Position summary: Oversee the fiscal operations of AAUW of Oregon.
Please keep a record of your activities during the year and upgrade this description as needed.
Leadership skills: Planning, budgeting, accounting, project management, team building,
consensus building and fiscal management.
Major duties:
• Serve on the AAUW of Oregon Executive Committee and the Board of Directors.
• Working with the state board, evaluate the financial health and stability of the state’s
finances.
• Working with the state president, develop a budget for the year, prior to the summer board
meeting, that supports the programs and activities described in the state’s strategic plan;
the board approves the budget at that time.
• Open and maintain bank accounts for checking and savings, and establish authorized check
signers for the state; this should be the state president and finance vice president.
• Maintain a separate checking account for registrations and expenses for the annual
meetings.
• Receive deposits and pay bills for the state that are included in the budget and have been
authorized by the state president.
• The dues treasurer handles the dues deposits and reports, but you should understand the
branch dues report process and be familiar with the national AAUW Member Services
Database (MSD).
• Prepare regular state financial reports analyzing actual performance against budget for
state meetings and submit an annual written financial report to the state annual meeting
(convention) that is published in the annual meeting workbook.
• Assist as needed with the annual meeting and conference budgets, and prepare summary
financial report of the event.
• Be aware of specific federal and state charitable tax issues and legal liabilities.
• Complete the Group Tax Exemption annual form to be included on AAUW’s master list of
recognized AAUW-affiliated entities with the IRS. In that same form, if the gross receipts
are less than $50,000, choose if you’ll be filing the state 990-N (e-Postcard) for the year
yourself or if you’d like the national office to file on behalf of the state. If gross receipts
exceed $50,000, file the IRS 990 or 990EZ.
• Protect the assets of the state by securing adequate insurance coverage.
• Support the state financial review process by cooperating with other officers or an
accountant assigned to this task.
• Retain in good order all annual financial statements, IRS forms and correspondence, sales
and use tax certificates, tax determination letter, paid checks, deposits, and supporting
documents.
• Provide support and technical assistance to branch finance officers as needed.
• Working with other officers in the state, ensure that all dues and fees, dues and fee reports,
contributions and contribution reports are submitted and filed with AAUW’s national office
according to established procedures and timelines.
• Ensure that the state is in compliance with all federal and state charitable tax laws and
procedures and generally accepted accounting principles and practices.
Time commitments: Along with the time necessary to accomplish the above responsibilities,
serve on the state executive board, the state board of directors and other committees as
assigned.
Resources: Consult with your predecessor; AAUW of Oregon State Directory; AAUW of
Oregon Bylaws and Policies; state website aauw-or.aauw.net; national website AAUW.org;
AAUW Finance Committee, AAUW Finance Tool Kit, and national finance, membership and
development staff.
(Rev. April 2020)
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