Payment of Invoices from Various Creditors

Role Description – Treasurer

The Context:

The Indigenous Flora and Fauna Association Inc. (IFFA) has relatively simple financial affairs consisting primarily of:

·  Payment of invoices from various creditors

·  Reconciliation of bank deposits with membership applications/renewals and donations.

·  Occasional donations to related organisations

All transactions pass through one or both of IFFA’s two CBA bank accounts:

·  Business transaction account (Approx. 100 transactions per year)

·  Business online savings account. (Approx. 4 transactions per year)

Both these accounts can be fully managed through the CBA online Commbiz banking.

IFFA’s membership and event management system provides facilities for online payments (via PayPal) and management and reporting of transactions including:

·  Memberships

·  Donations

·  Event registrations

·  Other purchases through IFFA, such as special offers and discount subscriptions

Although IFFA expects an increase on online payments, it is anticipated that a number of transactions will still be paid via cheque, cash or direct deposit, which will need to be reconciled with records in the membership management system.

The Role:

The role of the Treasurer is to be responsible for the financial supervision of the Association to allow the Committee to provide good governance. The Treasurer is responsible to report on the Association ‘s financial status to the Committee monthly or bimonthly and to the Association members at each Annual Meeting.

Desirable Attributes:

·  Good Organisational Skills

·  Has some financial expertise

·  Ability to maintain accurate records

·  Honest/Trustworthy

·  Computer skills

·  Good communication skills

Specific duties include but are not limited to:

·  Provide advice to the Committee in their management of the Association’s finances including review of banking practices from time to time

·  Administer all financial affairs of the Association

·  Lead the annual budget process and ensure an appropriate annual budget is provided to the Committee forapproval

·  Ensure development and Committee review of financial policies and procedures

·  Support any required auditing processes

·  Receive and bank all incoming monies

·  Pay all accounts with committee approval

·  Maintain accurate records of all income and expenditure

·  Ensure that all receipts and payments concur with bank deposits and withdrawals

·  Attend committee meetings at least quarterly

·  Contribute to the committee’s non-financial decisions as the Treasurer sees fit

·  Minimum of bimonthly financial reports presented to committee meetings (in absentia when attendance is impracticable)

·  Preparation and presentation of annual financial statements to the Annual Meeting, after presentation to the committee at the previous committee meeting

·  Arrange and despatch invoices for periodical payment

·  Keep accurate record of all membership payments

·  Be a signatory on Association account

Provided by IFFA:

·  Microsoft Excel workbook containing past financial records

·  Online access to IFFA’s two bank accounts – a CBA transaction account and a CBA online savings account

·  Cheque books

·  Access to IFFA’s membership management system

·  Checking of financial reports by others on the committee and assistance as required for their preparation

·  Association Stamps

·  Prepaid Envelopes

Needed:

·  Computer with Microsoft Excel