Duties and Responsibilities: Treasurer and Joint Treasurer

Duties and Responsibilities: Treasurer and Joint Treasurer

The Treasurer and Joint Treasurer are responsible for managing the financial operations of EHMCC to ensure transparency, accuracy, and compliance with all legal and organizational requirements. The positions require approximately 2-3 days of commitment every month.

Position: Treasurer

The Treasurer oversees the financial affairs of EHMCC, maintaining the organization’s fiscal health and ensuring proper financial management practices.

Key Responsibilities

  1. Invoice Management

    • Prepare, issue, and track invoices to ensure accurate and timely billing.
    • Approve and document any expenses incurred by the organization.
  2. Payment Verification

    • Verify all payments received and ensure they correspond to the issued invoices.
    • Record payments accurately in the financial system and confirm supplier payments.
  3. Membership Payment Tracking

    • Maintain a comprehensive record of membership payments, including due dates and receipts.
    • Follow up on overdue payments and address related queries.
  4. Accounts Preparation

    • Update the accounts quarterly, ensuring timely and accurate financial reporting.
    • Finalize annual accounts by the end of May each year for the Annual General Meeting (AGM).
  5. Tax Documentation

    • File tax documents with HMRC efficiently, including submitting Gift Aid Claims.
  6. Donation Management

    • Secure and manage keys for the donation box.
    • Oversee bi-weekly emptying of the donation box, ensuring transparency by involving another committee member during cash count.
    • Promptly deposit donation money in the bank with accuracy.
  7. Donation Desk Management

    • Supervise the donation desk during major Mandir events to ensure proper management and assistance to donors.
  8. Donation Queries

    • Address and resolve donation-related inquiries courteously and effectively.
  9. Temple Operations Support

    • Assist with day-to-day Temple operations and ad-hoc tasks as needed.
  10. Event and Meeting Participation

  • Attend committee meetings regularly to provide financial updates and support planning for upcoming events.
  • Represent EHMCC in public events as agreed with the Committee.

Position: Joint Treasurer

The Joint Treasurer supports the Treasurer and acts as a deputy to ensure financial operations run smoothly in the Treasurer’s absence.

Key Responsibilities

  1. Support Financial Operations

    • Assist the Treasurer in preparing and issuing invoices, tracking payments, and maintaining accurate financial records.
    • Collaborate on updating accounts quarterly and preparing annual accounts.
  2. Membership Payment Tracking Assistance

    • Support the tracking of membership payments, follow-ups, and record maintenance.
  3. Donation Management Assistance

    • Help manage donation box keys and oversee bi-weekly donation box emptying, ensuring transparency.
    • Support accurate deposit of donation money into the bank.
  4. Donation Desk and Queries

    • Assist with managing the donation desk during Mandir events and address donor queries as needed.
  5. Tax and Compliance Support

    • Help file tax documents and assist with Gift Aid Claims submissions to HMRC.
  6. Event and Operational Support

    • Participate in committee meetings and assist in planning upcoming events.
    • Support Temple operations, addressing ad-hoc tasks and one-off requirements.
  7. Representation

    • Represent EHMCC at public events alongside or in place of the Treasurer, as agreed upon by the Committee.

Skills and Qualifications for Both Roles

  • Strong organisational and financial management skills.
  • Proficiency in using accounting software or financial tools.
  • Excellent attention to detail and accuracy.
  • Ability to work collaboratively and communicate effectively with committee members, donors, and members.
  • Knowledge of Gift Aid Claims and HMRC filing processes (preferred but not essential).
  • Integrity and transparency in handling donations, membership payments, and financial matters.

By fulfilling these responsibilities, the Treasurer and Joint Treasurer play a vital role in maintaining EHMCC’s financial health, membership tracking and upholding the trust of the community.