Financial Secretary

Board: Yes

Summary:

If there is no Financial Secretary, the Treasurer is responsible for all bank deposits. Committee Chairs may make deposits as appropriate, giving deposit receipt(s) to Treasurer.

The Financial Secretary:

• Is a member of the Executive Board
  
• Manages the bank deposits of the organization
  
• Works with the Treasurer to administrate fiscal matters of the organization
  
• At the request of the Treasurer, makes financial reports to the Executive Board and/or General Membership. Fiscal year runs July 1 to June 30.

Calendar of Responsibilities:

Monthly

• Make deposits as needed. Give deposit receipts to Treasurer, noting exact amount(s) by specific PTA budget category.
  
  • Memberships and Donations Income - Receive Memberships and Donations Income from Memberships Chair. Deposit to PTA checking account. Give deposit receipts to Treasurer, noting specific amount for Memberships and amount for Donations.
    
  • LogoWear Income - Receive LogoWear Income from LogoWear Committee Chair and deposit to PTA checking account. Give deposit receipts to Treasurer. Advise Treasurer of all scholarship requests and/or approvals.
    
  • Birthday Books Income - Receive Birthday Books Income from Birthday Books Committee Chair and deposit to PTA checking account. Give deposit receipts to Treasurer.
    
  • Miscellaneous - Receive miscellaneous income from various sources, including Popcorn Sales, Boxtops for Education, Contributions toward Fourth Grade gift, Healthy Lunch bonus money, etc., and deposit to checking account. Give deposit receipts to Treasurer, along with itemized list noting exact amount(s) by PTA budget category.
    
• At the request of the Treasurer, transfer funds from Money Market Account to Checking Account or from Checking Account to Money Market Account. Give funds transfer transaction receipt to Treasurer.
  
• Work with Treasurer to oversee others who may be collecting money (Membership, Lunch Program, LogoWear, Holiday Store, Spell-a-thon, Birthday Books, Musical Theater).
  
• At the request of the Treasurer, present a Treasurer's report at Executive Board or General Membership meeting(s).
  
• At the request of the Treasurer, obtain ratification of current expenditures at General Membership meeting(s).

September/October

• Lunch Income - At the request of the Treasurer, deposit First Session Lunch Program payment check(s) from Larkspur School District to PTA Money Market Account.
  
• Outdoor Ed Parent Contributions - Work with Treasurer to manage receipt of all Fourth Grade Outdoor Ed Parent Contributions. Follow up with Fourth Grade Teachers as needed to ensure all Parent Contributions or scholarship requests are received. Prepare checks for deposit to PTA checking account. Make deposits and give deposit receipts to Treasurer. Advise Treasurer of all scholarship requests and/or approvals.
  
• Wrapping Paper Sales - Receive Wrapping Paper Sales income from WPS Committee Chair and deposit to PTA checking account. Give deposit receipts to Treasurer.
  
• Back-to-School Event / Hoedown Income - Receive Hoedown ticket sales income from Hoedown Committee Chair and deposit to PTA checking account. Give deposit receipts to Treasurer.

December

• Holiday Store Income - Receive Holiday Store income from Holiday Store Committee Chair and deposit to PTA checking account. (Roll coins before deposit.) Give deposit receipts to Treasurer.

January/February

• At the request of the Treasurer, deposit Second Session Lunch Program payment check(s) from Larkspur School District to PTA Money Market Account.

January/February/March

• Musical Theater Income: Performers' Fees - Receive Performers Fees income from Musical Theater Committee Chair and deposit to PTA checking account. Give deposit receipts to Treasurer.

March

• Variety Show Income - Receive Variety Show ticket sales income from Variety Show Committee Chair and deposit to PTA checking account. Give deposit receipts to Treasurer.

April

• Musical Theater Income: Ticket Sales - Receive Ticket Sales income from Musical Theater ticket sales head and deposit to PTA checking account. Give deposit receipt(s) to Treasurer.
  
• Musical Theater Income: Refreshment Sales - Receive Refreshments income from Musical Theater refreshments sales head and deposit to PTA checking account. Give deposit receipt(s) to Treasurer.
  
• Musical Theater Income: DVD/Video Sales - Receive income from Musical Theater DVD/Video sales head and deposit to PTA checking account. Give deposit receipt(s) to Treasurer.
  
• Science Night - Receive income from Science Night bake sale / popcorn sale from sale coordinator and deposit to PTA checking account. (Roll coins before deposit, if needed.) Give deposit receipt to Treasurer.

April/May

• Fourth-Grade Overnights Parent Contributions - Work with Treasurer to manage receipt of all Fourth Grade Overnights Parent Contributions. Follow up with Fourth-Grade Teachers as needed to ensure all parent contributions or scholarship requests are received. Prepare checks for deposit to PTA checking account. Make deposits and give deposit receipts to Treasurer. Advise Treasurer of all scholarship requests and/or approvals.
  
• Spellathon Income - If needed, assist Spellathon Committee Chair with Spellathon deposits. Once official collection time has passed, deposit any additional Spellathon income received to PTA checking account. Give deposit receipts to Treasurer.
  
  
  
• Questions? Email us at financialsecretary@nc-pta.org