Chief Financial Officer [State-wide Position Description]
The Chief Financial Officer (CFO) of the Association for Environmental
and Outdoor Education will:
Serve as the CFO (chief financial officer) for
AEOE.
Be a voting member of the Executive Board.
Attend statewide board
meetings. Report to the Board in the spring and fall meetings:
current account balances, major income
and expenses, and trends in the treasury.
Maintain a checking
account to handle the financial transactions for the state. The
CFO, SCS, and section Chairs will
be signatories on this account. Reconcile the checking account
on a
monthly
basis.
Write checks and make deposits in a timely manner.
All checks require two signatures unless the Executive Board
directs the CFO to send
a check directly to a payee if required for a time
sensitive payment.
Checks for expenditures not budgeted must be approved
by the section Chair for section expenses or by the
Executive Board for
statewide
expenses.
All expenses and reimbursements require
receipts or signed narratives attached to an Expense Report form.
A
Cash Advance (CA) may be provided for budgeted expenses. A CA form
is filled out by the payee
and reconciled within 6 months by
returning a copy of the form, with attached receipts
or signed narratives, and the
returned balance of funds if applicable. A
new CA
will not be issued to any person with an outstanding
Cash Advance.
Maintain a journal of financial
transactions in a bound journal book or with accounting software.
Allocate
all income and expense
to budget categories approved by the Executive
Board. Maintain all CFO records for
a period of seven years.
Develop and/or maintain
a written procedure and appropriate forms for handling financial
transactions. Follow
standard financial and
accounting procedures used by similarly sized
membership
nonprofits, as documented in
books or on the Internet.
Make recommendations
to the Board on the use of interest bearing accounts or investments
for the funds
of
the section.
Administer grants obtained
by the section. This responsibility may be delegated.
Submit a
budget to the section Chairs at least one month prior to the statewide
spring conference of the proceeding
year. The section Chairs
will forward this
budget to
the State
Coordinating
Secretary at
least two
weeks prior to the statewide spring
conference.
Submit a financial report, showing
budget projections and actual numbers,
to the
section Chair by
August 31 of the next
year.
The section Chair will forward
this report to the State Coordinating
Secretary at least
one week before the fall meeting
of the
state Executive Board (usually
mid-September) where
it will be
presented to the Executive
Board and Section
Boards for
final approval.
Provide a balance
sheet showing budget projections and actual
numbers for
year-to-date at the
spring meeting.
Turn over all
records and change account signatures to a new
CFO within one
month of election or
appointment of the new person.
Notes
The CFO may be either an elected or appointed position (Article
VIII, Section K). The Executive Board will decide beforehand
whether to make the
position elected or appointed for the coming year. If appointed,
the CFO serves at the pleasure of the section State Coordinating
Secretary.
The fiscal year of the section will be July 1 to June 30.
Budgeting will be done on a one-year budget cycle.
The CFO will submit, as part of the statewide budget, an amount
necessary for completion of the CFO function, including but
not limited to account
fees, journal books, accounting software, phone, and postage.
If spreadsheet or accounting software is used, the data must
either be in or importable into the software specified by the
State Coordinating
Secretary as a standard for AEOE, and the files must be backed
up on a routine basis. These files must be maintained for seven
years along with paper records.
The treasurer must consult with the State Coordinating Secretary
before software is purchased, upgraded, or changed.
