INDEX OF PAID ASSISTANT DUTIES. General Summary of Duties. Page 7-2 Itemized Monthly Duties Page 7-8 Duties listed by Calendar Months..

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1 INDEX OF PAID ASSISTANT DUTIES General Summary of Duties. Page 7-2 Itemized Monthly Duties Page 7-8 Duties listed by Calendar Months.. Page 7-10 NSC 1/13 Page 1 of 17 Section 7 Page 1

2 GENERAL SUMMARY OF THE DUTIES OF THE PAID ASSISTANT The paid assistant shall be appointed by the executive board following a majority vote of the board. She shall assume duties of the elected treasurer and secretary and be responsible for other duties the executive board has assigned to her. She shall be an active member of the P.E.O. Sisterhood. A general summary of her duties shall include: Duties: Perform all duties as outlined in the Constitution, and Nebraska State Chapter Bylaws and Standing Rules Study Policy Manual / Suggestions to Successors (Blue Book) Study instructions in IOSC and review supplies. Refer to section 1 for general information, and use of the Drawing Account. FINANCIAL 1. Receive receipts and gift contributions directed to Nebraska State Chapter. Keep accurate accounting of all receipts and disbursements of state chapter funds and process contributions to P.E.O. projects as directed by International Chapter (see IOSC, Part II, K.) 2. Deposit all received funds, and maintain the Nebraska State Chapter checking accounts and safety deposit box. 3. Warrants a. Prepare a warrant list of all checks to be written and forward to the state chapter president on a monthly basis. This warrant list should be dated and each item should provide payee and amount. This listing can be sent by mail, fax or . b. After receiving written approval from the president, pay all approved bills. c. Retain the signed, approved warrant list for the auditors. 4. Prepare, maintain, and distribute monthly financial reports (including balance sheet, and monthly income statements of the General Fund and the Convention Fund), listing of disbursements, a listing of receipts, and monthly reports from the investment management accounts to the members of the executive board and the members of the Finance and Budget Committee. 5. Monthly receive and process chapter contributions according to instructions in Instructions to Officers of State, Provincial and District Chapters of the P.E.O. Sisterhood, Part II Section K. 6. Prepare a projected cash flow statement for the executive board each fiscal year. Keep the president updated on the monthly available cash needs and recommend to the executive board action to be taken on investing funds. Keep in contact with the investment advisor for projected cash needs, any necessary transfers, and the general performance of the funds. NSC 1/13 Page 2 of 17 Section 7 Page 2

3 7. For each board meeting prepare the following reports: activity report, expense statement, and a listing of disbursements that will be included with the executive board minutes. Attend the board meetings as requested (at least once a year) and be prepared to make a presentation on activity and reports. 8. Prepare and transmit tax forms before the due dates for the following: Payroll tax: Tax Deposit Coupon Form 8109, Form 941, Form 941N, W-2, W-3, W-3N. Nebraska Sales Tax: Form 10 Income paid to payee: 1096 and 1099's Nebraska Corporation Tax 9. Perform the duties of the local corresponding secretary and local treasurer for members of disbanded chapters. 10. Provide to the chairman of the Nebraska Cottey Scholarship Committee the amounts available to be awarded as Cottey Scholarships. 11. Mail to chairman of standing committees expense statements to be submitted at convention and at the end of fiscal year. Mail expense statements to those entitled to expenses and/or mileage for state convention. 12. Prepare the working budget for the Finance and Budget meeting. Complete financial information for the completed fiscal year and send copies of the working budget to members who will be attending the Finance and Budget meeting. Attend the Finance and Budget meeting and be prepared to offer information as the new budget for the new fiscal year is completed. Give a report on the status of business equipment and what projected equipment will be needed in the future. Following the meeting, send the final draft of the budget to the F & B committee and state officers for their approval. Serve as an ex officio member of this committee without vote. 13. Close the general ledger as of March 31 st. Final reports are generated at this time: Form 27, Annual Report for International, Cumulative Ledger, Chapter gift list, memorial/honorarium for convention printing and final chart of accounts. A Statement of Revenue, Expenses, and Changes in Fund Balances Report should be prepared at this time. 14. In odd numbered years, prepare for expenses incurred for the state delegates to attend International Convention. These preparations include having funds available to pay for transportation expenses, and preparing an expense statement to be used by delegates for expenses incurred and delegates reporting mileage. 15. Perform all financial functions of the state treasurer as outlined in Instructions to Officers of State, Provincial and District Chapters of the P.E.O. Sisterhood, Part II. NSC 1/13 Page 3 of 17 Section 7 Page 3

