Treasurer

Roles and Responsibilities

Painting

Financial Oversight

  • Work with the Board of Directors to invest excess funds wisely.

  • Oversee the development and observation of the organization's financial policies.

  • Be knowledgeable about who has access to DCP’s funds, and any outstanding bills or debts owed, as well as developing systems for keeping cash flow manageable and transparent.

  • Maintain a neat, detailed and accurate record of deposits and reimbursements.

  • Work with the Board to develop the annual budget​ and present to the Board for approval and submission to members for ratification. 

  • Lead discussion of the budget at meetings - sharing past activity, current state, and future prospects

    • Share the monthly income statement and balance sheet with the Board and General Membership before​ meetings

    • Compare the actual revenues and expenses incurred against the budget

    • Keep the Board regularly informed of key financial events, trends, concerns, and assessment of fiscal health in addition to completing required financial reporting forms in a timely fashion and making these forms available to the Board

  • Calculate tuition reimbursements and prorated amounts for late-starts; communicate amounts to Administrator and bookkeeper.

Purchase Orders

  • Promptly order and deliver approved purchases

  • Work with Treasurer to keep a record of all approved Purchase Forms and receipts

  • Using cost saving techniques, purchase board approved items for the school

  • Responsibly spend approved funds

Art Class
Kid Drawing With Colored Pencil
Art Supply

Coordinate Contract Services with bookkeeper, payroll staff, and tax accountant

  • Utilize the school’s bookkeeper, accountant, and payroll staff member as resources in financial decisions

  • Work with bookkeeper to maintain financial records of DCP

  • Monitor that bookkeeper pays DCP’s obligations in a timely manner (BWC, snow removal, CPR, taxes, approved expenditure reimbursements, etc.)

  • Email bookkeeper of Board meeting dates for the year. Bookkeeper will email budget reports 1 week prior to meetings

  • Contact bookkeeper to get tuition invoices sent to DCP 1-2 weeks prior to due dates. Communicate with Office Manager in placing them in student folders and emailing a reminder to parents

  • Be knowledgeable of staff payroll procedures/policies, maintain online access to payroll processing account

Painting Brush

Handling Money

  • Check lock box and your mailbox every day that your child attends. Office Manager will check the lockbox, process all payments in the receipt book, record on the family registration form, and notify you of deposits

  • Record on a Payment Log and deposit all income checks to the General Funds account. This includes Tuition, Fundraising, Membership Fees and Donations, unless Board decides deposit should go in a different account. Kroger Rewards funds are deposited to SCRIP Account. Copy the Payment Log, attach the bank receipt, and submit it to the bookkeeper for filing

  • Assist and coordinate with Office Manager in communicating with any family late with tuition payments

  • Order checks when needed

  • Document any checks written by Treasurer and notify bookkeeper

  • Maintain petty cash box. Write a check for Petty Cash when it goes below $25 to bring it back to determined amount by the board. Not to exceed budgeted amount. Place money in cash box and document on petty cash form and disbursements form for bookkeeper

  • Collect all tuition payments, which are due on August 1st, November 1st and February 1st. Follow procedures for recording payments to accounts and depositing funds. Monitor family accounts to make sure members are not behind on tuition payments

Colored Pencils in Pencil Holder