Tampa Bay Computer Society Job Description

Position (being referred to - is it elected, appointed, or volunteer?):

Treasurer (elected)

Name of Person (submitting information):

Sherman Bywater

Primary Duties (actual regular duties performed and their frequency):

1. Oversee the receipt and payment of all funds from the activities of the Tampa Bay Computer Society, and keep full and accurate records of these transactions.  This is ongoing.
2. Oversee all cash receipts at each month’s General Meeting and ensure that membership dues are properly logged by the Secretary.  Also ensure that proper procedures are in place for the receipt of membership dues in the mail by the Secretary.  This is done monthly.
3. Keep close track of all bank account balances, and maintain close control of all TBCS checks and funds.  This is ongoing.
4. Be cognizant of all expenses necessary for the operation of TBCS.  This is applied each month.
5. The Treasurer has approval from the Board of Directors to independently pay a list of recurring expenses that were specifically authorized.  All other expenses must be submitted for Board approval each month.  Board members seeking to be reimbursed for expenses incurred must fill out expense reports with invoices and receipts attached. Special expenditures not covered above, of an emergency nature, may be paid by the Treasurer with the written consent of either the President or Vice-President.
6. Prepare complete financial statements, including a Profit and Loss Statement and a Balance Sheet.  This is done monthly, for submission at Board Meetings.  The P & L Statement will include year-to-date figures as well as comparatives to the approved budget.
7. Prepare an Activity Report of all major activities undertaken to fulfill the Treasurer’s duties.  This is done monthly, for submission at Board Meetings.  All other Board Members are expected to prepare similar reports of their activities.  This ensures that all TBCS activities get into the written record and reduces the necessity for lengthy discussions.
8. Financial records must be kept up-to-date each month, and all papers but those from the current month of activity should remain on file in the TBCS office.
9. Computerized accounting records must also be kept up-to-date each month, and a current copy must be maintained on the PC in the TBCS office.  A copy can be kept at the Treasurer’s residence, both to facilitate inquiries and as backup.
10. The Assistant Treasurer should be briefed each month on all matters at hand and properly trained on the procedures of the Treasurer.  The Assistant Treasurer will need to be provided with all current papers in case the Treasurer is unable to attend a Board Meeting or perform other duties.
11. The Treasurer should work with the Vice President of Administration to ensure the accurate preparation of state and federal corporate and tax papers.  This is done annually.
12. Assist the Audit Committee appointed by the President in their audit of the books of TBCS.  This is done at the end of every fiscal year, to report by the March Board of Directors meeting and publish in the next newsletter issue.  Work on the implementation of any recommendations made by the committee.
13. Complete financial statements must be published in the TBCS magazine after the completion of each fiscal year.  Brief summaries can be printed at more frequent intervals.
14. Prepare a budget at the beginning of each year for all expenses, incorporating goals based on the previous year’s activity.  This can be done with the assistance of a budget committee, and is to be submitted for Board approval.  Budget figures should be incorporated into the financial statements and discrepencies noted.

Special Activities (any additional duties or jobs performed and their frequency):

1. Continually review and update your Job Description and Procedures to keep the TBCS Procedures Manual up-to-date and complete.  This is done on an ongoing basis, as required.
2. Any correspondence or other papers related to TBCS business must be filed in the TBCS office after use of these materials is completed.  This includes correspondence with members and vendors, and is done on a continual basis.
3. Observe the highest standards of ethical conduct.  All Board Members are representatives of TBCS and set the example for others.  Avoid any potential conflicts of interest or even the appearance of same.  As an agent of TBCS, you are not acting on your own behalf, but on behalf of TBCS.

Additional Information:

This is currently just a general outline of the duties of the Treasurer, indicating where procedures are applied, but without itemizing the actual details of those procedures.  It is up to the current Treasurer to log the actual procedural steps currently being followed to process financial transactions and update this job description accordingly.