4 MEMBERSHIP 1. Perform all membership recording functions of the state secretary as outlined in Instructions to Officers of State, Provincial and District Chapters of the P.E.O. Sisterhood, Part II, Items A, D, and J. ANNUAL REPORTS 1. Receive annual report supplies for chapter treasurers and reciprocity groups from International in January. Amend instruction worksheets to be included with annual reports. Prepare letters to the local chapter officers for use in annual reports. Copies of Form 9, List of Active Members, and copies of Form 30, List of Inactive Members will be sent to each chapter in a worksheet form from International. 2. Assemble annual report supplies for each chapter. Mail to each chapter president by February 1. Include a report of unaffiliated members and instructions to the Auditing committee with this annual report package. 3. Upon receipt of a report from each corresponding secretary and treasurer, process, reconcile, and verify reports. Releases are mailed as each report is verified correct. By April 15, complete Annual Report to International Chapter of Membership (after completing Tally and Summary Reports for each alphabet), Annual Report of State Treasurer, and the Annual Summary of Treasurer of State Chapter. Deposit dues and close the financial records on March 31. Receive releases from Executive Office. 4. By March 22, receive all Annual Reports of Corresponding Secretaries (ARCS) from the local chapters. 5. Print from imis the report labeled: MBF_002, which is the Annual Tally of Local Chapter. Manually update the tally with any corrections from the ARCS and any updates regarding inactive members. 6. Mail copy of the ARCS (including paid assistant s release signature) and Thank You Letter to the local corresponding secretaries. This letter will be available on imis and is NOT chapter specific. 7. Mail updated, signed tally sheet along with the local chapter ARCS pages from all chapters to the Membership Department. Deadline March 30 th. 8. Deposit dues and close the financial records on March Receive from International by the Annual Report to International Chapter of Membership with e-signature from CEO prior to convention. 10. Receive from International in December the IRS-HC forms for the past, current and next year s convention hostess groups and mail to the respective convention treasurers. Include these completed reports with the annual report sent to International. NSC 1/13 Page 4 of 17 Section 7 Page 4

5 UNAFFILIATED MEMBERS 1. Communicate with all new unaffiliated members promptly following receipt of the Membership Moving Form. a. Send a cover letter and a copy of the Membership Moving Form to the presidents of chapters in the area where she is moving. If the city has a reciprocity contact person, send the letter and form to her. b. Send a letter to the originating chapter president to let her know you have received the Membership Moving Form. c. Send a letter to the new unaffiliate welcoming her to the area (or state). 2. Receive from the organizer a copy of the fall visitation schedule and provide each officer with a list of unaffiliates in the area of her visitation. 3. Provide chapters with lists of local unaffiliates as requested. NSC 1/13 Page 5 of 17 Section 7 Page 5

