Gift and Cash Receipts Specialist

The Gift and Cash Receipts Specialist at Girl Scouts of Western Washington (GSWW) ensures the accurate processing, recording, and reconciliation of all cash receipts and donations within the GSWW accounting system (MIP) and donor management system (Donor Perfect). This position is directly supervised by the Grants Accounting Manager, with additional guidance and collaboration provided by the Senior VP of Philanthropy. This role is responsible for maintaining data integrity across both systems, providing timely reports, and supporting compliance with relevant regulations and internal policies. It involves close alignment between the Philanthropy and Finance departments to support donor stewardship and financial accuracy, helping to ensure a positive experience for donors and transparency for the organization.

This is a regular, part-time (20 hours per week), non-exempt role that requires residency in Washington State, preferably within our Council region of Western Washington. Work can be conducted remotely, but successful candidates must be willing and able to come into a GSWW office as needed or when requested. While the full pay range for this position is $29.74 to $32.37 per hour based on tenure with GSSW, this position will start at $29.74 per hour for purposes of internal pay equity.  

Girl Scouts of Western Washington offers an excellent work environment, meaningful mission-driven work and a competitive benefits package that includes employer-paid options for medical, dental, life/AD&D for employees. Additionally, access is available for our 403(b) retirement plan, as well as voluntary benefits that include vision insurance and flexible spending accounts. Our generous paid leave plan includes three weeks of vacation to start, sick leave, paid holidays, paid time off for personal development and volunteerism, AND two weeks of paid leave for our fall and winter breaks! 

Please note GSWW will be closed from 12/21/24 through 1/5/25. We will begin reviewing applicants upon our return the week of 1/6/25, and our first round of interviews will tentatively be held during the weeks of 1/20 and 1/27.

Girl Scouts of Western Washington values diversity, equity, and inclusion and we foster a welcoming, inclusive work environment. We are an equal opportunity employer, and we do not discriminate based on race, color, religion, age, national origin, gender, veteran status, sexual orientation (heterosexuality, homosexuality, bisexuality, and gender expression of identity), marital status, or the presence of any physical, sensory, or mental disability, or any other protected classification under applicable laws. 

Essential Duties and Responsibilities

Gift Processing

• Work closely with the Philanthropy team to ensure all contributions, including cash, pledges, gifts-in-kind, stock transfers, credit cards, checks and electronic payments, are processed and recorded accurately in a timely manner in both MIP and Donor Perfect.
• Create and update constituent records, input credit card transactions, and manage deposits for checks, wires, ACH transfers, and stock transactions.
• Track pledges and gift agreements, generating reports and invoices as needed 
• Provide Philanthropy with support for major fundraising events including large volume giving, auction support and donor acknowledgment, as related to the scope of this position.

Cash Receipts and Reconciliation

• Ensure all payments and gifts are recorded in a timely and accurate manner in both Donor Perfect and MIP, providing transparency for both Finance and Philanthropy Teams.
• Record and reconcile incoming cash, ACH, EFT payments, and other electronic transactions in the accounting system in accordance with established financial policies.
• Ensure all cash receipt data is accurately entered into the MIP and Donor Perfect and reconciled with daily bank deposits, and system reports.
• Collaborate with the OS team to process checks, ensuring all check payments are accurately recorded and securely handled.
• Ensure segregation of duties by maintaining clear distinctions between payment handling, recording, and reconciliation processes.
• Verify all cash and check deposits against financial records while maintaining compliance with internal policies and audit standard
• Prepare journal entries for cash receipts, pledges, and other gift-related transactions
• Maintain accurate, secure, and organized records of all cash and check-related receipts with strict adherence to internal control guidelines.
• Verify the accuracy and completeness of all payments received, ensuring proper allocation to accounts
• Perform regular reconciliations of cash receipts with financial records to identify and resolve discrepancies. 
• Perform monthly reconciliations of PayPal, other merchant services, and other payment systems to align with bank and general ledger activity.
• In collaboration with the Donor Data Specialist, maintain a pledge roll forward throughout the year to support reconciliation processes with reports from Donor Perfect and MIP
• Reconcile all gift and donation transactions between Donor Perfect and MIP systems to ensure that both systems are accurate at all times. 
• Address and resolve discrepancies between the two systems promptly, involving relevant stakeholders as necessary.
• Ensure that all gifts/grants, in-kind donations, and pledges are properly categorized, allocated, and reconciled in both systems
• Assist in the preparation of the annual council audit including in-kind reconciliation, pledge reconciliation, MIP to DP reconciliations

