Accounting & Donor Care Coordinator

Position Description

1. General Description of the Position’s Function and Purpose

The Accounting & Donor Care Coordinator is responsible for a variety of accounting, donor care, and administrative duties, with a primary focus on ensuring accurate, timely, and relationally excellent engagement with the accounting team and donors through donation processing, receipting, reporting, and communication. This role is partially funded by and requires regular interaction with Christian ministry partners and their donors internationally and therefore requires ministry alignment for effectiveness in cross-cultural, relationship-based communication.

2. Specific Duties and Responsibilities

Donor Care & Accounts Receivable Responsibilities:

Accounting & Administrative Support o Manage Accounts Receivable with support from the Accounting Assistant
•  Generate financial reports as needed
• Assist with annual audit and Form 990 preparation
• Complete a broad variety of administrative tasks for: VP of Finance, Associate Director of Finance, and the VP of Administration and Child Programs

Provide excellent donor care under the leadership of the VP of Administration and Child Programs and President/CEO, ensuring donors are served with accuracy, responsiveness, and gratitude.

Process donations in a timely and accurate manner, including:
• Recording gifts in NetSuite

•  Generating and sending donor receipts

• Drafting and sending approved thank-you letters and donor correspondence

•  Monitor and update donor contact information to ensure accuracy and consistency across systems

•  Partner with leadership on donor communication needs, particularly related to Assist International GF funds, OVC programs, and sponsorships

• Managing child sponsorships, including donor communication, tracking, and coordination with OVC/Child Programs staff

Restricted Funds & Program Support: 
 • Manage OVC restricted funds, including tracking, reconciliation, and preparation of month-end wires

• Create journal entries to accurately record fund transfers for various OVC and program needs

• Support leadership with clear reporting related to restricted donor funds

Expense & Cash Management o Distribute, receive, and record travel cash for employees

• Maintain balances of travel cash in the safe(s) and safe deposit box(es)

•  Perform regular safe counts using dual-custody protocols

• Maintain and secure company credit cards, issuing them per established protocol

•  Process expense reports for the VP of Administration and Child Programs and President/CEO

Other duties as assigned

3. Knowledge/Skills Required by the Position.

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:

• Agreement with Assist International’s mission and goals

• Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly

• Ability to work under pressure and tight deadlines with accuracy and professionalism

• Strong accounting skills

• Strong Excel skills

• Competent with MS Office

• Strong computer skills and ability to learn new programs

• Demonstrated ability to provide excellent donor care with professionalism, warmth, and discretion

• Ability to communicate financial information clearly to non-financial audiences, including donors and program staff

• Excellent attention to detail

• Strong written and verbal communication skills for donor correspondence and acknowledgements

• High level of integrity and stewardship when handling donor funds and confidential information

• Strong organizational skills

4. Responsibility

• Supervisory Controls – Supervision of Accounting Assistant under VP of Finance and Associate Director of Finance.

• Written Guidelines – Will be expected to uphold all company policies and procedures.

5. Difficulty

• Complexity – Moderate to high level of complexity

• Scope and Effect – This employee will be an essential part of the daily operations and productivity of the Accounting Department and Bend office staff.

6. Personal Relations

• Contact with all personnel at Assist International (leadership, program managers, and support staff), vendors, donors, and volunteers

• Purpose of contacts includes coaching and coordination with leadership; supervision and direction from Finance; ongoing donor interaction for receipting, communication, restricted fund clarification, sponsorships, and donor care, as well as vendor and internal coordination.

7. Environment

• Physical Requirements – This position requires lifting up to 40 lbs.

• Work Environment – Desk with computer will be provided at the Bend, OR office

• Travel is not required for this position

8. Title of the Person to Whom This Position Reports

• Vice President, Finance

9. Qualifications – Minimum Required

• Education – HS diploma required, college degree required, preferably in Accounting or related field.

• Experience – Minimum 3 years bookkeeping or other accounting experience required. Previous NetSuite experience preferred.

10. Desirable Additional Qualifications

 Detail-oriented, flexible and work well under pressure, meeting multiple, sometimes conflicting, deadlines

 Highly resourceful team-player, with the ability to also be extremely effective independently

 Demonstrate a cooperative attitude with colleagues and supervisors

 Flexibility, adaptability and a sense of humor

 Familiarity with expense tracking software.

Please submit resumes to: hr@assistinternational.org.