Donation Processing & Reconciliation Analyst

Summary:

Overview

The Donation Processing & Reconciliation Analyst ensures accuracy, integrity, and timely processing of donor contributions. The Analyst will manage payment exceptions, reconcile donation transactions, maintain high-quality donor account data, and support donor stewardship activities that strengthen the donor experience. Additionally, the analyst will develop and generate reports, interpret data, identify trends, support controls, make decisions on processes, and implement improvements. Through accurate financial processing, data management, and continuous process improvement, this position ensures the reliability of the ASPCA's donor systems and directly support the organization's ability to advance its lifesaving mission and maximize its impact.

Who We Are

The American Society for the Prevention of Cruelty to Animals (ASPCA) has been at the forefront of animal rescue and protection since our founding as the first animal welfare organization if North America since 1866.

The ASPCA Donor Processing and Reconciliation team supports ASPCA fundraising efforts through direct data management, keying and caging support, quality assurance, and vendor collaboration. The team contributes directly to the ASPCA’s fundraising goals and collaborates directly with ASPCA Development and Member Support teams.

What You’ll Do

• The Donation Processing & Reconciliation Analyst reports to the Director, Accounting and Operations and has no direct reports.
• The Donation Processing & Reconciliation Analyst will provide a critical function for managing donations and donor accounts

Where and When You’ll Work

• Local to Champaign, IL in office.

What You’ll Get

Compensation

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future.

• The target hiring range for this role is $63,500 – $67,500 annually

Benefits

At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:

• Affordable health coverage, including medical, employer-paid dental, and optional vision coverage.
• Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions — we match dollar for dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field, and so much more.

Responsibilities:

Analyst Responsibilities

• Translate operational data into actionable recommendations that improve donor experience, optimize processing efficiency, strengthen stewardship, and increase financial data integrity.
• Develop and maintain operational reporting dashboards that track exception volume, processing accuracy, SLA performance, aging, vendor and team performance, donor-impact trends, and reconciliation outcomes.
• Analyze donation processing data and trends to identify risks, patterns, system issues, and opportunities for process improvement across lockbox, payment, portal, and donor database workflows.
• Serve as a subject matter expert for complex donation and reconciliation issues, providing guidance to team members and escalating systemic concerns with recommended solutions.
• Perform quality assurance reviews of complex or high-risk transactions to identify errors, training needs, documentation gaps, and process-control weaknesses.
• Develop and refine exception processing workflows to improve efficiency and enhance overall reconciliation and performance.
• Proactively identify exceptions trends and patterns to improve processes and collaboration across internal and external teams.
• Generate, analyze, and report on exception volumes, backlog, resolution metrics, and trends, implementing modifications to improve performance and operational effectiveness.
• Prepare recurring analysis and insights for leadership, including monthly or quarterly summaries of key performance indicators, operational risks, productivity trends, and recommended actions.
• Perform testing, implementation, and documentation of system enhancements, workflow changes, automation opportunities, and reporting improvements related to donor processing and reconciliation.
• Operate lockbox processing platforms, imaging systems, workflow tools, and data analysis software (e.g., Excel, dashboards) to manage workloads, monitor performance, and ensure continuous process improvement.
• Create and maintain standard operating procedures, job aids, and analytical documentation to support consistent processing, decision-making, training, and audit compliance.
• Perform other duties and responsibilities as assigned in support of ASPCA operations.

Processing and Reconciliation Responsibilities

• Analyze exception queues daily and prioritize high-risk or time-sensitive items to ensure timely resolution.
• Research, validate, and resolve payment exceptions by matching donations to the appropriate donor accounts using supporting documentation, audit trails, system tools, and established procedures.
• Demonstrate comprehensive understanding of ASPCA donation processes and connections and donation methods including matching gifts, Donor Advised Funds (DAFs), Individual Retirement Accounts (IRAs).
• Utilize spreadsheets, databases, online portals, and internal systems to accurately code and process donations, including matching gifts, DAFs, IRAs, and other payment types, within established service level agreements (SLAs) and other gifts in alignment with documented procedures.
• Provide exceptional support to ASPCA colleagues, vendors, and donors by researching, resolving, and communicating donation-related inquiries and issues involving matching gifts, Donor Advised Funds (DAFs), Individual Retirement Accounts (IRAs), and other complex payment methods in a timely and professional manner.
• Collaborate within and across teams to effectively and efficiently resolve unassigned payments.
• Provide support by researching, responding to, and resolving declined or failed donation transactions. documented procedures
• Perform exception resolution activities within established Service Level Agreements (SLAs) to minimize processing delays and donor and organizational impact.
• Complete matching gift paperwork and return via email, ensuring completeness, compliance, and timely follow up.
• Investigate payment discrepancies by reconciling checks, invoices, and remittance information, and system records to ensure accurate posting and identify root causes.
• Validate data accuracy and completeness in lockbox systems before final posting or release, ensuring adherence to internal controls and audit standards.
• Maintain detailed records of all exception handling actions for audit and compliance purposes, including proper documentation of decisions and escalations.

Qualifications

• Proficiency in using multiple technologies to perform daily tasks, with demonstrated skills or ability to learn; programs include SalesForce, internet-based portals, and Microsoft tools, including Excel and Outlook.
• Ability to learn new programs and manage multiple responsibilities as needed.
• Commitment to maintaining confidentiality and handling sensitive financial information securely.
• Strong organizational and time management skills with the ability to meet deadlines and SLAs.
• Effective written and verbal communication skills for interacting with internal teams and clients.
• Demonstrated reliability through consistent attendance, punctuality, and the ability to meet deadlines in a high-volume, time-sensitive processing environment.
• Ability to work independently, with basic instructions, looping in management as needed.
• Demonstrated ability to thrive in environments with consistent change.
• Ability to decipher handwriting.
• Exemplify ASPCA’s core values, behavioral competencies, and commitment to diversity, equity, and inclusion.

Language

• English

Education and Work Experience

• Associate’s or Bachelor’s degree (or equivalent experience) in finance, accounting, business, or related field preferred
• 2-5 years of experience in lockbox operations, cash application, payment processing, or banking operations, preferred

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