Treasurer

Roles and Responsibilities

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.

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

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

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