily with accuracy and controls.
• Oversee payment lifecycles (credit cards, ACH, cash, payroll deduction) and ensure proper posting to donor accounts.
• Support data reporting, daily reconciliations, and data hygiene within the CRM.

Skills

Advanced Excel

CRM proficiency

Numerical aptitude

AI

Education

High School diploma

Associate's degree

Bachelor's degree

Tools

Raiser's Edge

Salesforce

Blackbaud CRM

Andar

Job description

The Campaign Processing Specialist directly contributes to the organization by providing day-to-day processing of all aspects of pledge processing, including data entry and information analysis. This position is responsible for ensuring the timely and accurate entry of all campaigns, grants, events, program support, adjustment envelopes, and file uploads within the donor database. This role assists in ensuring the integrity of our donor database and accurately processes financial data swiftly and securely.

Core Duties & Responsibilities

Pledge Processing & Integrity

• High-Volume Data Entry: Accurately process campaign pledges, cash receipts, and adjustment envelopes into the donor database (CRM) daily, strictly adhering to Finance Department internal controls, audit protocols
• System Uploads: Prepare, validate, and execute complex Excel spreadsheets for bulk uploads into the donor database, ensuring zero duplication and mapping fields correctly.
• Donor Account Management: Establish new donor accounts and ensure that all pledges and payments are recorded in conformity with United Way of Palm Beach County standards and Generally Accepted Accounting Principles (GAAP).
• Timely & Accurate Entry: Ensure the timely and accurate entry of all campaigns, events, grants, program support, Accounts Receivable (AR) adjustments, file upload, and appropriate backup documentation

Payment & Financial Reconciliation

• Payment Processing: Oversee the lifecycle of credit card payments, including credit cards ACH electronic checks, cash, payroll deduction and other payment methods received via pledge cards, phone, mail, online portals, or other channels, ensuring they are processed and applied to the correct donor accounts in a timely manner.
• Financial Reconciliation: Reconcile donor accounts accurately and in accordance with Generally Accepted Accounting Principles (GAAP),
• Designation Payouts: Prepare and reconcile designation payouts (donor-advised giving) within the CRM system based on policy guidelines, generating reports for Finance staff to facilitate payment to partner agencies.

Reporting & Analysis

• Data Classification: Ensure campaign data is properly classified, segmented, and segregated within the system to meet internal reporting needs (e.g., by Company, by Program, by Pledge Type).
• Daily Reconciliation Support: Review daily transaction entries for accuracy, identify potential discrepancies, and run reconciliation reports.
• Data Hygiene: Identify and record duplicate records, correct errors, when possible, and assist in the maintenance of the overall health of the CRM.

Collaboration & Cross-Functional Support

• Cross-Departmental Support: Assist in the development of processing efficiencies, and provide support to other departments as needed with financial data analysis/reports to help resolve discrepancies
• Disaster Response:Assist, as assigned by management, with the organization's disaster response efforts
• Department Projects: Assist with other duties and projects that support the department's goals.

Qualifications & Requirements

Experience & Education

• Education: High School diploma required. Associate's or Bachelor's degree in Business Administration, Accounting, or a related field is preferred.
• Experience: Minimum of 2-3 years of experience in high-volume data processing, accounts receivable,
• Nonprofit Experience: Experience with donor databases (e.g., Raiser's Edge, Salesforce, Blackbaud CRM, or Andar) is highly preferred

Technical Skills

• Advanced Excel: Must possess advanced proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables, and complex formulas) to manipulate large datasets.
• CRM Proficiency: Ability to navigate complex relational databases and understand the flow of data from input through reporting.
• Numerical Aptitude: Strong mathematical skills and impeccable attention to detail to handle financial transactions with 100% accuracy.
• AI: Some experience and willingness to learn AI tools.

Soft Skills & Attributes

• Mission-Driven: A genuine passion for United Way's mission of improving education, financial stability, and health for all community members.
• Analytical Problem-Solver: Ability to troubleshoot discrepancies and identify process improvements rather than just pointing out errors.
• Time Management: Proven ability to manage competing deadlines in a high-pressure, time-sensitive environment (especially during campaign peak seasons).
• Confidentiality: Must maintain the highest level of discretion and confidentiality regarding donor financial information.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions, consistent with the Americans with Disabilities Act (ADA) and applicable state and local laws. While performing the duties of this position, the employee is regularly required to talk and hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move up to 10 pounds. The noise level in the work environment is usually moderate. Must be able to work in a cubicle office space.

United Way of Palm Beach County is an Equal Opportunity Employer, drug free workplace, and uses the federal government E-Verify system to verify employment eligibility