TREASURER

POSITION:  Elected by the Booster Club Members at a General Meeting

GENERAL DUTIES:
These items are in accordance with the Constitution and By-Laws of the Rochester 
Americans Exec Club, Inc.
a) Create and read the treasury report at every Monthly meeting
b) A report and audit is due by April of each election year. A final report and audit for the 
fiscal year is due by the November Meeting
c) Prepare information for tax return, to be submitted to the accountant by November 1st
d) Receipts should be kept for seven (7) years, either at your house or in the Booster Club’s 
storage area. If you have nothing for storage, keep updated inventory list and submit copy 
to Vice President
e) Compile an Annual Budget, which is presented to the board at the June Board Meeting, 
voted on at the July Board Meeting and presented to the general membership at the 
following month’s General Meeting
f) Any expenditure over $50 must be approved by the Board. Any expenditure over $250, 
must be approved by the general membership
g) Two (2) authorized officers’ signatures shall be on all checks. An authorized officer 
cannot sign a check payable to themselves

MISCELLANEOUS ITEMS:
a) After the election is held, you must get new signatures forms from Summit Credit Union, 
or a bank affiliate, for incoming officers
b) Balance monthly bank statements, as they arrive. Post interest to the checkbook stubs, 
ledger book and computer system. The check register is on the computer. The software 
creates reconciliation reports that are attached to the bank statement. After balancing the 
statement goes into monthly folder
c) Folders are kept for each month. They consist of bank deposits slips, check requests (with 
attached receipt) and monthly bank statement

GAME NIGHT:
a) During Hockey Season, schedule time, with Ways and Means, of when you will count 
raffle monies taken in each game. Write out any checks that have been requested, if 
possible that night. The Ways and Means Chairperson (or Assistant) is responsible for 
collecting the money from the tables. The money is counted first by the Ways and Means 
Chairperson and then by the Treasurer and verified for accuracy. The counts are recorded 
on a form provided by Ways and Means and added with the calculator for accuracy
b) At 1st Intermission, have the President or Vice President co-sign any needed checks. This 
includes a check for the 50-50 winner and the Foundation check
c) Treasurer and Ways and Means will count the money collected for raffles. After the 50-
50 raffle money balances, figure out 50% for 50/50 winner, from the remaining 50%, 
figure 40% to Foundation and remaining 60% to the Club. Collect receipts from Ways 
and Means and attach to money collected for 50-50.
d) Write out check for the 50-50 winner and give to the Ways and Means Chairperson
e) Write out a check for the Foundation and give to the Ways and Means Chairperson, who 
gives it to the Foundation Chairperson
f) Collect money from Transportation, Entertainment and Membership, as needed. Verify 
receipts with total money received. Checks, cash and Booster Bucks should be listed on 
the receipt separately. Place in locked bag along with raffle monies. Keep everything 
separate and marked, for bookkeeping purposes

POST GAME DUTIES:
a) Verify copies of receipts from all Chairpersons, to the total of the receipts you signed. 
Break down by trip, event, etc.
b) Take all receipts received and total them. On separate sheet of paper, used for double 
checking of the money received and receipts, mark each sheet with the event and date and 
attach to receipts. This total will be your deposit amount
c) Stamp all checks received, with the “For Deposit Only” stamp and write total on the 
deposit slip. Summit checks should be separate from other bank checks
d) Separate all cash by denomination. To save time, wrap single in $50 wrappers as you 
count, at the game
e) When money is wrapped, count currency and document total on the deposit slip. Tally the 
deposit, this should equal the total receipts. Place all coins, currency, checks and deposit 
slip in the bag and take to bank. Write amount on check stub, in the checkbook and enter 
in computer system
f) After making deposit, staple bank receipt to receipts received. Mark game or collection 
event date. Place this in currents month’s folder
g) Log all transactions (deposits and checks written) in check book, computer system and in 
the ledger. Deposits are listed separately
h) Record all check book items on computer check register

BUDGET:
a) At the May Board Meeting, Chairperson and Committee Persons, should have their 
budget information submitted to the Treasurer
b) If budgets not received, figure out their budget based on previous year’s budgetBudget 
reports can be run at any time, at the request of Committee Members

AUDIT:
a) The audit is done every year after September, but before the November General Meeting 
and the end of April in the election year, due to needing the October bank statement
b) Schedule date with the auditors, that is convenient for all concerned
c) The auditors need the check register, monthly folders, computer account sheets and 
ledger book along with paper, pencils and a calculator. The auditors do all the work, but 
you must be available to answer any questions

TAXES:
a) After the yearly audit is completed, print the transaction report and balance sheet for the 
past fiscal year for the accountant with check register stubs
b) Supply the accountant with the list of officers, their addresses and Social Security 
numbers. These are needed for the tax return

BOOSTER BUCKS:
a) One (1) for each Game Night worked
b) One (1) per month

Updated 4/18/08




 
 
 
 
ROCHESTER AMERICANS EXEC CLUB, INC.
TRESURER JOB DESCRIPTION