Compliance and Reporting

• Work closely with the Philanthropy and Finance teams to ensure accurate general ledger coding, donor crediting, and timely responses to donor inquiries.
• Generate weekly, monthly, and ad hoc gift and financial reports, ensuring data accuracy and actionable insights for the organization.
• Maintain a clear audit trail for all transactions across both MIP and Donor Perfect, supporting both Finance and Philanthropy needs.
• Prepare and distribute timely reports on gifts, donations, and reconciliations to both the Finance and Philanthropy Teams.
• Generate summaries of discrepancies and corrective actions taken, ensuring transparency across both teams.
• Work with internal teams to ensure that cash receipts are coded correctly in MIP, communicating clearly with relevant stakeholders and asking questions when clarification is needed to ensure proper general ledger coding.
• Assist with the preparation of audit documentation and provide support during the audit process.
   

Data Management and Compliance

• Perform daily reconciliation to ensure that MIP and Donor Perfect systems are aligned and accurately reflect daily activity/transactions for areas of responsibility.
• Maintain best practices for constituent records management, ensuring secure and up-to-date data in Donor Perfect.
• Evaluate and document payments and donor restrictions, coordinating with relevant team members to resolve discrepancies.
• Propose and implement process improvements to enhance efficiency and data accuracy
• Stay informed about updates to MIP, Donor Perfect, and internal policies to enhance accuracy and efficiency

Additional Responsibilities

• Maintain internal controls to ensure data and financial record integrity.
• Work with both teams to improve workflows for recording, reconciling, and reporting gifts and financial transactions.
• Participate in training sessions to enhance understanding of coding and categorizing gifts, payments, and donations across both systems

This is a general description of the essential responsibilities of the position and is not inclusive of all job duties; other associated duties may be assigned.

Knowledge, Skills, and Abilities

• Commitment to fostering environments that prioritize diversity, equity, inclusion, racial justice and belonging
• Strong alignment with Girl Scouts of Western Washington’s mission and vision
• Strong data entry skills with attention to detail and accuracy.
• Knowledge of gift processing, financial reconciliations, and US GAAP standards.
• Ability to generate and analyze reports for accuracy and actionable insights.
• Strong organizational and time-management skills to meet deadlines in a high-volume environment.
• Excellent interpersonal and communication skills, both verbal and written, for cross-departmental collaboration.
• Ability to maintain confidentiality and uphold ethical standards in handling donor and financial information.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Proficiency with MIP and Donor Perfect systems (or similar accounting and donor database platforms).

Supervisory Responsibilities

This position has no supervisory responsibilities

Education and Experience Required:

• Associate degree in accounting, finance, or a related field, or equivalent work experience.
• Minimum of two years of experience in gift processing, electronic deposits, or nonprofit bookkeeping.

Preferred Skills and Experience:

• Knowledge of IRS regulations related to nonprofit accounting and donor gift compliance.
• Experience with financial and donor data reconciliation processes.
• Familiarity with online donation and corporate matching platforms.

Other Qualifications:

• Must reside within Washington State, with preference for residence within our Council region of Western Washington.
• Satisfactory results from criminal background search
• Willingness to maintain Girl Scout membership
• Must be willing and able to come into a GSWW office as needed or when requested.