Under the supervision of the Vice President of Non-Profit Operations, the Data Entry Specialist is responsible for the accuracy and completeness of the Foundation's donor and banking data. This role owns the weekly deposit process, from preparing and completing bank deposits to making sure every cash, check, ACH, and Square transaction is entered correctly in our donor database, DonorView, and tied to the correct deposit.

The Data Entry Specialist provides accounting support. Reconciliation is completed by the accounting team and is not part of this role; instead, this position makes sure accounting receives complete, correctly coded data and backup documentation. This role is also responsible for donation receipts and thank-you communications, serves as the lead inputter for the silent auction during the Gala, and integrates AI tools to support manual processes.

Additional responsibilities include creating online donation forms, maintaining the constituent database, processing payments, pulling reports, updating and inputting emails in Constant Contact, and providing donor support communications.

This is a Full-Time position.

Database Management

• Manage and organize donor and constituent information in DonorView (DV).

• Complete DonorView database entries, edits, and ongoing record maintenance.

• Maintain database accuracy by merging duplicate records, updating contact information, and appropriately categorizing individual and corporate constituents.

• Code donations accurately to the appropriate fund, campaign, and appeal.

• Create and maintain DonorView templates and forms, with oversight from the Vice President of Non-Profit Operations.

• Process membership auto-renewals and other database-related payments.

• Provide DonorView support and related communications.

• Assist with expanding database functionality and evaluating alternative platforms that may better support organizational needs.

Donation Processing & Financial Coordination

• Prepare and complete the weekly bank deposit, including cash, checks, and supporting documentation.

• Enter all cash, check, ACH, Square, and other donations/payments into DonorView, ensuring each transaction is associated with the correct deposit, date, payment source, fund, campaign, and appeal.

• Monitor online banking, Square, and ACH activity to ensure all incoming funds are captured in the database.

• Verify deposit totals against DonorView entries before submitting deposit information to accounting.

• Provide accounting with accurate, coded deposit reports and supporting documentation. Financial reconciliation is completed by accounting.

• Assist accounting with researching discrepancies between deposits and database entries.

• Maintain secure handling and storage of cash, checks, and donor financial information.

• Serve as the lead data inputter for the Gala silent auction, accurately entering items, bids, winners, and payments.

Donor Communications & Acknowledgement

• Manage donation receipts and donor thank-you communications, ensuring every donor receives an accurate and timely acknowledgement using approved organizational language.

• Prepare and distribute donor acknowledgements, including donation thank-you letters, in-kind acknowledgements, grant acknowledgement letters, membership expiration notices, and other donor correspondence.

• Coordinate weekly membership thank-you mailings.

• Prepare and distribute membership expiring and expired communications.

• Update and input donor and constituent email information in Constant Contact.

Online Giving & Digital Forms

• Create and maintain online donation forms.

• Create and update DonorView forms and templates with appropriate oversight.

• Support online payment and donation processing.

• Help ensure online giving forms appropriately capture donor information, payment details, funds, campaigns, and appeals.

Reporting & Data Support

• Pull DonorView reports as requested to support fundraising, development, accounting, and organizational needs.

• Provide accurate database and deposit information to accounting and other departments.

• Research database entries and transaction history when discrepancies or questions arise.

• Support data accuracy and consistency across DonorView, Constant Contact, Square, ACH, and other applicable systems.

Operational Documentation & Systems Improvement

• Maintain and update standard operating procedures (SOPs) related to database management, donation processing, and donor administration.

• Identify opportunities to improve and streamline database and administrative workflows.

• Integrate AI tools, where appropriate, to streamline manual processes such as data entry, deposit tracking, reporting, and donor communications.

• Assist with evaluating database functionality, processes, and potential alternative platforms to better support organizational needs.

Marginal Functions

• Use computer systems and software to access, enter, and maintain information.

• Handle gift shop transactions as needed.

• Operate standard office equipment.

• Work collaboratively with coworkers and across departments.

• Assist with maintaining the general tidiness of the building.

• Assist with setup and takedown of programming and event spaces.

• Perform other duties as assigned.

• Motivated self-starter with a positive attitude, high personal integrity, and strong business ethics who thrives in a collaborative team environment.
• Strong interpersonal, verbal, and written communication skills.
• Ability to multitask and manage competing priorities with attention to detail.
• Comfortable in a fast-paced environment, willing to wear multiple hats on any given day.
• People-oriented with a customer-service mindset.
• Passion for nature and the environment.
• Proficiency in Microsoft Office Suite; internet savvy; likes to explore AI tools and implement them as useful.
• Experience with donor databases — DonorView experience a plus.
• Familiarity with QuickBooks and/or Constant Contact is desirable.
• An understanding of financial accountability and the ability to handle it accurately.

We are a 501(c)(3) non-profit organization that specializes in environmental education. Our Discovery Campus features exhibits, live animal ambassadors, safe outdoor spaces, and a place for the community to come together and "get dirty".

Our Niche is providing hands-on, excellent environmental education.

Mission: To energize our community through education and outreach to preserve the Agua Hedionda Lagoon as a healthy and accessible watershed.

Vision: To be Stewards of the Watershed as we inspire future generations, so we all have access to a healthy lagoon. A safe space in nature… for all.

Core Values:

• Get Stuff Done

• Committed

• Capacity for More

• Situational Awareness

• Team Player

• Understand the Value of Reputation