Job Description for Treasurer
The treasurer is an elected officer and the authorized custodian of all funds of the local PTA. Some responsibilities of the office are specified in the unit bylaws and others are established by district PTA and Georgia State PTA procedures. The treasurer’s duties also include keeping records and preparing reports to comply with local, state and federal laws.
The outgoing treasurer cannot pay bills after the end of their term when the books are closed for audit. Upon assuming office, the incoming treasurer may pay authorized bills and deposit funds in the PTA bank account before the audit is completed.
WHAT TO DO
- Attend training workshops given by the Georgia State PTA and/or district PTA. Council treasurer may be contacted to assist unit PTAs with financial matters.
- Become familiar with ethics of money raising and secure copies of financial resource information: Georgia State PTA Leadership Resource Guide, Finance chapter, and National PTA’s Quick-Reference Guide, Money Matters.
- Obtain hard copy of financial records and materials such as supplies, ledger, checkbook, tax records, and procedure book from predecessor.
- If the previous PTA treasurer utilized a computer program to maintain the financial records, identify how those files have been saved, how the computer files will be transferred, and if a computer program will continue to be used.
- These should include the standardized PTA treasurer’s book (ledger).
- Keep permanent records that track gross income, receipts and disbursements of the association, including the number of members, dues collected and the total per capita dues remitted through channels to the Georgia State PTA. These records should be available for inspection by an authorized representative of either the Georgia State PTA or National PTA.
- Chair the budget committee and prepare the budget for adoption by the association.
- Receive all monies from the financial secretary or from other volunteers counting monies received. Give a receipt. Deposit immediately in the name of the association in a bank approved by the executive board.
- Receive and retain a copy of the deposit slip for any deposit made.
- Pay all bills as authorized by the executive board or the association and on receipt of payment authorization signed by the president and the recording secretary.
- Secure two authorized signatures on all checks. Any two officers (with the exception of the secretary, and officers related by blood, marriage, or living in the same household) may be authorized to sign checks. Refer to Bylaws for Local PTA/PTSA Units Article VI, Section 6, to determine who is authorized within your PTA district, council, or unit.
- Keep an accurate record of receipts and disbursements in a ledger, which is a permanent record of the PTA. (Records Retention Schedule 5.1.5, 201)
- Report expenditures to the membership as they relate to the budget adopted by the association.
- Each month, remit portions of per capita dues through channels. (Dues Transmittal Form)
- Prepare and present a Treasurer’s Report at every association and executive board meeting. The statement of account should also be presented at other times if requested by the association. If your unit has a financial secretary, this task may be delegated. Be responsible for completing and forwarding all necessary report forms required by the Georgia State PTA for insurance and for filing all tax returns and other forms required by government agencies.
- Make an Annual Financial Report to the association, that includes gross receipts and disbursements for the year.
- Maintain continuous and direct communication with the president regarding finances. Advise board members of the status of the treasury and their individual budgets.
- Obtain information on proposed programs from program committee chairman.
- Become aware of deadlines (including postmark dates) for all financial transactions.