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Accountant for Gift Processing and Constituent Database Management

Position:  Accountant for Gift Processing and Constituent Database Management

Status:  Full-time, non-exempt

Reports To:  Vice President of Finance and Administration

Phillips Theological Seminary is an ecumenical seminary affiliated with the Christian Church (Disciples of Christ), is approved by the University Senate of the United Methodist Church, and is committed to expanding the racial, ethnic, and gender diversity of its faculty, staff, and student community.  The seminary’s mission is to learn and teach how to be:  attentive to God; responsible biblical and theological interpreters; faithful individuals and communities acting with God to transform the world.

Mission of Position:  The Accountant for Gift Processing and Constituent Database Management shall work with the Business and Stewardship offices to keep the seminary compliant with gift documentation laws and standards appropriate for a 501c3 organization. The Accountant shall maintain the integrity of donor information by enacting best practices of data collection and data entry. Functioning as a member of the Business Office, and working closely with the Stewardship Office, the Accountant for Gift Processing and Constituent Database Management supports the overall mission of Phillips Seminary through an array of services, including: handling all gift data entry, maintaining the constituent management database that enables seminary offices to contact the seminary’s constituencies, working in concert with the Business Office in recording of donations and maintaining endowment reports, and providing management reports for Business Office and Stewardship personnel, as well as other senior leaders.  This position also supports the Business Office by handling month-end close activities to support and produce monthly financial statements.

The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.


The Accountant for Gift Processing and Constituent Database Management has the following areas of responsibility:

  • Constituent Resource Management (CRM) database Data Integrity (Raiser’s Edge or other SQL Language software)
    • Create, update, link, and purge records.
    • Perform data table maintenance.
    • Audit data for accuracy.
  • Stewardship and Support for Other Offices
    • Update Stewardship & Endowment reports monthly and as requested.
    • Create queries, exports, reports, and lists as directed.
    • Create and continuously update email lists in online marketing company software (currently Constant Contact).
    • Enact Thank You letter protocol; track letter process through approval to completion.
    • Update existing queries, exports, and Crystal Reports annually.
    • Export data to Stewardship, Seminary relations, or other staff for review when using mail house vendor.
    • Create expenditure reports for corporate and foundation grants.
    • Participate in testing of website donation pages.
  • Financial Duties
    • Input cash, check and credit card gift deposit data into CRM database software.  Supporting documentation is maintained and matched to gift record via media files.
    • Verify and process corporate matching gifts for submission to the matching gifts agency.
    • Review electronic and corresponding physical documentation for all gift deposits (scanned checks, deposit logs). After consulting with Stewardship staff, enter the gift and documentation in the CRM database software.
    • Maintain accurate endowment spreadsheet by fund; provide report to Stewardship, Business Office and Management.
    • Provide reports of payroll deductions, pledge status, and detailed/summary reports of all gifts on a monthly and yearly basis.
    • Provide Business Office lists of all credit, debit, and direct deposit gifts recorded in database each month to aid with reconciliation process.
    • Assist Business Office with gift income reconciliation on an as needed basis.
    • Provide reports to Vice President of Finance and Administration and outside auditors for annual audit as instructed.
    • Provide Association of Theological Schools (ATS) and tax reports to Vice President of Finance and Administration.
    • Provide year-end tax letters to all donors by January 31
    • Update fiscal year summary records.
  • Miscellaneous
    • Maintain procedure manual for Accountant for Gift Processing and Constituent Database Management position.
    • Oversee all data entry in CRM database software and provide training to stewardship staff, upon request.
    • Work with Registrar regarding student records in CRM software.
    • Support other departments’ data requests by running queries and address lists as needed.
    • Assist Financial Aid Officer regarding student records involving scholarships and funds.
    • Execute all other duties as assigned by the Vice President of Finance and Administration.
  • General
    • Maintain confidentiality in matters of seminary operations, personnel and constituencies.
    • Assist other Business Office and Stewardship staff as needed.
    • Attend meetings as needed to be kept abreast of activities affecting the position. 


The successful candidate will possess the following:

  • Associates degree and a minimum of two years of successful experience in database management, SQL language database programs, donor relations, and accounting; or any equivalent combination of education, experience, and training.  Bachelor’s Degree preferred.
  • Working knowledge of accepted fund accounting practices, legal statutes, and policy and procedure affecting financial record keeping.
  • Ability to work accurately with numerical detail consistently and to perform accounting operations legibly (debits, credits).
  • Preference is given for proficient working knowledge of Raiser’s Edge and Constant Contact software.
  • Non-profit and/or higher education experience preferred.
  • Proficient in core computer skills including MS Word, Excel, and Access.
  • Proficient in the use of CRM database software or other SQL Language database programs.
  • Demonstrated ability to work in a complex environment with the skills to establish priorities, set objectives and achieve stated goals and deadlines.
  • Proven ability to communicate at a high level of both oral and written expression with tact, discretion, and diplomacy.
  • Interpersonal skills required to work with diverse constituencies, Seminary leadership, donors, vendors, faculty, staff, and alumni/ae, etc.
  • Must have a high level of enthusiasm, gratitude, and creativity.
  • Strong attention to detail.
  • Able to stand for longer periods of time and lift up to 25 pounds.   


  • Commensurate with demonstrated skills and experience

Application Instructions

Please email a cover letter expressing interest in the position, being as specific as you can, and detailing relevant professional experience, education, and training, along with a resume, including the names and contact information of at least three professional references to gwen.derrick@ptstulsa.edu.


Phillips Theological Seminary offers Christian graduate theological education
in service of intelligent, just, and compassionate religious and civic communities. We welcome
students to a safe space for truth-seeking conversations about the Bible, Jesus, and faithful living.
Courses available on campus and online for certificate, diploma, MDiv, MAMC, MASJ, & MTS
programs, and on campus for the DMin program.

Phillips Theological Seminary

901 N. Mingo Road
Tulsa, OK 74116

p 918-610-8303
f 918-610-8404

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