Treasurer

Job Description: Treasurer (Board Position)

Works collaboratively with: Board of Directors, Committee Chairs, Auditor, Webmaster
Commitment: ~5–7 hours per month (Virtual)

Position Summary

The Treasurer is responsible for the accurate, transparent, and secure management of NWSGS finances. This includes maintaining financial records, overseeing banking activity, supporting the annual audit, and providing clear financial reports that enable the Board to make informed decisions for the Society.

NWSGS operates as a digital-forward organization, so most financial work is conducted through online banking, shared cloud storage, and electronic records rather than paper files.

Key Responsibilities

Financial Stewardship

• Maintain the Society’s financial records in accordance with generally accepted accounting principles.
• Establish new or manage existing NWSGS checking account(s) as needed.
• Reconcile all organization accounts on a monthly basis.

Payments and Deposits

• Issue checks and electronic payments for approved expenses, ensuring proper documentation and required signatures.

• Record deposits submitted by the Vice President of Membership.

Board Reporting

• Provide a Treasurer’s Report at each Executive Board meeting or upon request.

• Include year-to-date transactions and a Budget vs. Actual comparison of revenues and expenses.

Budget Planning

• Prepare a proposed annual budget and present it to the Executive Board at the May meeting.

Audit and Compliance Support

• Provide the Auditor with all required financial records at the conclusion of the fiscal year.

• Ensure annual dues are renewed and paid to:

  • Illinois State Genealogical Society (ISGS) in March

  • National Genealogical Society (NGS) in May

State and Federal Filings

• File the Illinois Domestic Corporation Annual Report (NFP114.05) by June 30 each year and store a copy in NWSGS digital records storage.

• Coordinate with the President to ensure the IRS Form 990-N is filed in September/October to maintain tax-exempt status.

Digital Records and Access

• Keep all monthly and annual financial reports stored in NWSGS digital records storage for Board review.

• Update authorized signers on NWSGS bank accounts as needed.

• Safeguard online banking credentials, shared with the President as required.

Other Duties

• Perform any related activities that typically pertain to the office of Treasurer.

Interested or just curious? We’d be happy to have a one-on-one conversation to explore whether this role is a good fit.