Washington State ESD
Donor Management System Specialist
Program Specialist 3
— Full-Time, Permanent The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide. The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal
Public Service Loan Forgiveness
program. This position is a prominent role within the Combined Fund Drive (CFD) program and reports, under general direction, to the CFD Manager. This position is the subject matter expert, providing a wide range of technical knowledge, responsible for managing the CFD Donor Management System (DMS). The position manages the programming and implementation of financial and accounting DMS configurations for agency, donor, and volunteer events during the annual statewide giving campaign. This position analyzes and interprets data for the CFD manager and Marketing Specialist to feed strategy and outreach. Keeps the CFD manager informed of any program issues. This position performs complex analysis of statewide and external payroll systems to identify and implement changes and efficiency improvements within the DMS for payroll deduction and donation management. This position conducts program budget analysis to forecast budgetary needs for the CFD yearly operating budget based on projected administrative fees. This position manages the review cycle for program policies; provides recommendations to the Advisory Council for update and review of statewide policies. This position engages in professional and timely customer service and works with CFD staff to develop & train volunteers on fiscal and audit controls. CFD Donation System Administrator
Tasks Include: Directly manages DMS and applications for employee payroll deduction, donations, payroll systems, and campaign and fundraiser reconciliation. Collaborates to ensure positive working relationship with all payroll stakeholders; acts as a liaison to ensure smooth processes for our multiple secure file transfers. Stakeholders include the Office of Financial Management (OFM), Department of Retirement Services (DRS), State Board of Community and Technical College (SBCTC), and the Six Major Colleges and Universities. Ensures that all funds are reconciled and processed for quarterly disbursement according to program policy. Reconciles the CFD Donor Management system donations from state agencies, higher education institutions and all other donor entities according to each payroll system’s pay schedule. Consults with funding agencies to resolve all payroll system issues Works within CFD policies to reconcile donations associated with closed and/or dropped charities. Maintains fiscal record keeping systems, database and spreadsheets. Maintains strong knowledge of a variety of payroll systems that submit donations. Creates and implements fiscal controls for audit reviews and applicable policy requirements Collaborates with Office of Financial Management (OFM) and Office of the Secretary of State (OSOS) Fiscal Personnel to address issues with returned warrants and statewide vendor information. Works with OSOS Fiscal office to maintain the CFD GL 5194 account within policy parameters. Processes all refunds to donors in the CFD system and provide information to fiscal team for issue. Acts as a liaison with OSOS IT in resolving CFD system issues As the subject matter expert, problem solving complex system issues with appropriate stakeholders to resolve system issues and provide services to donors. Provides direct communication to customers concerning their accounts in the CFD application system when issues arise around donation mishaps. Assessment and Continuous Improvement of CFD DMS Tasks Include: Prepares complex financial reports, including annual report data, for stakeholders, donors and charities. Analyzes, modifies and recommends changes to the donor management system for continuous improvements. Develops and implements review schedule of CFD policies; Identifies policies to be updated and partners with OSOS fiscal division and AGO for feasibility and compliance review. Assigns policy revisions to appropriate Advisory Council sub-committees for update. Monitors internal giving data as well as nationwide giving trends and reports out regularly on trends. Responsible for working with OSOS IT on reporting features for our agencies, volunteers and donors. Provides relevant data and trends to manager to assist in creation program budget and performs complex market & historical analysis to provide budget projections and fiscal needs of the program. Other duties as assigned Tasks Include: Cross trains in the Program & Event Specialist core functions of customer service. This would include actions such as refunds, check processing, and credit card reconciliation. Assists with statewide Campaign Leader and Local Coordinator training. Crafts and presents fiscal information to volunteers. Provides training to volunteers on financial and reconciliation procedures and audit controls Assists at CFD state wide events when needed. Required Qualifications: Three years of experience providing support to staff or a program including, but not limited to, interpreting policy and instructing others on application of policies, representing a program or office to clients, interacting with members of the public, composing correspondence, scheduling appointments and meetings, or coordinating events. Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position Ability to read and write English Language Preferred/Desired Qualifications: Experience working with Information Technology professionals on complex system issues. Experience reconciling large financial files. Experience analyzing complex data, making budget projections and developing business processes and fiscal policies. Experience working with multiple stakeholders to resolve issues. Experience creating and implementing fiscal controls. PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification. At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs. Working Conditions This position works in an office environment that requires sitting for long periods of time. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM. Occasional local and statewide travel to meetings and training. This position works with both internal and external customers by phone, email, and in person; occasionally responds to complaints and interacts with difficult and/or impatient people. How to Apply: To be considered for this position you must attach the following: Letter of interest
describing how your experience and qualifications relate to the duties and qualifications of the position. Current Resume Three Professional references.
Personal references will not be considered.
You must complete the supplemental questions at the end of this application. Incomplete responses such as see resume will not be considered. All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application. The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, gender, marital status, color, creed, national origin, political affiliation, military status, gender identity, sexual orientation, gender identity, or any sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call (360) 819-0934.
