Job Posting 100485

National Data Entry Clerk
Canadian Parks and Wilderness Society
Ottawa area
Ottawa, Ontario. Required to be in the office 3 days a week.
closed 8 days ago (Tue, 9 Apr)
full time  •  $46,000 - $50,200 per annum, based on experience.

National Data Entry Clerk

 

Position Type: Permanent, full time

Location: Ottawa, Ontario. Hybrid work environment. Required to be in the office 3 days a week. Reliable high-speed video-enabled internet access and reliable telephone service required. Dedicated quiet workspace required.

Language: Bilingual imperative. Excellence in English and French required – written, oral, and comprehension.

Salary Range: $46,000 - $50,200 per annum, based on experience.

Benefits: 3 weeks of vacation, plus an office closure between Christmas and New Year, and up to 10 sick days per year. Comprehensive medical and dental benefits, matching RRSP program.

Posting Date: March 27, 2024

Closing Deadline for Applications: Until filled.        

Start Date: As soon as possible.

 

About the Organization

Canadian Parks and Wilderness (www.cpaws.org) is a national charitable organization with 13 chapters across Canada, almost 100 staff, and hundreds of volunteers who have helped to protect over half a million square kilometers of Canada’s public land and water, since 1963.

Our conservation vision is to protect at least half of Canada’s public land and water in a framework of reconciliation – for the benefit of both wildlife and humans.

 

CPAWS is based on the unceded and unsurrendered lands of the Anishinabe Algonquin Nation, and works in both unceded and treaty lands of First Nations, Métis and Inuit throughout the country known as Canada.

CPAWS is committed to operating in a way that upholds justice, equity, diversity and inclusion (JEDI). We are also working to ensure our office is an inclusive and safe place for people from diverse backgrounds.

 

About the Role

CPAWS National is hiring a National Data Entry Clerk to join our data management team. Reporting to the National Manager, Data Integrity & Analytics, the successful candidate’s primary role will be gift processing and database management. You will play a key role in ensuring the accuracy and integrity of donor data and the maintenance of CPAWS’s fundraising software system, Raiser’s Edge. Your contributions extend to processing in-house and online donations, reconciliation of donations (cash, cheques, and credit cards), maintaining donor records, and responding to donor change of information requests and administrative inquiries. This position works closely with all departments at the CPAWS National Office and our regional chapters to maintain and enhance comprehensive databases which support various departmental and organizational needs.   

 

The successful applicant has excellent communication and customer service skills, and knowledge of database management. They have a strong attention to detail and exceptional organizational skills, being able to adapt quickly while keeping a clear focus on deadlines and outcomes.

 

Responsibilities

 

Donation Processing – 60%

  • Ensuring all donor and supporter data is updated and accurate in Raiser's Edge.
  • Entering new donors into the database, updating biographical data and contact information, and applying internal coding for donor segmentation.
  • Processing donations received through mail, cash, cheque, and credit card.
  • Processing unrestricted Foundation Grants, Corporate Donations, Bequest, Gifts of Shares, and other unrestricted donations as needed.
  • Processing Monthly Donations (In-house Credit Card and Direct Debit Files).
  • Maintaining Monthly Donor records in Raiser's Edge.
  • Record and process donations that are given via the telephone.
  • Overseeing the processing of all online donations received via the online platform Engaging Networks, Canada Helps, PayPal Giving Fund, Donate a Car, Benevity, and Charitable Impact.
  • Review bank statements weekly and prepare gift processing batches for Electronic Fund Transfer (EFT) deposits.
  • Preparing bank deposits and batch reports for the Finance Department.
  • Reconciling offline and online deposits to the bank to ensure they balance with gift processing records and batches.
  • Filing gift batches, control reports, and donation backups (Electronically and In-house).

 

Donor Database Management and Donor Inquiries – 20%

  • Maintain prompt responses to donors’ administrative requests and inquiries.
  • Liaising with Chapters about any donor requests or Chapter deposits.
  • Maintain return mail and update donor profiles in Raiser's Edge accordingly.
  • Taking part in Quality Control efforts by assisting in database clean-ups.
  • Investigating inconsistencies and resolving discrepancies when gift processing/ data entry error arises.
  • Exporting data (from Raiser's Edge or Engaging Networks) into Microsoft Excel and/or Microsoft Word.
  • Generating reports and/or queries from Raiser’s Edge as requested.

