Financial Secretary / Check & Cash Receipts
Placement
Recruited by Volunteer Coordinator VP
Placed by the President
Roles up to
Finance Vice President
Commitments
Member of the Finance Team
Primary Responsibilities
1. Check the lockbox regularly for checks/cash. Everything ends up in the lockbox, usually
it is a matter of distributing those items to the appropriate drawer in the PTA Nook.
Distribute non-Cherry Chase PTA checks appropriately (yearbook drawer, after school
programs, treasurer, WAT&A, etc.). If checks are made payable to Cherry Chase PTA,
collect them to record and deposit in the bank.
2. Receive all checks and cash at PTA special events. Review cash handling procedures
with the Event Chair and the requirements for petty cash and cash boxes. Check
amounts for accuracy and if requested, issue a numbered receipt. Other PTA Board
Members can help with this task. Events typically are: Fall Festival, WAT&A, Back to
School Picnic, and any event where cash is collected.
3. All cash/checks are recorded in a Google Sheet; this information should be shared with
the respective activity chair.
4. For any donation $250 and over, record the name, date, address and the amount of the
donation and email that information to the current Correponding Secretary.
5. Checks payable to the Cherry Chase PTA are stamped on back with the appropriate
bank stamp (checking/savings account) and listed individually on the deposit detail.
When there are a great number of checks they are recorded on separate Google Sheet
as part of Bulk deposit record (Membership, Band, etc.). This is referenced on the
deposit detail.
6. Prepare checks and cash for deposit at the bank. There are two bank accounts: savings
and checking. Deposit no more than 100 checks/month into the savings account. Sort
checks by denomination; prepare adding machine tape of deposit (if needed). Prepare
deposit slip for the bank.
7. Complete a PTA deposit slip with breakdown category for the treasurer.
8. Record deposit onto Google Sheet:
a. total deposited
b. deposit date for each check received
9. Provide deposit receipt, deposit slip, copies of Google Sheet and check stubs to the
treasurer. Leave in treasurer box for pickup. Keep a copy of all the deposit details for the
Financial Secretary records.
10. You are one of the authorized signers on checks for the PTA. The treasurer might need
a second signature on checks, which you can provide when needed. Coordinate with the
Treasurer.
11. Attend PTA Board meetings and the General PTA meetings.
Time Commitment
 August (approximately 15 hours)
o If you are new to the position: Coordinate a visit to the bank with the PTA
Treasurer and PTA President to be added as a signer on the PTA accounts
(checking and savings). The PTA currently uses US Bank (near Hollenbeck &
Homestead). Remember to bring ID.
o Once the school office opens, check PTA lockbox at least every other day.
o PTA Membership/Direct Appeal donation forms and dues are collected.
o Attend Volunteer Faire (If possible) – help collect PTA membership dues.
o One bank deposit recommended in August.
o Attend and help with presentation at the PTA leadership Training.
 September (approximately 20 hours)
o Check PTA lockbox at least every other day.
o PTA Membership/Direct Appeal donation forms and dues are collected.
o After School Programs: Tuition checks are collected and information shared with
activity chair (Band, Strings, etc.).
o Bi-Weekly banking recommended in September.
o Attend PTA Board meeting.
 October (approximately 20 hours)
o Check PTA lockbox at least once a week
o PTA Membership/Direct Appeal donation forms and dues are collected.
o Coordinate with Charger Wear Chair person(s) for collection of Chargerwear
payment and orders.
o Two weeks before Fall Festival you will coordinate with Fall Festival Chair the
cash handling procedures during ticket pre-sales and ticket sales on the day of
Fall Festival.
o Deposit following Fall Festival (if possible the day of the event, especially all the
cash).
o Bi-weekly banking recommended in October.
 November (approximately 8 hours)
o Check PTA lockbox once a week.
o PTA Membership/Direct Appeal donation forms and dues are collected (trickling
in now). You might see more come in if the PTA President/VP of Fundraising
does a second push for donations.
o Attend PTA/Board meeting.
o Banking once a month recommended.
 December (approximately 4 hours)
o Check PTA lockbox once a week.
o PTA Membership/Direct Appeal donation forms and dues are collected (trickling
in now). You might see more come in if the PTA President/VP of Fundraising
does a second push for donations.
o Banking once a month recommended.
 January (approximately 4 hours)
o Check lock box weekly.
o Attend PTA Board Meeting.
o Banking once a month recommended.
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February (approximately 4 hours)
o Check lock box weekly.
o Attend PTA Board Meeting.
o Banking once a month recommended.
March (approximately 20 hours)
o Check lock box weekly.
o Coordinate with WAT&A Chair to set expectations for collections of
checks/orders for WAT&A tickets (if needed) and to review requirements for cash
handling/petty cash/cash boxes.
o Attend PTA Board Meeting.
o Banking once a month recommended.
April (approximately 15 hours)
o Check lock box weekly.
o Coordinate with School Supplies Chair to set expectations for collections of
checks/orders for School Supplies.
o Attend PTA Board Meeting.
o Banking once a month recommended.
May (approximately 4 hours)
o Check lock box weekly.
o Will be collecting checks/orders for School Supplies.
o Attend PTA Board Meeting.
o Banking once a month recommended.
June (approximately 4 hours)
o Check lock box weekly.
o Attend PTA Board Meeting.
o Banking once a month recommended.
o One final deposit once all check are recorded. The books close at the end of
June, make sure all deposits are complete and recorded and communicated to
the PTA Treasurer by June 30th.
Revised 2.9.16