Job Application - Catholic Charities Food Bank Of The Southern Tier

Job Posting OPEN

Data Entry Specialist

Food Bank of the Southern Tier Seeks a Data Entry Specialist

We believe in work-life balance!

At the Food Bank of the Southern Tier, we are committed to creating a future without hunger where access to healthy food by all is recognized as fundamental to the well-being and success of individuals and the foundation of a strong, vibrant society.  We are striving to be a client-focused, engaged, high-performing team, leading a collaborative effort across our region to ensure equitable access to nutritious food through our values of Integrity, Learning, Inclusion, Caring, Respect, and Abundance.


Who are we looking for?

Are you passionate about making a difference in your community? Do you want to be part of an organization that strives to build hunger-free communities through fundraising, corporate sponsorships, donors, and general gift donations? Look no further! The Food Bank of the Southern Tier is seeking a dynamic and driven Data Entry Specialist to assist our Development and Community Engagement Team in supporting our mission and driving positive changes in the lives of countless individuals.


Starting Wage: $18.00 - $19.50 per hour based on a 35-hour workweek.


Primary Functions:

The Data Entry Specialist is responsible for the accuracy and timeliness of gift processing and efficient maintenance of the donor management databases. This position is key in enhancing donor relations by creating a positive experience for donors through timely communication and responding to donor inquiries. Required skills include time management, curiosity, exceptional attention to detail, accuracy, ability to work independently, forward-thinking, and not being afraid to ask questions while seeking correct answers. This position works closely with the Development/Community Engagement, Business Services, and Finance teams.

Specific Duties:

Gift Entry & Financial Reconciliation

·         Accountable for the proper processing and commitment of daily gift batches in accordance with policies and procedures, including checks, credit cards, online, direct deposits, third-party platforms, recurring gifts, matching gifts, employee gifts, and gifts in kind in a timely and accurate fashion, adhering to the Food Bank’s policy of a 24–48-hour turnaround for gift receipt/acknowledgment process, and updating the monthly batch tracking spreadsheet.

·         Assist with assessing the overall gift-processing workflow.

·         Analyze gifts to determine proper coding, including the selection of campaigns, funds, appeals, tributes, etc. for each gift to be set up and processed.

·         Proactively communicate with donors, third-party advisories, or financial organizations to resolve any issues or questions that arise during gift entering.

·         Completion of the Direct Mail import process as directed by vendor schedule.

·         Work with the Business Service Department and Finance to ensure all gifts and payments are reconciled, including but not limited to mid-month reports, month-end and year-end balancing.

·         Ensuring accurate data entry for financial reporting.


Data Integrity Management

·         Assisting the Development Department with the maintenance and oversight of Raiser’s Edge NXT, third-party platforms, and fundraising tools; attending regular training on Raiser’s Edge for best practices and software updates.

·         Ensure data accuracy by updating constituent records, compiling biographical information, monitoring, cleaning, and merging duplicate records.

·         Review and edit gift batches daily for accuracy.

·         Running data quality control and audit queries.

·         Update donor addresses and mailing preferences.

·         Perform annual, quarterly, and monthly data clean-up as scheduled in department work plans, and as requested.

·         Review of constituent records with a goal of having as complete and accurate data as possible.

·         Audit records monthly as part of the close of the month and adjust discrepancies.

·         Maintain the confidentiality of donor records.

·         Help to identify opportunities to further streamline database standard operating procedures, and develop and document department processes, protocols, and technology use, especially relating to Raiser’s Edge.

·         Solve complex situations with a willingness to ask questions and dig deeper to find a resolution.

Office Support

·         Work with the Development & Community Engagement team to understand workflows and standard operating procedures.

·         Generating monthly, quarterly, and annual fundraising reports.

·         Acts as a backup with the completion of stewardship efforts and acknowledgment letters.

·         Processing event RSVPS; preparing pledge and donation reports for event campaigns; and supporting post-event processing, data entry, and reporting.

·         Assist with events and stewardship activities.

·         Maintain filing in an organized fashion.

·         Responsible for answering donor phone calls and directing them to the appropriate resource to answer their questions.

·         Assist in training and best practice use with all FBST staff that regularly use Raiser’s Edge.


·         Other duties as assigned.



STANDARD WORK SCHEDULE: Monday – Thursday, 8am – 4pm, and Friday, 8am – 1pm

WORK TYPE: On-site



·         Associate degree plus 3 years’ experience or equivalent combination of education and experience in data entry is preferred.

·         Prior experience in a Fundraising environment supporting capital campaigns/major gifts a plus.

·         Prior experience in food banking and/or the nonprofit industry is preferred but not required.

·         Proficiency in using Microsoft Word, Excel, Outlook, Teams, Virtual Meetings and other learning platforms is strongly preferred.

·         Knowledge of basic accounting practices and Raiser’s Edge is a plus.

·         Excellent written, verbal, and interpersonal communication skills.

·         Strong organizing, time-management, and planning skills with the ability to multi-task and prioritize duties.


The Food Bank of the Southern Tier is committed to creating a diverse, equitable, and inclusive environment and is proud to be an equal-opportunity employer. Individuals who bring that perspective and support diversity, equity, and inclusion in all forms are strongly encouraged to apply. 


What we offer:

Food Bank of the Southern Tier offers a well-rounded and comprehensive benefits program to our full-time workforce members who work 30 or more hours per week.


·         Full-time, non-exempt position, working 35 hours per week. We believe in work-life balance!

·         Paid Time Off, 10 days to start, 15 days after 1st Anniversary.

·         Holidays 12-14 paid holidays and a flexible, family-friendly schedule.

·         Medical, Dental, & Vision Insurance

·         Life Insurance

·         Short- & Long-Term Disability

·         Critical Illness Insurance

·         Supplemental Insurance

·         Flexible Spending Account

·         Health Savings Account

·         Legal & Identity Plans

·         Employee Assistance Program

·         6% Pension

·         Employee 403(b)

·         My Better Benefits – provides discounts and savings on thousands of products and services.


Our hiring process and timeline:

·         Applications will be reviewed regularly until the position is filled.

·         Phone screenings will be conducted with qualified candidates.

·         In-person or Zoom one-hour interviews will be conducted with candidates who advance after the phone screening.

·         In-person interviews are typically with 2-5 Interviewers

·         Upon acceptance and completion of background check, the start date is approximately 2 weeks.