6 CONVENTION 1. Provide the state president or state appointed typesetter with required reports in a timely manner so that the typesetter may format the program pages and have them to the state appointed printer at least fourteen working days before the start of convention. The following reports will be prepared for Convention: Memorial Roll shall be sent to the President and Time of Remembrance Chairman. Prepare reports to be included in the Convention Program: General Fund and Convention Fund Budget Statement of Revenue, Expenses, and Changes in Fund Balances Annual Report to International Chapter of Membership Annual Report of Treasurer to International Chapter Annual Report of Disbanded Chapters Report of Paid Assistant Listing of Convention Delegates 2. Perform the duties as requested by the executive board, including supervising registration and the Credentials Committee. 3. Plan to meet with the convention treasurer, and next year's convention treasurer to discuss convention finances and responsibilities. 4. Obtain signature and copy identification (Driver License) of new president and first vice president for checking account and corporate resolutions for banking institutions. 5. Prepare two reports for the Credentials Committee one partial report used to establish a quorum and a final report necessary when electing officers or when voting. Prepare these forms prior to convention. Complete the forms from the registration sheets with the assistance of the Credentials Committee. The chairman of the Credentials Committee reads the report during convention and moves its adoption. 6. On the afternoon before convention begins, be in charge of kit assembly and organization of kits into the bins for registration. The state treasurer is the assistant to the paid assistant for this process and will provide the flyers and handouts for stuffing the kits. 7. Make corrections to the delegates list and post a corrected copy at state convention. This corrected copy will be used in compiling materials for the proceedings. 8. Before leaving state convention, give the list of chapters not at convention to the new state president so she can appoint someone to give the convention report. 9. Receive any local chapter Yearbook Information Forms (YIFS) before leaving convention that have not already been submitted. Scan YIFS to make available on the internet using software at Computer Concepts in Grand Island. state officers and members of the Membership Committee, and Cottey Committee when the YIFS are available, giving them access instructions provided by Computer Concepts. NSC 1/13 Page 6 of 17 Section 7 Page 6

7 PROCEEDINGS 1. Compile Gift List and Special Gifts by Chapters and Individuals. Send an electronic copy to typesetter. 2. Send copies (hard or electronic copies) to the type setter to be included in the Proceedings: Memorial Roll; General Fund Budget; Convention Fund Budget; Annual Report of Membership of Disbanded Chapters; Statement of Revenues Collected, Expenses Paid, and Changes in Fund Balances; Annual Report To International of Membership; Annual Report of Treasurer to International Chapter; Annual Report of the Paid Assistant; and list of past state presidents in attendance. 3. Prepare a report of Proceedings distribution and send to the president and corresponding secretary for their approval. 4. Send a copy of the Proceedings of Convention of Nebraska State Chapter as required by the Constitution (Part II, Article VIII, Section 6), to each member of the Board of Directors of the P.E.O. Home Board, to each member of standing committees, and to others as designated by the president. See the general mailing list in section 2. OTHER 1. Prepare the following for mailing as directed by the president: the Proceedings, annual reports, amendments letter, nominating committee letter, and other mailings requested by the executive board. 2. Prepare address labels as requested. 3. Prepare suggestions to the board on items and topics that should be emphasized at the local chapter officers workshops. 4. Answer written correspondence, telephone calls, and s. 5. Prepare special or financial reports as requested by the president or executive board. (125th Anniversary Fund, Dues History, or price comparison of expenses at recent state and International conventions) 6. Maintain Project Donation form and update as necessary. 7. The employment agreement between the board and paid assistant may be terminated by either party with a minimum of two months written notice. A majority vote of the state executive board is required for termination of employment. NSC 1/13 Page 7 of 17 Section 7 Page 7

