Finance Specialist

Job Title:                     Finance Specialist

Reports To:                  Program Manager, Finance

 

Position Summary:

 

Responsible for providing financial support and education to assigned chapter officers and advisors as well as CCAs and CCMs as needed. Provides expertise in the Billhighway financial platform, creating and managing the chapter budget, and ensuring efficient financial operations of collegiate chapters.

 

Key Job Elements:

  • Serve as resource to Collegiate Executive Councils when there is a Finance Advisor or Chapter Advisor vacancy
  • Train CCAs on how to interpret chapter financial data for their assigned chapters
  • Participate in occasional calls with the International Director of Finance or Program Manager, Collegiate Finance to discuss trends and updates regarding Billhighway

Billhighway:

  • Become a trained "expert" in the Billhighway online financial platform including how to input member fees and chapter budgets and how to interpret financial reports
  • Mentor new Chapter Advisors, Chapter Operations Advisors, and Finance Advisors in the use of the Billhighway platform
  • Train and educate collegiate officers in the use of the Billhighway platform
  • Provide finance and Billhighway training at Leadership Conferences as requested
  • Answer questions that may arise from collegiate officers or advisors about Billhighway
  • Help ensure chapters have input their upcoming fiscal year budgets into Billhighway by May 1st of each year.
  • Remind chapters to check their budget variance report in Billhighway on a monthly basis to see where they may have overspent.
  • Support Chapter Property Committees (CPCs) utilizing the Billhighway platform
  • Ensure chapters are properly managing Pre-Paid cards

Beginning of Year Tasks:

  • Review chapter billing in Billhighway to ensure timeliness, accuracy and correctness
  • Remind chapters to pay International fees on time and in full
  • Review New Member Dues Summaries and Billing Letters

End-of-Year Tasks:

  • Review and help chapters prepare their annual budget if needed
  • Ensure chapter has identified a tax preparation firm and has submitted their financials for 990 reporting by the deadline
  • Ensure un-housed chapters move their chapter bond monies from the "housing fees" account to the "chapter bond" savings account at the end of the fiscal year.
  • Ensure all chapters move the amount of money earmarked for "savings" to their Billhighway "savings" account at the end of the fiscal year
  •  Help chapters determine what percentage of their end of the year excess funds should be transferred to their House Corporation Board / Chapter Property Committee
  • Ensure chapter submits all of their philanthropy proceeds to the Alpha Phi Foundation by the end of the fiscal year
  • Review Dues Summaries and Billing Letters for the next fiscal year for returning members

On-Going Tasks:

  • Encourage and educate assigned chapters on how to terminate members who are 45 days past due
  • Educate officers on how to send delinquent members to a collection agency through Officer Portal
  • Help chapters prepare a financial awareness program
  • Encourage chapters to re-allocate funds when they go over budget
  • Share successful, proactive incentive programs to help reduce credit card fees

Position Specifications:

 

Experience

 

Any of the following are valued:

  • Collegiate Finance experience
  • Chapter Adviser, Chapter Operations Adviser, or Finance Adviser experience
  • HCB Treasurer experience
  •  Educational Leadership Consultant experience
  •  Professional experience related to finance and accounting

 

Knowledge

  • Alpha Phi Policies and Procedures, including resignation and termination process
  • Financial Reporting Requirements
  • Alpha Phi Resources, including Officer Portal

  • Experienced in areas of budgeting, collections, contracts, finance and forecasting procedures

 

Other Skills/Abilities

  • Excellent verbal and written communication skills
  • Conflict resolution/ mediation skills
  • PC skills and comfort level with Word and e-mail
  • Flexible, proactive and self-directed but also able to work well on a team
  • Ability to identify trends in collegiate finance

 

 Expectations

  • Estimated time commitment of 10 to 20 hours per month
  • Must be a member in good standing as defined by the Fraternity's Constitution and Bylaws