 

General Data Team Administrative Support - 20%

  • Processing tax receipt mailouts.
  • Assisting in the preparation of the annual audit.
  • Ensuring that complete and total donor records are always maintained and archived.
  • Following appropriate processing procedures and ensuring CRA guidelines are met.
  • Working closely with team members to help support the needs of various departments related to gift processing and the database.
  • Contributing to the development and delivery of the team's annual plan
  • Assisting National Office teams as required.

 

Accountability and Authority

The National Data Entry Clerk will work from the CPAWS National office in Ottawa, and report to the National Manager, Data Integrity & Analytics. They will work closely with the Finance Team, Development Team, and CPAWS Chapters, and be the main point of contact with our donors who require administrative assistance. This position requires compliance with the policies and procedures of CPAWS and the Canadian Revenue Agency.

All staff are accountable through the staff structure to the National Executive Director for the planning and delivery of programs and services for which they are responsible. The National Executive Director is responsible for staff management and development, and the effectiveness of programs and services within the priorities and budgets approved by the Board.

The Human Resources Policy guides the National Executive Director in the day-to-day management of the organization. All CPAWS staff will ensure they have read, understand and adhere to the policy manual.

 

 

Qualifications & Expectations

 

Essential Assets

  • The successful candidate will be passionate about protecting nature in Canada and will have some knowledge of Canada’s commitment to reconciliation with First Nations, Inuit, and Métis peoples of Canada.
  • At least 3 years of data processing and customer service experience, or relevant studies combined with related experience.
  • Strong technical skills in MS 365 (Excel, Word, Teams, SharePoint).
  • Familiarity with Raiser’s Edge software and/or other CRM systems. Experience handling cash, cheques, and credit card details.
  • An effective bilingual communicator both in writing and verbally, with strong interpersonal skills.
  • Exceptionally organized with excellent attention to detail and a high level of accuracy.
  • Solid time-management and multi-tasking abilities, with the ability to meet deadlines.
  • An inclusive, collegial, and collaborative work ethic with strong teamwork skills.
  • Ability and willingness to adapt to changing priorities and deadlines.

 

Nice to Have

  • Experience working or volunteering in the non-profit/charitable sector.
  • Knowledge of fundraising and solicitation practices.
  • Knowledge of CRA Receipting guidelines.
  • Post-secondary degree or diploma in a related field.

 

 

Application Submission and Hiring Process

CPAWS is committed to a workforce that reflects the diversity of the populations we serve. We encourage applications from all qualified individuals, including applicants from all cultures, racialized communities, abilities, diverse sexual and gender identities, and others who may contribute to equitable representation and diversity of perspectives and ideas. We are committed to a selection process and work environment that is inclusive and barrier-free.

Please contact us if you should require additional support at any stage of the recruitment process at 

 

To apply, send a cover letter and resume saved into a single PDF with the file name LAST NAME_Data Entry Clerk and sent by email to 

 

We thank all candidates for their interest in the position. Only candidates selected for an interview will be contacted. Applications will be accepted on a rolling basis, as we are looking to fill this position quickly. We expect to have two round of interviews and that interviews will last up to one hour. They may take place in person, or over Zoom, dependent on the needs of the candidate. We commit to contacting all candidates who we interview within two weeks of the interview date.

 

Why work for CPAWS?

CPAWS is Canada’s only charity dedicated to the protection of public land, freshwater and ocean with a strong national and regional presence across the country. We are Canada’s leader in conservation with more 60 years of success based on our expertise, public education and advocacy, relationships, and local knowledge. We are a credible, trusted, knowledge-based, nationally coordinated, collaborative organization, focused on conserving nature to respond to the dual crises of accelerated biodiversity loss and climate change.

 

Our mission

CPAWS advocates for the effective, long-term protection of ecologically- and culturally significant land, freshwater and ocean areas in Canada. Working in a way that respects the sovereignty and leadership of Indigenous nations, we achieve our mission through knowledge-based advocacy, and public education and engagement, underpinned by collaboration and partnership.

 

Our vision

At least half of the land, freshwater and ocean in Canada is permanently protected to sustain nature and people for current and future generations.

At CPAWS National, we value each employee’s creativity and innovation and offer a collegial work environment and competitive benefits.

We thank all applicants and look forward to hearing from you!

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