8 Itemized Duties Performed Monthly Financial Receive receipts and gift contributions directed to Nebraska State Chapter. Acknowledge any memorial or honor gifts to Nebraska state projects. Deposit all received funds and maintain the Nebraska State Chapter checking account and safety deposit box. Make a listing of requested warrants and fax to the state president. Make disbursements by issuing checks upon receipt of signed warrant listing from the state president. Direct the bank to send a duplicate statement each month to the state president. Maintain general ledger and post receipts and disbursements. Prepare and distribute monthly financial reports (including balance sheet, and monthly income statements of the General Fund and the Convention Fund), listing of disbursements, a listing of receipts, and quarterly reports from the investment management accounts to the members of the executive board and the members of the Finance and Budget Committee. Prepare Form 40's, State Transmittal and Gift List, to remit funds to the Treasurer, International Chapter, and to Cottey College that have been received for the International projects. Any individual checks that have been received for the International projects are also submitted with the Form 40's. The Form 40's are due before the 20th of the following month of the month the gifts were received. June gifts would be transmitted before the 20th of July. Purchase certificates of deposit and process maturing certificates of deposit as instructed by the board. Keep in contact with the state president and investment advisor for projected cash needs, any necessary transfers, and the general performance of the investment funds. Make federal tax deposits for paid assistant salary. NSC 1/13 Page 8 of 17 Section 7 Page 8

9 Membership Requests are mailed to local chapter secretaries asking that membership reports be submitted or corrected upon notification from International. Notices of change of address and name will be received by International Chapter. This information is obtained from THE P.E.O. RECORD label change form and the address change 800 number in Des Moines. Notices of deaths will also be received from International Chapter that have been received by the return of THE P.E.O. RECORD. Miscellaneous Send a list of new initiates to the president as requested. Answer correspondence. Maintain P.E.O. phone line answering questions and/or directing questions to the appropriate person. Send stationery as requested by standing committee and project chairpersons Detailed instructions for performing these monthly duties can be found in: The Accounting System Procedure Manual The P.E.O. imis State Membership System Manual Instructions to Officers of State, Provincial, and District Chapters of the P.E.O. Sisterhood NSC 1/13 Page 9 of 17 Section 7 Page 9

10 Duties listed by Calendar Month April Close the general ledger as of March 31 st. Final reports are generated at this time: Form 27, Annual Report for International, Cumulative Ledger, Chapter gift list, memorial/honorarium for convention printing and final chart of accounts. A Statement of Revenue, Expenses, and Changes in Fund Balances Report should be prepared at this time. Two Gift Lists are generated reporting contributions to the projects. The per capita gift list includes only gifts that were received from chapters. The list includes chapter name, town, total gift giving, members as of March 1 and per capita giving for each chapter. The Nebraska State Chapter Gift List includes all chapter gifts received and credited to a chapter, individual gifts credited to a chapter, group or individual gifts not credited to chapter, special gifts given as Memorials and Honorariums for the year. This Gift List will appear in the Proceedings. By April 1, complete Annual Report to International Chapter of Membership (after completing Tally and Summary Reports for each alphabet), Annual Report of State Treasurer, and the Annual Summary of Treasurer of State Chapter (IRS-SC). Receive releases from Executive Office. Compile Memorial Roll and send copy to president and Memorial Hour Chairman (either hard copy or diskette) Visit with Memorial Hour Chairman on her preference on receiving this information diskette or to be included as inserts in the Time of Remembrance Program as inserts. The Memorial Roll will not be retyped by the Memorial Hour committee. Prepare reports to be included in the Convention Program: General Fund and Convention Fund Budget Per Capita Gift List Statement of Revenue, Expenses, and Changes in Fund Balances Annual Report to International Chapter of Membership Annual Report of Treasurer to International Chapter Annual Report of Disbanded Chapters Paid Assistant After consulting with the Convention Chairman and the delegate registrations, provide a listing of the convention delegates to be included in the Convention Program. NSC 1/13 Page 10 of 17 Section 7 Page 10

