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Treasurer Job Description 14 August 2010
The following job description for an Arts and Crafts Fair Treasurer* provides an accurate overview of responsibilities and obligations that a prospective Treasurer (often a volunteer) could expect. As you can see, this provides a checklist suitable for practical implementation as well as performance assessment.
* Please note that this is for illustration purposes only. The items included herein are for a 501(c)3 organization in one particular state in the U.S., and therefore may not be applicable in another context or jurisdiction.
GOALS · Ensure all financial recording and reporting completed as per by-laws and state and federal regulations · Ensure accurate and responsible budgets are prepared and followed · Ensure complete and accurate score tabulation procedures in place at Jurying · Ensure cash flow and accounting procedures in place at Jurying and Fairtime
RESPONSIBILITIES · Outline Objectives · Define scope and targets for each area · Assign personnel responsible for each item · Define schedule deadlines for each item · Define resources needed for each item
ACCOUNTING · Assist Fair Manager and Fair President in the preparation of the annual operating budget · Prepare annual financial statement · Prepare accounting to State Fairgrounds for attendance percentage figures · Prepare Form 990 Tax Return · Sign checks · Reconcile bank statements · Post general ledger · Post payroll records · Pay payroll taxes; 940, 941, CRS-1, Human Services · Prepare Actual to Budget reports as requested · Prepare Treasurer’s Report for monthly Board of Directors meeting · CRS-1 Reporting q Monthly Payroll q Quarterly 941 q Quarterly Human Services q 6 month CRS-1 q Annual 940 q Annual W-2’s q Annual W-3’s q Annual State reconciliation
JURYING Cash Management · Cash boxes q 6 for Entry fees q Petty Cash q T-shirt Sales q Poster Sales · Arrange for cash bank for start-up · Arrange for collection and deposit of cash and checks · Prepare accounting report for Entry Fees, T-shirt and Poster Sales
Score Tabulation · Arrange for tabulation equipment: computers and printers · Arrange for staffing for computer data entry · Coordinate computer data entry and scoring of entries by Jury and by Category · Sort entries in accordance with requirements from Standards Director
FAIRTIME Equipment · Cash boxes: q 5 to 6 Gate Windows q Drawing Booth q Sales Booth q Fine Arts Gallery (Poster sales) q Coffee Wagon q Petty Cash · Computers and printers · Adding Machines · Cash Drawers · Cash straps and coin rolls · Paper, pens, pencils · Tables, Chairs (Operations Director) · Golf Cart (Operations Director)
Services · Obtain locking bank bags · Coordinate ordering and delivery of Certified Tickets q By Day q Paid q Under 12 · Arrange for armored car service · Coordinate Security (Operations Director)
Duties · Set up and take down Treasurer’s Office · Staff at least three persons per shift · Have drawers counted and ready by opening (tickets and cash) · Sort, bundle, roll cash and coin · Prepare deposit slips for armored car pick-up · Computer scoring for Merit Awards · Issue payments: q Musicians q Merit and Purchase Awards q Booth Awards · Accounting: q Attendance: tickets by window, by shift, receipts by shift, etc. q Sales: Posters, T-shirts, Drawing Booth, etc. · Be available throughout Fair hours; 1 hour prior – 1 hour past closing · Be available for ticket shortages and cash pick-up
ESTIMATED TIME REQUIREMENTS
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