Job Description: Treasurer

The Treasurer is responsible for planning and managing the Chapter’s financial records by working with the

  • chapter bank accounts
  • tax exempt status
  • budgets
  • income and expense reports

Note:
STC is recognized by both the State of Texas and the U.S. Internal Revenue Service as a tax-exempt, nonprofit organization.

Specific Responsibilities

  • Manage the chapter’s checking and savings accounts, as well as scholarship and certificates of deposit accounts, as applicable.
  • Balance bank statements for all chapter electronic accounts every month.
  • Make a reconciliation report for the chapter’s banking records.
  • Keep the signature cards for the checking account up-to-date.
    Note: One other officer must cosign all checks with the Treasurer.
  • Ensure that chapter checking and savings accounts are maintained at the minimum banking cost while earning the optimum interest.
  • Keep the chapter address up-to-date on the Texas Sales Tax Exemption Certificate.
  • Give copies of the Texas Sales Tax Exemption Certificate to all Admin Council members and committee managers.
  • Train all Admin Council members and committee managers about how to use tax exempt numbers and the tax-exempt certificate when purchasing supplies.
  • Maintain a list of expense and income categories that can be used by all committees for preparing budgets and submitting income and expenses for deposit and payment.
  • Form an overall chapter budget and submit it to the STC treasurer for approval in October or by the submission deadline.
  • Train all Admin Council members and committee managers about how to complete a Request for Payment/Deposit form, including the following requirements
    • receipt or invoice for all expenses
    • expense categories correctly filled out
    • signature of president or director
    • signature of President as necessary
  • Pay deposits for events as requested.
  • Make and mail payments on a timely basis.
  • Record requests for payments and deposits and assign an income/expense category in the chapter’s electronic accounting system.
  • At chapter events where money is collected, collect or pick up the money collected by the registrar and deposit it.
  • At the end of the program year, provide a detailed actual end-of-year transaction report for all committees and officers.
  • Provide a financial report for all admin council meetings.
  • Provide detailed income and expense transaction reports on request.
  • Give each incoming committee manager a copy of the previous year’s budgeted and actual expenses and income at the Leadership Transition meeting.
  • Complete and mail to the STC treasurer the Chapter Financial Report Form by its due date.
  • Work with Admin Council members and committee managers to develop a budget for the year. Advise them as to necessary budget cuts and recommended spending amounts.
  • File the chapter’s taxes by the due date.

General Responsibilities

  • Acknowledge team for its work.
  • Coach team on resolving issues.
  • Give the volunteer manager information about your committees’ volunteers for recognition, Society awards and nominations, and for future chapter officer candidates. If you can, assist in the write-up of recognition articles and award/nomination forms.
  • Provide monthly activity updates to the Admin Council if applicable.
  • Serve team by eliminating barriers to productivity.

Resources Needed

  • Ability to spend time on chapter work throughout the year, sometimes during business hours, including depositing money in the bank
  • Committee managers and members
  • Computer system to store chapter data
  • A computer with Internet access

Meeting Availability

  • As many regular program meetings as possible
  • Admin Council meetings
  • Leadership Transition meeting, especially if transitioning out of position