Employment Opportunities

DIRECTOR OF FINANCE AND MEMBERSHIP SERVICES

NEA-New Hampshire

JOB DESCRIPTION

General Description of Job Functions and Purpose

The Director of Finance and Membership Services is a management employee directly responsible to the Executive Director.  It safeguards the Association’s assets through the established accounting and administrative controls in compliance with regulations and policies of the various governmental agencies and governing bodies of the organization. Further, the position provides timely reporting of the Association’s internal affairs and financial matters to governmental agencies, governing bodies and Executive Director.  The Director of Finance and Membership Services shall act as the chief management position for the NEA –NH in the absence of the Executive Director.

Specific Duties and Responsibilities

FINANCE

Accounting Functions

1. Oversees, reviews and maintains all aspects of the accounting function on an accrual method of accounting, including accounts payable, accounts receivable, cash receipts, cash disbursements, payroll, payroll tax reporting, bank deposits and bank statements, fixed assets and depreciation.
2. Evaluates, recommends and implements necessary changes to make the accounting systems more effective, including but not limited to technical advances in both hardware and software applications.
3. Supervises the recording and depositing of all income received on a weekly basis including the reconciling of membership accounts and dues receivable on a monthly basis.
4. Reconciles all bank accounts on a monthly basis.
5. Ensures validity of all financial data compiled and reported.
6. Oversees the processing of accounts payable and receivable on a weekly basis.  Review all invoices for correct authorization and compare the details of invoices to purchase orders or other supporting documentation.
7. Assists local association treasurers with reading their bills, understanding billing reports, billing questions, payment issues, login and password resets.
8. Administers Local dues collected quarterly and remits the Local Dues back to the local’s bank account via ACH.
9. Assists in basic bookkeeping procedures and training related to the duties and responsibilities of a local treasurer.
10. Annually develops and implements a local treasurer training program.
11. Guides local association leaders with their IRS compliance by providing guidance on obtaining EIN, filing their annual 990, and assisting them with filing of a 1024, when needed, to redeem their tax-exempt status.
12. Prepares the Dues Receivable report for the NEA-NH Executive Board and for each Uniserv Director showing the locals that are delinquent with the dues payments.
13. Communicates with locals that are delinquent in their dues payments then guides them to the reconciliation process for their membership and other issues that may be affecting their ability to pay their bill.
14. Maintains a thorough knowledge of accounting software and spreadsheet applications utilized by the Association.
15. Acts as the Association’s liaison with the external auditor for issues surrounding the conducting of the annual audit in conjunction with the Executive Director.
16. Monitors the completion of all audit requests, year-end accruals, reconciliations, through to the final Trial Balance then sends all information to the auditors.
17. Works collaboratively with the Executive Director on drafting and maintaining accounting policies and procedures including internal control procedures, expense reimbursement policies, vehicle use policies, investment and equipment capitalization policies as approved by the NEA-NH Executive Board.
18. Acts as the chief accounting agent for New Hampshire Educators Political Action Committee.
19. Approves expense reports for management and professional staff.
20. Collaborates with the Executive Director on the fringe benefit package which could include projecting costs, providing a cost analysis, and seeking programs at the least expense for the Association.
21. Administrator for all fringe benefit plans including the Associations retirement plan, Health, Dental, Life, Disability Insurance, Third Party Administrators (TPA’s) and the Associations 401(k) plans.
22. Conducts the Non-Discrimination Testing (NDT) for the Associations 401k plan and filing of the 5500 returns.  Approves the 401k rollovers, withdrawals and loans.

Payroll Functions

1. Maintains all payroll records in accordance with appropriate state and federal regulations.
2. Possesses knowledge of pertinent state and federal regulations relating to payroll processing.
3. Acts as the backup to Financial Assistant to process the payroll on-time and accurately and ensure the timely forwarding of payroll information for each payroll period, including reviewing all payroll reports and tax filings for accuracy and completeness.
4. Maintains confidential expense records, and retirement instruments.
5. Acts as custodian of the financial records including archive records.

