Volunteer Treasurer

Volunteer Treasurer

Organization: Ventures Drum & Bugle Corps Inc. (Ventures Winter Guard)

Location: In person or hybrid, Waterloo Region, Ontario

Reports to: Board of Directors

Board status: May be a voting officer of the Board or a non-voting volunteer who attends Board meetings

Term: Two-year term, renewable

Fiscal year-end: December 31

Time commitment: Roughly 8-14 hours/month from October to April (billing and lottery season) and 4-8
hours/month from May to September, with added time for semi-annual HST filings, lotteries, and fiscal
year-end.

Position Overview

Ventures Winter Guard is seeking a reliable, detail-oriented Volunteer Treasurer to oversee day-to-day
financial administration and provide clear financial reporting to the Board. The Treasurer maintains records
in QuickBooks, coordinates member billing and payments, manages accounts payable, completes
required government filings, and helps ensure compliance with the organization's financial policies and
applicable Ontario and federal requirements.

This role suits someone with bookkeeping, accounting, finance, or nonprofit treasury experience.

Key Responsibilities

Financial Administration and Bookkeeping (5-10 hrs/month Oct-Apr; 1-2 hrs/month otherwise)

• Maintain complete, accurate, and timely records in QuickBooks.
• Bill members and issue statements (primarily October, with some additional billing in December/January).
• Record member payments, donations, fees, and other receipts.
• Process approved invoices and expenses, and record all payments made, including credit card payments.
• Keep supporting documentation (invoices, receipts) organized in Google Drive.

Banking and Reconciliations (approx. 1-2 hrs/month)

• Monitor bank accounts and cash activity, and reconcile monthly.
• Reconcile credit card activity and confirm transactions have appropriate documentation.
• Follow the separation of duties, payment approvals, and financial controls set by the Board.

Financial Reporting (1-2 hrs/month)

• Prepare monthly reports for the Board, including:
  • Statement of financial position
  • Statement of revenues and expenses
  • Budget-to-actual reporting, where applicable
  • Bank balances and cash-flow considerations
  • Summary of significant variances, outstanding receivables, and upcoming financial obligations
• Present, or support the presentation of, financial results at Board meetings.
• Advise the Board on financial matters, risks, and opportunities.

Regulatory and Year-End Requirements (approx. 10 hrs/year)

• Prepare and file semi-annual HST returns and maintain supporting records.
• Coordinate year-end financial statements and working papers [with the organization's external
  accountant, if applicable].
• Prepare and file the organization's CRA year-end return, in consultation with the Board.
• Maintain records required for compliance.

Lottery Licensing (approx. 1 hr/month; 6-8 hrs/year for lotteries)

• Prepare and submit lottery licence applications as required.
• Maintain lottery records, including proceeds, expenses, and lottery trust account activity where
  applicable.
• Complete and submit lottery financial reports in accordance with licence conditions and Ontario
  municipal licensing requirements.

Qualifications and Skills

• Experience in bookkeeping, accounting, treasury, accounts payable/receivable, or financial
  administration
• Working knowledge of QuickBooks
• Familiarity with bank reconciliations, financial statements, HST reporting, and invoice/payment
  processing
• Strong attention to detail, organization, and discretion with confidential information
• Ability to meet recurring monthly, semi-annual, and year-end deadlines
• Clear written and verbal communication, including explaining financial information to non-financial
  Board members
• Comfort with online banking, cloud-based document storage, and virtual meeting tools

Assets

• Experience with Ontario nonprofit, charitable, association, or volunteer-led organizations
• Familiarity with CRA filing requirements and Ontario lottery licensing/reporting

Commitment and Support

The Treasurer works closely with the Board. The role requires regular monthly attention, with increased
activity during HST filing periods, lottery events, budget creation, and fiscal year-end. Outgoing Treasurer
Lori McDonald will provide a handover until the fiscal year-end is complete.

How to Apply

Please send a brief expression of interest outlining your relevant finance, bookkeeping, or treasury
experience, along with a résumé if available, to:

Tracey Sanders, Ventures President
sanderstd44@aol.com
Subject: Volunteer Treasurer Application