Exception Mail Processing Spec II

World Vision USA; Federal Way (WA); Hybrid; USD 52,000 - 68,000; Full time

Job summary

World Vision USA is seeking an Exception Mail Processing Specialist II to support donation posting and donor accounting. The role emphasizes accuracy, customer service and collaboration within a hybrid onsite environment.

The position requires a two-year technical degree or equivalent, plus 2–3 years of related experience and strong data-entry skills. Estimated salary range reflects U.S. market norms.

Qualifications

• Two-year technical or junior college degree or equivalent; four years preferred.
• Experience posting funds and researching donor accounts; 2–3 years preferred.
• Must type and perform ten-key data entry at a minimum of 5,000 keystrokes per hour.
• Work authorization in the U.S. for any employer.

Responsibilities

• Keep Christ central in individual and corporate life and reflect WV Core Values.
• Process credit card, EFT and check transactions for donation categories and posting accuracy.
• Operate the donor accounting system with multiple screens for donor accounts.
• Access internal databases to perform research and ensure accurate postings.
• Verify donor intent via direct calls and maintain donor accounts.
• Process electronic funds and credit card activity from multiple sources; manage postings and inquiries.
• Quality control of system generated letters and ensure accuracy of content.
• Adjust documents: analyze, research and correct posting errors.
• Initiate calls to donors and financial institutions to obtain needed information.
• Collaborate with team members and perform other duties as assigned.
• Maintain awareness of organizational goals and follow policies.

Skills

Attention to Detail

Teamwork

Adaptability

Quality Orientation

Customer Service

Communication

Professional Maturity

English Proficiency

Education

Two-year technical or junior college degree or equivalent

Tools

Donor Accounting System

Microsoft Office Suite

Lotus Notes

Data Entry (keystrokes)

Job description

AT A GLANCE

Role: Exception Mail Processing Specialist II

Reports to: Senior Manager, Donation Processing

Location: Onsite/Hybrid

Required Experience: Two-year technical or junior college degree or equivalent (four years) work experience preferred. Work experience posting funds and performing research/analysis of accounts or related training and experience; 2-3 years. Must be able to type and perform ten-key data entry at a minimum of 5,000 keystrokes per hour.

Preferred Experience: [Additional preferred experience or skill]

Work Authorization: Must be authorized to work in the U.S.A for any employer.

Estimated hiring range: $52,000 – $68,380

THE JOB

Attention to Detail: Accomplishes tasks thoroughly, showing concern for all the areas involved no matter how small, at the appropriate level for the task.

Teamwork: Promotes and generates cooperation and teamwork among internal and external contacts while working to achieve collective outcomes. Ensures consistent, ongoing communication with others.

Flexibility/Adaptability: Demonstrates ability to adapt to new ways of doing things; is willing to attempt new ways to solve problems and maximizes performance and opportunity in a constantly changing work environment.

Quality Orientation: Looks for improvements in processes to meet or exceed expectations. Dedicated to developing processes that eliminate unnecessary work and improve quality, productivity and efficiency. Advocates the importance of quality assurance.

Customer Service Orientation: Demonstrates concern for meeting customer needs in a manner that provides satisfaction for the customer using available resources.

Communication: Presents ideas articulately. Uses effective listening skills to promote the free flow of information. Shows consistency between words and actions. Works collaboratively with others to promote consistent communication across the department.

Professional Maturity: Maintains a positive outlook, works constructively under pressure. Responds resourcefully when challenges arise and accepts responsibility

RESPONSIBILITIES

Keep Christ central in individual and corporate life. Actively participate in and contribute to the spiritual disciplines of the organization (Christian conduct, chapel, prayer, worship, devotions, and leadership of devotions); incorporate WV Core Values into decisions within scope of role.

Process credit card, EFT and check transactions for extensive specialized donation categories to ensure accurate posting of donor's contributions per donor instructions.

