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Job Description: Treasurer
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POSITION DESCRIPTION: TREASURER

The Treasurer is the financial officer of the Association.  The primary responsibilities include conducting day-to-day financial transactions and maintaining a financial record of those activities.  The Treasurer is also responsible for the maintaining and reporting on the membership.  The Association’s accounting year is April 1 to March 31.

The Treasurer shall be the chief financial officer of the Association.

  • Open bank accounts in federally insured institutions or effects addition of signature to existing accounts
  • Open a credit processing account with credit service vendor or effects change of address on existing accounts
  • Maintain records from credit processing vendor
  • Deposit cash and checks in a timely manner (i.e., no less frequently than weekly) and maintain documentation of said deposits
  • Process manual credit card payments in a timely manner (i.e., no less frequently than weekly)
  • Issue checks for payment of SMA expenses and maintains documentation in support of such expenditures
  • Balance bank statements monthly; maintains copies for accountant
  • Prepare invoices for sale of proceedings, sponsorships, and membership enrollment/conference registration
  • Collect accounts receivable, including but not limited to sale of proceedings and membership enrollment/conference registration, and bad (denied) credit card transactions
  • Send members receipts for membership dues and/or conference registration as requested
  • Maintain cash disbursement and cash receipt journals
  • Select an accountant for the preparation of federal tax filings
  • Provide current accounting year’s financial report (change in cash position), cash receipt journal, cash disbursement journal, copies of monthly bank account statements, and officers’ information (name, title, and address) to accountant by May 1st; filing deadline is August 1st.
  • Provide subsequent materials requested by the accountant in a timely manner
  • Review, sign, and mail federal tax returns; maintains copy for internal records
  • Respond to inquiries from taxing agencies (i.e., Internal Revenue Service)
  • Prepare Treasurer Report (i.e., change in cash position) for the current and immediate past fiscal year as requested by the President
  • Prepare financial information as requested by the President

Conference

Pre-Conference

  • Prepare registration form to be loaded onto website; forwards to Director of Electronic Communications
  • Monitor on-line registration; notify members of "incomplete” transactions 
  • Request Director of Electronic Communications to clear "incomplete” transaction
  • Prepare name badges for exhibitors and conference guests
  • Transport to the conference all conference packets and other materials (e.g., supplies, signs, etc.) that might be necessary to process on-site registration and operate the registration desk
  • Purchase promotional materials and other items for doctoral consortium fellows as requested by the Doctoral Consortium Chair

Conference

  • Process all on-site conference registration
  • Retain and safe-keep (e.g., place in hotel safe) cash/credit card authorizations from on-site registrations
  • Make on-site disbursements as needed
  • Make available cash to operate the registration desk
  • Solicit and obtain officers’ help to man the registration desk during hours of operation
  • Attend all conference events when not attending the registration desk

Post-Conference

  • Deposit on-site cash payments and process on-site credit card payments
  • Prepare final membership list
  • Forward membership list (including name, address, university, and e-mail address) to M. E. Sharpe, Inc. and issue check for members’ journal subscriptions when invoiced
  • The Treasurer shall be the custodian of membership.
    • Maintain membership list
    • Update online system with manual membership enrollments/renewals
    • Update the membership list throughout the year
    • Prepare membership reports for the annual Executive Committee meeting
    • Execute membership promotional activities as directed by the Program Chair

Term of Service

  • Candidates are nominated by the Nominating Committee and elected by the membership,
  • The Treasurer serves a 2-year term, transitioning in odd years, and
  • The Treasurer is a voting member of the Executive Committee

 

Last Updated 03/26/15

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