Duties of Treasurer

PTO Treasurer Job Description

Characteristics:

  • Desire to serve the PTO, the school, and ultimately the students
  • Computer literate—must know how to use Excel and Quicken or be willing to learn
  • Good at keeping files
  • Appreciate the value and power of a balanced budget
  • Appreciate the value of a paper trail
  • Not put off by paperwork, forms, documents, numbers
  • “In touch” with school activities and PTO business, or want to become in touch
  • Understand you are the custodian of other peoples’ money

Time Commitment:

  • Board meetings once per month
  • PTO meetings once per month
  • Most of the work can be done on your own schedule—after the kids are in bed, during the day, after work, whatever suits you

Typical Monthly Tasks:

  • Post all financial transactions to our financial system as they occur throughout the month
  • Create monthly PTO Treasurer reports (Transaction Report and Performance to Budget)
  • Reconcile the checkbook
  • Write checks as needed (two signatures and proper paperwork required)
  • Make deposits in a timely fashion, as needed (per PTO policies and standing rules)
  • Keep financial transaction forms available for all volunteers

Typical Annual Tasks:

  • Lead the annual budget development process in August
  • Present the budget for approval at the September PTO meeting
  • File Form 990/990EZ, the annual IRS return required for 501(c)(3) groups
  • Renew our incorporation with the state
  • Facilitate our annual audit

Training and Resources:

  • One-on-one with outgoing treasurer
  • Articles about treasurer topics
  • Past files and examples
  • Computer files