Operate the donor accounting system, which requires advanced knowledge of multiple screens related to donor accounts.

Access internal databases in order to perform complex research and ensure accurate posting of donor's contributions.

Verify donor intent as needed through direct telephone contact and make appropriate maintenance updates to donor accounts.

Process electronic funds and credit card activity from multiple sources (mail, phone, web and internet), which includes adding and deleting of donors to the credit card system; ensuring daily transactions are sent to the bank; contacting financial institutions for payment authorization; handling chargebacks for account charges or cancellations, etc.

May be responsible for quality control of system generated letters, ensuring letter content is accurate.

Process all documents requiring adjustments: analyze, research and correct posting errors.

Initiate calls to donors and/or financial institutions to acquire information needed to process donations; receive incoming calls from DCS, donors and banks and respond to inquiries appropriately, providing excellent customer service.

Work collaboratively with team members when assigned to work as a member of a team.

Perform other duties as assigned.

Maintain awareness of corporate goals, objectives, organizational announcements, and activities. Reference and follow organizational policies and procedures, seeking clarity as needed.

YOU BRING THESE SKILLS

Oral and Written Communication: Effectively expresses ideas, thoughts and concepts verbally and in writing, using correct grammar, organization and structure, and effective presentation media and techniques. Use appropriate media and approach.

Computer Skills: Demonstrates effective computer skills, including use of Microsoft Office Suite, Lotus Notes, intranet and Internet, and various software applications and databases used in work efforts

Donor Accounting Knowledge: Demonstrates knowledge and skills to handle remittance processing, posting of funds and analyzing/researching donor accounts.

Equipment Maintenance: Maximizes production time spent with processing equipment; troubleshoots problems and keeps equipment in good working order.

English Language Proficiency: The ability to speak, understand and write fluently in English

REQUIREMENTS

Two-year technical or junior college degree or equivalent (four years) work experience preferred. Work experience posting funds and performing research/analysis of accounts or related training and experience; 2-3 years. Must be able to type and perform ten-key data entry at a minimum of 5,000 keystrokes per hour.

SALARY & BENEFITS

WVUS Pay Grade Level: 217

Estimated hiring range: $52,000 – $68,380

The posted hiring salary range reflects pay for U.S. locations and is determined using market data and internal compensation guidelines. Actual compensation may vary depending on the candidate’s geographic location, job-related experience, and applicable laws.

For information about World Vision U.S' comprehensive benefits package, please visit this link.

ABOUT WORLD VISION

We're a global Christian humanitarian organization. We partner with children, families, and their communities to empower them as they reach their full potential by tackling the causes of poverty and injustice. For 75 years, World Vision has followed Jesus' example to show unconditional love to the poor and oppressed. We serve every child regardless of faith.

L.I.F.E. LEADERSHIP COMPETENCIES:

The LIFE Leadership Competencies provide a shared framework for Christ-centered leadership at World Vision. They define the skills, behaviors, and character qualities that help leaders lead faithfully and effectively, shaping how we hire, develop, and evaluate leaders to cultivate thriving teams and greater Kingdom impact.

• Love: How we show up every day, every interaction. Loving others the way Jesus loves—with humility, care, and grace-filled truth. We build trust. We model life with God. And we create environments where people feel seen, valued, and supported, because we see the image of our God in each of them.

• Ignite: How we unlock and catalyze. To Ignite is to unlock purpose, passion, and potential—so people can bring their best in service of children and donors. We build healthy, thriving teams and develop character, competence, and courage.

• Fulfill: How We Deliver. To Fulfill is to focus on what matters most—and deliver with excellence and accountability. We own outcomes. We prioritize mission-critical work. And we partner with God to produce results that advance Kingdom impact.

• Envision: How we change and evolve towards ‘Better’. To Envision is to lead boldly into the future—discerning what’s ahead with faith, navigating complexity, and casting vision that leads to lasting impact.