Investment and Finance Management

1. Reviews operating and investment accounts. Analyzes the cash flow needs of the Association and make recommendations on the timing of purchases to minimize borrowing.
2. Develops and maintains a strong working relationship with financial institutions including the creation of a line of credit and loan arrangements as needed.
3. Provides quarterly finance statements to review with the Finance Committee. to review the quarterly results.
4. Develops the initial budget for the Budget Committee to review. Acts as the chief point person in the background development of the Association annual budget.  Meets with the Budget Committee during the budget development process.  Provides projected income and expense projections based on historical data.  Provides proposed working drafts of budget during its development stages.
5. Provides the Executive Director and the President with an overview analysis of the budget needs.
6. Has knowledge of federal and state personnel laws as required for financial management of the association

Labor Relations

1. Participates in Union/Management negotiations meetings.
2. Provides the Executive Director and the NEA-New Hampshire Management Bargaining Team with employee salary and benefit reports and projections as needed for negotiations.
3. Provides analysis of cost reductions in benefit package design.
4. Costs out projected cost of respective bargaining proposals and final settlement.
5. Solicits competitive bids for the Association insurance and provides a detailed analysis of the bids.
6. Provides salary/benefit costs analysis for bargaining unit.
7. Assists in the development of negotiation proposals having financial impact on the Association.
8. Participates in the bargaining process representing the Association’s financial position.

OFFICE ADMINISTRATION

1. Responsible for the analysis of purchasing, leasing and maintenance of all NEA NH property and equipment.
2. Manages the relevant membership program which includes but is not limited to the timely collection of dues and dues accounting.
3. Manages those elements that fall under the Director of Financial/Membership Services authority pursuant to the Master Agreement.
4. Supervises the Financial Assistant and conducts annual evaluation.
5. Maintains a state file of lobbying reports.
6. Such other duties which might be deemed necessary by the Executive Director to provide services to the members and the Association.

Facility Maintenance

1. Secures and monitors all maintenance contracts for the Concord headquarters’ building including but not limited to: HVAC, cleaners, insect control, elevator, fire extinguishers, landscaping, plow and salting of the parking lots.
2. Coordinates annual elevator and fire system inspections.
3. Facilitates emergency building issues such as lighting, plumbing, leaks, smells and contacts an appropriate vendor for repairs as needed.
4. Coordinates with vendors on tree trimming, seal coating, crack repair, striping and spring sweeping for both parking lots as needed.

Membership

1. Creates New Local structure in the Membership System connecting it to the Uniserv, State, School District and Due’s structure.
2. Develops Annual Dues for each category of membership including the prorated dues, if any, and publishes the annual Dues Chart.
3. Performs annual membership Future Year Membership Processing (FYMP).
4. Collaborates with the Membership Specialist on reports to clean up membership duplicates and incorrect types prior to FYMP.
5. Coordinates with NEA Member Management Support staff to run the FYMPSET for Early Enrollment and the FYMPMULT to set up future year.
6. Creates annual set up of the Electronic Funds Transfer (EFT) and Recurring Credit Card (RCC) draw schedules.
7. Processes all refunds and missed payments for EFT and RCC.

8.          Communicates with members who missed payments from EFT and RCC and offers solutions to help them pay their missed payments.

9.          Collaborates with the Membership Specialist on reconciliations of the Retired, Associate, Aspiring Educators and Staff membership categories.

10.        Maintains and updates parameters for JoinNow, RCC and EFT.

11.        Creates Status Sheets email run for the electronic payers.

12.        Coordinates schedule with the Membership Specialist on the reports that should be run for expiring credit cards and other electronic payment information.

13.        Maintains draw schedule selected by locals for their EFT draw schedule.

Other

The Director of Finance and Member Services shall perform such other duties assigned.