Role Description

• Drive vision and goals
  • Works toward goals set by the board and officers team
  • Collaborates with the board and officers team to set goals
  • Executes policies and decisions based on the mission, vision, and values
• Maintain culture
  • Bases decisions on and communicates the mission, vision, and values
  • Promotes volunteerism as a solution to challenges

• Ensure compliance
  • Learns and disseminates knowledge about financial filing requirements like taxes and governmental fees, financial information notices, etc.
• Process reimbursements
  • Creates accounts for expense reporting and trains users
• Disperse financial information in monthly reports
• Discuss financials
• Manage accountant relationship 
  • Prepares annual state and federal returns
  • Advises on money management-related matters

  Negotiates contract with an accountant

  • Provides accountant with needed documentation and access
  • Ensures that records provided to the accountant meet legal standards
  • Works on 1099 and yearly tax compliance filing
  • Ensures all sales taxes are being paid and records are kept correctly
• Negotiates contracts for services including software service providers
  • Leads collaborative effort with the President and the Board on financial policymaking and decisions
  • Leads member-involved process to develop a budget
• Billing members
  • Sets policy
  • Keeps billing records
  • Ensures members are billed correctly
  • Resolves billing disputes
  • Works with officers to communicate about policy and bills and manage accounts accordingly
    • bill collection
    • billing systems
• Manage legal compliance and city/state regulations for Ace Store
  •  

Cadence

6 to 8 hours per week

Monstercorp Support

Daily

• Process membership orders

Weekly

• Record bills and process invoices
• Record class revenue
• Record membership revenue

Finance and Accounting Tasks

Most tasks on this list are performed by the Treasurer. Other tasks are performed by volunteers, MonsterCorps Members, other officers, and Board Members.

Daily

• Respond to e-mails and Slack
• Process membership orders

Weekly

• Approve expense reports in Expensify
• Approve reimbursements from Expensify reports
• Pay bills and process invoices
• Record class revenue
• Record membership revenue
• Collect on-site money

Semi-Monthly

• Process payroll via Gusto
• Process all financial mail (another person manages mail)
• Oversee billing services for member dues (e.g. process refunds)
• Process expenses

Monthly

• Download and share bank statements
  • Paypal instructions
  • Bank of America instructions
    • Checking and Savings
• Track petty cash
• Bill members for IOUs
• Reconcile bank statements

Quarterly

• Reconcile new fixed asset purchases
• Reconcile YTD spending against budget
• Reconcile Quickbooks with all YTD spending

Semi-Annually

Annually

• File state returns and other required documents with CDFTA
• Manage the annual budgeting process from April – July
• File required paperwork with the City of Oakland
• File annual returns and other required documents with the IRS within 11 months of the fiscal year close. Store public copies. 
• Biennially, Ace Makerspace is required to file form [https://businessfilings.sos.ca.gov SI-100 Statement of Information-Domestic Nonprofit Corporation] with the California Secretary of State. Our number is C3322572. The last due date for this was Tax Year 12/31/2014. Failing to file on time will result in the Franchise Tax Board levying a penalty of $50 (as of 2015) on us. Don’t ask how we know this.
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As needed

• Develop policies and procedures
  • TOU for Website
  • Steward and purchasing reimbursement policy
  • Selling policy
  • Collection policy
  • Billing Policy
  • Train Members to use software, including Expensify
• Collections
• Coordinate new users to Amazon
• Manage Ace Store
  • • Including order fulfillment
• Train new users on Expensify