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Program Specialist 3
— Full-Time, Permanent The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide. The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal
Public Service Loan Forgiveness
program. This position is a prominent role within the Combined Fund Drive (CFD) program and reports, under general direction, to the CFD Manager. This position is the subject matter expert, providing a wide range of technical knowledge, responsible for managing the CFD Donor Management System (DMS). The position manages the programming and implementation of financial and accounting DMS configurations for agency, donor, and volunteer events during the annual statewide giving campaign. This position analyzes and interprets data for the CFD manager and Marketing Specialist to feed strategy and outreach. Keeps the CFD manager informed of any program issues. This position performs complex analysis of statewide and external payroll systems to identify and implement changes and efficiency improvements within the DMS for payroll deduction and donation management. This position conducts program budget analysis to forecast budgetary needs for the CFD yearly operating budget based on projected administrative fees. This position manages the review cycle for program policies; provides recommendations to the Advisory Council for update and review of statewide policies. This position engages in professional and timely customer service and works with CFD staff to develop & train volunteers on fiscal and audit controls. CFD Donation System Administrator
Tasks Include: Directly manages DMS and applications for employee payroll deduction, donations, payroll systems, and campaign and fundraiser reconciliation. Collaborates to ensure positive working relationship with all payroll stakeholders; acts as a liaison to ensure smooth processes for our multiple secure file transfers. Stakeholders include the Office of Financial Management (OFM), Department of Retirement Services (DRS), State Board of Community and Technical College (SBCTC), and the Six Major Colleges and Universities. Ensures that all funds are reconciled and processed for quarterly disbursement according to program policy. Reconciles the CFD Donor Management system donations from state agencies, higher education institutions and all other donor entities according to each payroll system’s pay schedule. Consults with funding agencies to resolve all payroll system issues Works within CFD policies to reconcile donations associated with closed and/or dropped charities. Maintains fiscal record keeping systems, database and spreadsheets. Maintains strong knowledge of a variety of payroll systems that submit donations. Creates and implements fiscal controls for audit reviews and applicable policy requirements Collaborates with Office of Financial Management (OFM) and Office of the Secretary of State (OSOS) Fiscal Personnel to address issues with returned warrants and statewide vendor information. Works with OSOS Fiscal office to maintain the CFD GL 5194 account within policy parameters. Processes all refunds to donors in the CFD system and provide information to fiscal team for issue. Acts as a liaison with OSOS IT in resolving CFD system issues As the subject matter expert, problem solving complex system issues with appropriate stakeholders to resolve system issues and provide services to donors. Provides direct communication to customers concerning their accounts in the CFD application system when issues arise around donation mishaps. Assessment and Continuous Improvement of CFD DMS Tasks Include: Prepares complex financial reports, including annual report data, for stakeholders, donors and charities. Analyzes, modifies and recommends changes to the donor management system for continuous improvements. Develops and implements review schedule of CFD policies; Identifies policies to be updated and partners with OSOS fiscal division and AGO for feasibility and compliance review. Assigns policy revisions to appropriate Advisory Council sub-committees for update. Monitors internal giving data as well as nationwide giving trends and reports out regularly on trends. Responsible for working with OSOS IT on reporting features for our agencies, volunteers and donors. Provides relevant data and trends to manager to assist in creation program budget and performs complex market & historical analysis to provide budget projections and fiscal needs of the program. Other duties as assigned Tasks Include: Cross trains in the Program & Event Specialist core functions of customer service. This would include actions such as refunds, check processing, and credit card reconciliation. Assists with statewide Campaign Leader and Local Coordinator training. Crafts and presents fiscal information to volunteers. Provides training to volunteers on financial and reconciliation procedures and audit controls Assists at CFD state wide events when needed. Required Qualifications: Three years of experience providing support to staff or a program including, but not limited to, interpreting policy and instructing others on application of policies, representing a program or office to clients, interacting with members of the public, composing correspondence, scheduling appointments and meetings, or coordinating events. Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position Ability to read and write English Language Preferred/Desired Qualifications: Experience working with Information Technology professionals on complex system issues. Experience reconciling large financial files. Experience analyzing complex data, making budget projections and developing business processes and fiscal policies. Experience working with multiple stakeholders to resolve issues. Experience creating and implementing fiscal controls. PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification. At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs. Working Conditions This position works in an office environment that requires sitting for long periods of time. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM. Occasional local and statewide travel to meetings and training. This position works with both internal and external customers by phone, email, and in person; occasionally responds to complaints and interacts with difficult and/or impatient people. How to Apply: To be considered for this position you must attach the following: Letter of interest
describing how your experience and qualifications relate to the duties and qualifications of the position. Current Resume Three Professional references.
Personal references will not be considered.
You must complete the supplemental questions at the end of this application. Incomplete responses such as see resume will not be considered. All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application. The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, gender, marital status, color, creed, national origin, political affiliation, military status, gender identity, sexual orientation, gender identity, or any sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call (360) 819-0934.
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