On-site Treasurer
12 Volunteer points
The On-site treasurer is generally available at the pool to accept dues payments from MSST
families, swim shop, concessions etc. On- Site treasurer creates the spreadsheets for deposits.
Also writes checks, pay bills and collects mail from MSST mailbox. On-site treasurer also
processes payroll. Coordinates closely with head and assistant treasurer. The person in this
position should be comfortable with numbers and using computers and spreadsheets. Specific
prior knowledge is unnecessary since all training provided by past treasurer. Must be able to be
present at the pool during practice team several times a week.
Duties
1. Check “Treasurer” folder at pool for dues/registration payments. Process check/cash
payments received by stamping checks for deposit, reviewing checks for accuracy,
verifying cash amounts, completing deposit form, and depositing funds at bank. Deposits
to the “Club” account for dues payments are made minimally on a weekly basis to ensure
Treasurer has information to keep TeamUnify statements current. Deposits to “Club”
account include dues, registration, Swim Shop deposits, reimbursements, and various
team fundraising activities (Swim-a-thon, coffee sales, swim meet concession sales,
corporate sponsorships, etc.). Gaming deposits include money from Pull-Tabs and 50/50
raffles.
Complete Excel spreadsheet for all deposits detailing deposit information so the
Treasurer can attribute the funds to the appropriate TeamUnify or QuickBooks account.
2. Write checks from “Club” and gaming accounts for team reimbursements and expenses
ensuring accuracy and appropriate documentation. Obtain required signatures on checks.
Mail or hand-deliver payments as appropriate.
Complete Excel spreadsheet for checks written on a bi-monthly basis for “Club” and
gaming accounts delineating information for each check so Treasurer can update
accounting records for each transaction.
3. Process MSST payroll information on a monthly basis. Review hours submitted by
Assistant Coaches for holiday and other pool closures. Tabulate hours and complete
spreadsheet to email to MSST’s accountant. Pick up payroll information when notified
by accountant. Review against information submitted to accountant and hand out
paychecks/stubs to employees. Pay monthly payroll taxes online. Email Assistant
Coaches monthly timesheets and reminder messages about payroll as needed.
Give Head Coach new employee forms as necessary. Ensure accountant has received
necessary forms to process payroll. Annually give employees W-4’s to update. Hand
deliver or mail W-2’s to employees/former employees.
4. Check team post office box on a frequent basis ensuring mail is routed appropriately.
5. Upon notification by accountant pick up various reports, e.g. payroll quarterlies, annual
taxes, quarterly/annual gaming reports. Obtain appropriate signatures and mail reports by
due dates.
6. Maintain necessary Assistant Treasurer files – computerized and paper – to ensure
accurate storage and retrieval of information.
7. Coordinate annual bank signatory information update for team.
Skill Set
The person in this position should be comfortable with numbers and using computers and
spreadsheets. Specific prior knowledge is unnecessary since all training provided by past
treasurer. Must be able to be present at the pool during practice team several times a week.
Treasurer
12 Volunteer Points
The treasurer collects and distributes all funds of the team and keeps the correct account of all
moneys received and paid out as directed by the Board of Directors. The Treasurer makes all
financial records available for review the Board of Directors
Duties
1. Receive deposit spreadsheet from On-site Treasurer (~weekly).
2. Record dues payments in Quickbooks (~weekly).
3. Record dues/registration charges in Quickbooks (~weekly).
4. Record bills and checks written in Quickbooks (bi-weekly).
5. Reconcile bank accounts (monthly).
6. Verify that squads on MSST website and Quickbooks are up to date with respect to new
swimmers, swimmers who have left the team, swimmers that have changed squad
(monthly).
7. Generate treasurer’s report (monthly).
8. Reconcile MSST website Account Balances with Quickbooks Account Balances
(monthly).
9. Archive Quickbooks file and transmit to Accountant for payroll (monthly).
10. Receive modified Quickbooks file from Accountant (monthly).
11. Record Meet Fees to swimmers accounts in Quickbooks. (when necessary)
12. Modify swimmers status into and out of maintenance through MSST website (when
necessary).
13. Record credits to swimmers accounts in Quickbooks (when necessary).
14. Request payment from swimmers families with large overdue accounts (when necessary).
15. Be responsive to questions from swimmer’s families concerning billing, dues,
maintenance, etc.
Assistant Treasurer
12 Volunteer Points
Duties
1. Receive deposit spreadsheet from On-site Treasurer (~weekly).
2. Record dues payments on MSST website through Billing Admin (~weekly).
3. Record charges of registration and first month dues for new swimmers on MSST website
(when necessary).
4. Record credits to swimmers accounts (when necessary).
5. Record Meet Fees to swimmers accounts (when necessary)
6. On the 21st of every month send email Billing Summary to swimmer families (requires
the push of one button on MSST website)
7. On the 1st of every month email Invoices to swimmer families (requires the push of one
button on MSST website).
Skill Set
The person in this position should be comfortable with numbers and using computers and
spreadsheets. Specific prior knowledge is unnecessary since all training provided by treasurer.