Parents’ Association Treasurer – Toronto and West Campus

The role of the Parents’ Association (PA) Treasurer (Toronto and West Campuses) is to maintain accurate financial records.  The Treasurer is responsible for tracking, recording and reporting the financial activities of the PA and its Committees.

This position is a member of the Parents’ Association Executive Council, however if the person is unable to fulfil these duties for West Campus, the Campus Coordinator may appoint another member of the Campus Representative team to fulfil the duties of Campus Executive Representative, in addition to their regular Campus Representative duties.  If this is the the case, the Treasurer must still ensure the Coordinator and the Campus Exec Rep are up to date on all financial matters, so they can report and answer questions upon these matters at the PA Exec and PAC meetings. 

Key Duties of West Campus Treasurer:

  • Provide support to Campus Team and event committees to prepare and manage their budgets and relevant financial reports.
  • Track, record and report the financial activities of the West campus PA and its committees, using a standard chart of accounts.
  • Prepare and present the West campus PA annual budget to the PAW for support, and to the PAC for approval in the fall. 
  • Prepare and Report upon the previous years financial results, in consultation with the Treasurer from the previous fiscal year (if applicable), for approval by the PAC at the AGM in June. 
  • In addition, at the AGM, prepare and report on preliminary financial results for the current fiscal year, making estimates or assumptions as to the expected financial position at the upcoming year end.  These results are for informational purposes only.
  • Coordinate the reimbursement of funds to PA members and third parties for PA expenses. The role ensures each payment complies with PA and TFS finance policies, is an approved expense and is supported by receipts provided on a timely basis and is endorsed by two authorized signatures as outlined in the Constitution
  • Monitor and record bank and third party transactions, including funds raised and/or received by or for the PA,  collect and deposited to the PA bank account(s) on a timely basis.
  •  Reconcile PA records with monthly bank statements on a timely basis.
  • Reconcile the PA accounts with the TFS business Office for funds collected and expenses incurred on behalf of the PA,  and follow-up on deviations or documentation and then post all relevant accounting entries.
  • Build a strong working relationship with the TFS Business Office.  The Treasurers and the President are the only PA members authorized to communicate with the TFS Business Office on behalf of the PA.
  • Act as one of three authorized signatories to the PA bank account. 

Other PA Duties:

  • As a member of the PA, act as an ambassador and resource for parents and administration to encourage an inclusive and cooperative TFS community. 
  • Attend all monthly Campus Representative meetings and if fulfilling Campus Executive Representative role, attend PA Executive Council and as necessary  PAC meetings at Toronto Campus, participate in discussions and vote as required.
  • Regardless of whether the Treasurer is the Exec Representative for West Campus or not, the Treasurer is required to attend the annual AGM at Toronto Campus in June to present reports as noted above for West Campus and answer any questions. 
  • Remain in good standing on the PAC and maintain strict adherence to the TFS Code of Conduct and PA Constitution.

Key skills/abilities/experience:

  • Prior experience in finance or accounting  is an asset, along with knowledge of accounting software.
  • Prior experience with the  PA is an asset.
  • Solid organizational skills, and the ability to provide guidance, teamwork and leadership to the PA.
  • Must have strong communication skills, and ability to pursue a confidential and  diplomatic approach with all TFS stakeholders.

Commitment:

  • The post is for 15 months (starting after the June AGM until September of the following year) and can be renewed for a maximum of four consecutive terms of 15 months each.
  • The time commitment required is on average 12 - 16 hours a month, which includes, preparation of work and attendance at various meetings.  The role is cyclical in nature and some months may be busier than others based on the time of year.