Records Specialist

Dept Number/Name: 0-0603-000 / University Advancement
College Division: Univ Advnc-Univ Advancement
Salary Plan: Staff
Job Code/Title: 3213 / Records Specialist
Hiring Salary/Salary Range: $40,000 – $50,000
Position Number: 00019293

POSITION SUMMARY:
This position, as a member of the Central Records staff in the Division of University Advancement, is responsible for biographic data maintenance of all records in Ellucian CRM Advance as well as independently reviewing, researching, and recording all gifts and pledges donated to the USF Foundation using specialized duties that include clerical, accounting, and donor relations skills. This position requires in depth knowledge of USF policies of the rules for gift acceptance and requisite knowledge of the Ellucian CRM Advance System. The position requires attention to detail and high degree of accuracy as well as adherence to the business processes that govern the entry of gift data. Sound judgment and discretion is required in all facets of this position’s daily activities as related to donor confidentiality and record accuracy. Central Records staff cross-train on all Central Records Department functions.
RESPONSIBILITIES:
Reviews, approves, and processes gifts, pledges, and pledge payments for current and future commitments to the USF Foundation. Autonomously researches and verifies data completeness for all gift, pledge and pledge functions.  Reconciles and balances deposits for completeness and accuracy.  Maintains accurate receipt and batch journals.  Investigates discrepancies and incomplete items. Follows CASE guidelines and IRS tax-deductibility rules. Reviews past due pledges and writes off outstanding pledges writes off outstanding pledge balances. Must maintain strict confidentiality.
Completes projects and updates related to biographic data maintenance and gift and pledge processing as assigned by Director of Central Records. Creates reference documentation of how to handle tasks in a timely manner (right after each task is learned).
Manages the following tasks: pick up and delivery of deposits from and to the Foundation Business Office; verify and prepare daily receipts to be mailed; research and update addresses for returned mail; and handling, scanning, logging, filing and storing of deposits.
Cross-trains on other tasks related to biographic data maintenance and gift and pledge processing in order to learn and handle when teammates are out-of-office.
Performs other duties as assigned.
 

POSITION QUALIFICATIONS:
MINIMUM: This position requires a High School diploma or equivalent with three years of work experience in positions with fiscal  support duties. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year basis.
PREFERRED: Associates Degree and four years fiscal support related experience; or, six years directly related administrative experience.

Requires: Criminal History Background Check – Level 1

Information for Applicants 

This position is subject to a Level 1 criminal background check.

Job Opening Number: 35964

Posting Date:  01/08/2024

Posting End Date: 01/22/2024

How to Claim Veteran’s Preference: 

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295.

Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination. 

Supporting documentation, in addition to the DD214, may be required based on eligibility criteria.  If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.

For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.

How To Apply 

Click on the Apply Now button.  When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.  YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

Click here for additional tutorial information.

To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email [email protected] .

Equal Employment Opportunity 

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University’s Title IX Coordinator.

USF’s Equal Opportunity Affirmative Action Statement .

Federal Rights: Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .

Work Location: Campus map and location overview: USF – Tampa Campus

About USF 

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report’s national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state’s 12 public universities. USF is a member of the American Athletic Conference.

Working at USF 

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region.  At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees.  We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .

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