Special Acknowledging Clerk I

St. Labre Indian School; Ashland (MT); On-site; USD 28,000 - 36,000; Full time

Job summary

St. Labre Indian Catholic School seeks a Special Acknowledging Clerk I to compose donor letters and manage correspondence in the Development department. The role supports donor relations by preparing donations for scanning, resolving donor questions, and generating standard forms and letters.

The position requires attention to detail, basic computer proficiency with Word, Excel, email, and database tools, and a willingness to work overtime as needed. Reports to the Donor Relations Manager.

Qualifications

• High school diploma or GED required; related experience preferred or a combination of education and experience.

Responsibilities

• Reads and sorts incoming correspondence.
• Prepares donations for scanning and deposit.
• Researches donor questions/problems, routes issues to appropriate personnel and follows up.
• Provides acknowledgement for non-monetary donations.
• Provides written responses to donor questions/comments.
• Processes transactions requiring special handling or posting.
• Prepares correspondence using database and word processing software.
• Creates common form letters and paragraphs for the Specials area.
• Uses e‑mail to correspond with donors, companies, and staff.
• Prepares documents/labels for donor fulfillment requests.
• Maintains donor files and records for audit purposes.
• Trains as back‑up to the Special Acknowledging Clerk II duties.
• Answers donor phone calls.

Education

High school diploma or GED

Tools

Portfolio Database

Word

Excel

E‑mail

Google Chrome

Internet Explorer

Job description

St. Labre Indian Catholic School

Pretty Eagle Catholic Academy

St. Charles Mission School

Job Title: Special Acknowledging Clerk I

Department: Development

Reports To: Donor Relations Manager

FLSA Status: Nonexempt – 12 month position

Job Code: 4B ($13.44-$15.47-$17.49)

Approve Date: 7/01/2022

SUMMARY

Composes letters in reply to special correspondence from donors addressing concerns and/or answering requests for information by performing the following duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Other duties may be assigned. *Indicates the non-essential duties and responsibilities. Nothing in this job description restricts St. Labre's right to assign or reassign duties and responsibilities to this job at any time.

1. Reads and sorts incoming correspondence.
2. Prepares donations for scanning and deposit.
3. Researches donor questions/problems, routes issues to the appropriate personnel and performs necessary follow up.
4. Provides acknowledgement for non-monetary donations (i.e. donations received by the clothing room)
5. Provides written responses to donor questions/comments
6. Processes transactions that require special handling or posting, and other designated funds in the database.
7. Prepares correspondence using the database and word processing software.
8. Creates commonly used form letters and paragraphs for the Specials area.
9. Uses e‑mail to correspond with donors, companies and other staff.
10. Prepares necessary documents/labels for special handling of donor fulfillment requests.
11. Maintains donor files and records for audit purposes.
12. Trains as back‑up to the Special Acknowledging Clerk II duties
13. Answers donor phone calls.

* Assists other Development department areas when needed.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); and one to six months related experience and/or training preferred; or equivalent combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES

1. Knowledge of, or the ability to learn the following computer programs:

• Portfolio Database
• Word
• Excel
• E‑mail
• Google Chrome
• Internet Explorer

1. Must possess a good command of the English language and have solid writing and spelling skills.
2. Ability to read and compose sentences, paragraphs, letters, short correspondence and memos in a timely manner.
3. Possess good problem solving and reasoning skills.
4. Must be able to work effectively with different types of people and personalities.
5. Willingness to work overtime, if needed, holidays and weekends.
6. Ability to effectively communicate and present information in one‑on‑one situations with other employees and donors.
7. Respects the teachings of the gospel of Jesus Christ in private, personal, and public life.
8. Commitment to the mission of the Roman Catholic Church in Native American education.
9. Sensitivity to and appreciation of Native American people and their cultures.
10. Ability to serve as an appropriate role model for students.

CERTIFICATES, LICENSES, REGISTRATIONS

None required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit for most of an 8 hour day in front of a computer screen and use hands to finger, handle, or feel. The employee frequently is required to reach with hands and arms and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.