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.