RAMSTEIN OFFICERS’ SPOUSES’ CLUB

Position Description:  Grants Treasurer

Reports to: President

 

POSITION OVERVIEW:  

Custodian of the ROSC Grants account and is responsible for budget planning, financial reporting, record keeping and managing incoming and outgoing funds.

 

Principal Accountabilities:

  • Attend all Executive and Governing Board meetings and all ROSC social functions. (not to miss more than three (3) board meetings in a term year). 

  • Maintain a ROSC continuity file and official ROSC Grants Treasurer Google email account and drive up to date through term of office.

  • Chair Grants Budget Committee and a mid-year budget review.

  • Receive and disburse all funds belonging to the Grants account.

  • Disburse Grants funds as approved by the Grants Committee and the Governing Board. General membership approval must be sought for amounts in excess of $3,000.00. Amounts $1000.00 or less only require the approval of the Grants Committee.

  • Organize and obtain signature cards from the bank for the incoming board immediately following the completion of term.

  • Obtain two signatures for all disbursements for the Grants Fund account.

  • Maintain accurate accounting records for all grant monies disbursed and record all transactions by using the voucher system.

  • Prepare and distribute a monthly financial statement to Governing Board members to be used at the monthly board meetings. Reconcile monthly bank account statements.

  • Deliver quarterly financial reports to Recording Secretary per Article V, Section B, Part 4, ix) and IAW with AFI 34-223.

  • Maintain copies of financial reports for seven (7) years.

  • Submit all financial records for an audit to be conducted in a timely manner per the ROSC Constitution, Policies, and IAW AFI 34-223.

  • Deliver an electronic or paper copy of the budget to the Executive Board, ROSC Advisor(s), and the 86 FSS Private Organizations Office upon receipt by the President.

  • Chair a Grant Fund Budget review session, with the Grants Fund Budget Committee prior to the first Governing Board meeting. The new budget is then presented to the general membership for approval.

  • Serve as a non-voting member of the Grants Committee.

  • Be a member of the General Fund and Grants Budget Committee(s), and the Constitution and Bylaws, and Policies Revisions Committee.

  • Be the custodian of the ROSC Grants Fund at Community Bank. The following board members will also have account signatory authority:  President, 1st Vice President, and 2nd Vice President. 

  • Submit an after-action report and timeline to the incoming President and Parliamentarian by the deadline set by the Parliamentarian.

  • Submit a monthly consolidated report to Recording Secretary on time to include monthly expenditures. 

  • Ensure budget is maintained. 

  • Prepare a revised or current job description to the Parliamentarian by mid-year. 

  • Show respect and represent the ROSC in the community with high standards. 

Position Duties and Significant Details:

  • Write checks for grants organizations and any grants expenditures, and obtain second signature for each check.

  • Print Contribution Acknowledgement letters for each Grant application.

  • Print a voucher for every transaction and log on the Master Voucher List spreadsheet on Google drive.

  • Reconcile bank account and run all necessary reports.

  • Log returned receipts and track uncashed checks.