Finance Team Responsibilities

These positions report to the Director of  Finance.

Treasurer

Reports To
Chief Financial Officer (CFO)

Job Overview
The position is responsible for maintaining all financial records of the club, ensuring that proper fiscal routines and practices are in place and followed to safeguard the cash assets of the club and provide accurate and timely financial reporting. The Treasurer also makes and records disbursements by cheque for services or goods received, as well as receiving, recording and depositing in the bank all cash receipts.

The Treasurer works closely with the CFO to provide financial reports with explanatory analysis to the Executive as required through-out the year, and to members at the Annual General Meeting. The position plays a key supporting role in the annual budgeting and planning process as led by the CFO.

Responsibilities and Duties
The following provides a detailed list of duties and activities, shown in the time-frames required, along with the approximate hours of effort required.

All year but more active September – May
Attend club meetings with cheque book to reimburse expenses paid by members on behalf of the club. Prepare cheques after ensuring proper supporting documentation such invoices, redacted credit card statements etc., obtain second signature from President or CFO, and distribute payments to recipients.

  • Prepare cheques to reimburse suppliers and obtain second signature from President or CFO and distribute.
  • Receive cash from membership fees, visitor fees, workshop fees, coffee / social revenues, etc. Provide receipts as appropriate to those paying money to the club.
  • Prepare/deposit bi-weekly deposit of cash or cheques received. (1.0 hours)
  • Make journal entries and prepare monthly financial reports as required by CFO and Executive, using Simply Accounting software (1.0 hours).
  • Reconcile bank and GIC investments(1.0hours)
  • Do regular back ups of the Simply Accounting database file to ensure security of data and the ability to fully recover in the event of a hard drive malfunction.
  • Maintain supporting paper documentation, cross-referenced to journal entries, filed in chronological order.

March – May

  • Provide up-to-date Financial reporting and account details to support the annual budgeting process. (1.0 hours)
  • Attend membership renewal in take and banquet ticket sales to provide cash receipts for the members who pay cash and to receive cheques for entry to accounting and deposit. (4 x 1.0 hours)
  • Reconcile cash receipts to membership numbers, banquet ticket sales and room booking reports received from those teams.

June-August

  • Prepare club Financial statements for year end reporting purposes. Fiscal year end is June 30. (3.0 hours)

Skills Required

  • Tools used…Simply Accounting software (aka Sage 50 Canadian), MS Excel, and Word
  • Knowledge of Simply Accounting software (or other accounting software), MS Excel, and Word helpful
  • Detail oriented
  • Good with numbers
  • Communication skills
  • Some experience in book keeping and accounting
  • Willing to be responsible for cash in an accountable manner

Meeting Space Reservation Coordinator

Reports To
Chief Financial Officer (CFO)

Job Overview
The position is responsible for advance-booking, arranging payment, and communicating set-up specifications for the rooms required for various club functions. Currently MCC’s facility requirements are exclusively provided by the Cawthra Senior’s Centre, a City of Mississauga-owned venue. The City’s Facility Rental process is very well defined and inflexible, requiring that the Coordinator understand, respect, and follow the procedures carefully. Early booking is important to ensure MCC will have the facilities available when needed; any changes must be handled quickly with a mind to minimizing cancellation penalties.

The Coordinator will be the sole contact with City Facility Rental staff, and will be responsible for ensuring that the club meets all City requirements so as to maintain a good working relationship with City staff, and reputation as an upstanding City of Mississauga affiliate organization. The Coordinator will work closely with the CFO and Treasurer to plan and manage the club’s budget for room rentals.

Responsibilities and Duties
The following provides a detailed list of duties and activities, shown in the time-frames required, along with the approximate hours of effort required.

March (8 hours)

  • Contact City of Mississauga Facilities Rentals to determine current rental rates for rooms in Seniors Centre
  • Contact various club stakeholders (Program director, Executive, SIG leaders, Print Competition Team Leader, Workshop Team Leader) to determine various groups’ needs for meeting spaces for next season, advising them of room options and current room rental rates
  • Based on their input, record dates/room request details on schedule and review for any conflicts
  • Resolve any conflicts with stakeholders
  • Contact Membership Team and Banquet Team Leader to confirm dates for membership renewals and banquet ticket sales
  • Book and pay for Legacy Lounge for four meeting dates in April and May for membership renewal and banquet ticket sales after reviewing tentative contract
  • Contact Executive to confirm dates and locations for Executive meetings in June, July and August
  • Book and pay for Legacy Lounge for Executive meeting dates in June, July and August as required, after reviewing tentative contract
  • Sign, scan and return final contracts to City of Mississauga Facilities Rentals
  • Provide MCC Treasurer with finalized contracts and arrange for payment/reimbursement

April-May-June (10 hours)

  • Provide MCC Treasurer and CFO with estimated budget for room rental and associated expenses
  • Contact City of Mississauga Facilities Rentals call centre to tentatively book room rentals
  • Review contracts
  • Record contract details on spreadsheet
  • Contact City of Mississauga Facilities Rentals call centre to finalize and pay for room rentals
  • Sign, scan and return final contracts to City of Mississauga Facilities Rentals
  • Provide MCC Treasurer with finalized contracts and arrange for payment/reimbursement
  • Provide confirmation of bookings and copies of relevant contracts to various stakeholders, reminding them to notify immediately of any changes as penalties may be applied by the City of Mississauga.
  • Advise City of Mississauga Facilities Rentals call centre of any changes immediately
  • Provide MCC Executive and Treasurer with reconciliation of all expenses associated with room rentals
  • Provide Executive and stake holders with complete schedule of meetings/dates/rooms booked

July-August (4 hours)

  • Request detailed room setup arrangements and equipment requests from all stakeholders.
  • Provide the Seniors Centre administration with a schedule of all room set up and equipment requests by date/room/group

Throughout the Season (2 hours)

  • Make changes if required to meeting dates/rooms booked
  • Advise City of Mississauga Facilities Rentals call centre immediately of any changes/cancellations
  • Book any additional meeting space requests as needed after approval by Executive

Skills Required

  • Tools used… MS Excel and Word
  • Knowledge of MS Excel and Word helpful Detail oriented
  • Organizational skills
  • Communication skills
  • Relationship management skills