Position: Executive Treasurer
Responsible To: Executive President
The Executive Treasurer ensures the fiscal accountability of the association, is able to perform the duties and responsibilities of this position and provides support for association initiatives and strategic planning.
An active member of AOHP for at least four years, unless waived by the Executive President; employed in the specialty of occupational health in healthcare; proven fiscal management skills; and an employee health role model for the association.
Term of Office
The Executive Treasurer will be elected by a vote of the membership at large to serve a term of two years and is eligible to serve a maximum of two consecutive full terms upon successful re-election by the membership at the conclusion of the first term of office.
Duties and Responsibilities
1. Ensures the fiscal viability of the association.
2. Coordinates the maintenance of the executive treasury expense records with the Executive Director. Financial records are maintained by the corporate Executive Director in the Corporate Office.
3. Authorizes payment of invoices greater than $1,500.
4. Oversees that line items are charged to the appropriate accounts.
5. Prepares analyses and tracks trends in financial reports upon the request of the Executive President and Executive Board of Directors.
6. Headquarters will send out an e-mail requesting bi-annual financial reports from Chapter Treasurers. Executive Treasurer will validate report accuracy. Discrepancy in reporting will be shared with Regional Directors, Headquarters and the Board.
7. Ensures disbursement of chapter rebates following approval by the Executive Board and based on Chapter Treasurers and Presidents meeting the established report requirements.
8. Prepares the annual budget with the assistance of the Executive Director.
9. For a newly formed chapter, Executive Director and/or Executive Treasurer will provide guidance to the Chapter Treasurer in establishing a chapter account and securing a tax identification number.
10. Submits the Executive Treasurer’s report to the Executive Board at Board meetings upon request. Report approval will be sought, which includes accepting accounts that have been highlighted as being over budget. The Executive Treasurer will seek Executive Board review for any financial variances.
11. Provides National Conference Chair with the conference budget and, with the Conference Chair, ensures that the conference stays within budget, unless approved by the Executive Board to go over budget.
12. Prepares and submits to the Journal Editor an annual financial summary for publication in the Journal.
13. Addresses and communicates any financial issues related to chapters as they arise.
14. Orients and acts as a mentor to the incoming Executive Treasurer.
• Reviews the current job description with the incoming Executive Treasurer.
• Discusses each of the job duties with the incoming Executive Treasurer and assures that any questions or concerns are answered.
• Provides sample documents for specific job duties as requested by the incoming Executive Treasurer.
15. If at any time during the term of office, the Executive Treasurer does not feel that he/she can perform certain job duties, he/she should notify the Executive President in writing the specifics of any concerns. The Executive President or other appointed Board member will work with the Executive Treasurer on a potential resolution.
16. The Executive Treasurer, and any other Board members, are not permitted to miss more than two meetings per year, barring any emergencies., For any member to be excused from a specified Board meeting, she/he must notify the Board and arrange for a proxy. The absent Board member will specifically name a non-voting member to whom the proxy is assigned. A no-show without prior notification is defined as an unexcused absence. Officers are responsible for all duties noted in respective job descriptions.