11 Generate a list of active members of disbanded chapters, with their current addresses and reciprocity group, and distribute to state officers and applicable reciprocity group presidents. Prepare the working budget of the General Fund and the Convention Fund for the Finance and Budget meeting. Complete financial information for the completed fiscal year and send copies of the working budget to members who will be attending the Finance and Budget meeting. Contact Memorial Marker Chairman to inquire of her inventory and see if memorial marker purchases need to be made. Prepare labels and mail convention letter and/or amendment letter. Prepare and submit Form 941, Employer s Quarterly Federal Tax Return and Nebraska Unemployment Report, due April 30. May Submit the financial records for final audit Prepare Nebraska Cottey Scholarship reports (Financial Statement and IRS-SC). Verify with the auditor that she will complete the Form 990 tax return for Nebraska Cottey Scholarships and send it on to the state president for her signature. Form 990, Return of Organization Exempt From Income Tax, tax deadline is August 15 th. Attend the Finance and Budget meeting and be prepared to offer information as the new budget for the new fiscal year is completed. Give a report on the status of business equipment and what projected equipment will be needed in the future. Following the meeting, send the final draft of the budget to the F & B committee and state officers for their approval. Receive the updated list of Local Chapter Reciprocity Contacts and College Contacts. Make all corrections and updates to be posted under CARE on the International website. Provide Project Chairmen with financial information about project contributions upon their request. Send expense statements to standing committee chairmen and project chairmen for expenses that will be submitted at convention (mileage and convention handouts, workshops, etc.) Review Files and clear in accordance to Retention Guide. NSC 1/13 Page 11 of 17 Section 7 Page 11

12 June Generate warrants and issue checks for officer drawing accounts. Prepare for Board meeting. For each board meeting prepare an expense statement and a listing of disbursements that will be included with the executive board minutes. Attend as per request by the president. Convention: Prepare board member packets with membership and financial statistics and graphs. Have new bank signature cards signed by incoming president and vice president. Provide generic state stationery template to standing committee chairman and project persons. Distribute envelopes as needed. Plan to meet with the convention treasurer and next year's convention treasurer to discuss convention finances, responsibilities, and procedures. Perform the duties as requested by the executive board, including supervising registration and advising the credentials committee. After consulting with the convention chairman and her final list of convention registrations, prepare registration sheets for convention registration. Be sure there are an ample supply of sheets for visitors. Prepare instruction sheets (at least 12) detailing registration procedures to be placed at each station on registration tables. During convention supervise the registration and see the following duties are performed: At a long table, helpers will be responsible for groups of chapters (A-Z, AA-AZ, BB- BZ, etc.) guards and pages, committee chairmen, and visitors. The helpers should do the following: Make sure delegate signs on proper line. Give the delegate or other member of convention her kit. Be prepared to assist in registering state board members, past state presidents, pages, P.E.O. Home Board of Trustees, and International representative prior to the opening of convention. Guards, too, can be registered as a group prior to the registration of convention if desired. The corresponding secretary or her assistant may take care of registering any or all of those listed above. NSC 1/13 Page 12 of 17 Section 7 Page 12

13 The paid assistant will prepare two reports for the credential committee one partial report used to establish a quorum, and the other, a final report necessary when electing officers or when voting. These forms should be prepared prior to the convention. The paid assistant will complete these forms from the registration sheets. Leave space for necessary information to be filled in. The chairman of the Credentials Committee reads the report each time and moves it adoption. July By July 1, send gift list (hard copy and electronic copy) to typesetter and webmaster for inclusion in the Proceedings. By July 1, send memorial roll (hard copy and electronic copy) to typesetter for inclusion in the Proceedings. Send Committee Chairman expense statements for the year to be submitted by March 1. Prepare Distribution of Proceedings listing and send copies to immediate past state president, current president, and current secretary. Inquire as to requests made by the immediate past state president for number of copies of the Proceedings. Prepare labels for the Proceedings. Labels for the International Executive Board and Study and Research Committee will be sent by the Executive Office to the current President. Request that these labels be forwarded on to you. Prepare and submit Form 941, Employer s Quarterly Federal Tax Return and Nebraska Unemployment Report, due July 31. August. In odd numbered years, prepare expense statements for International Convention Delegates. Distribute to delegates. Receive a copy of each officer s visitation schedule and provide each officer a list of current unaffiliates in the area of her visitations and a transaction report for the last 5 years for each chapter she is to visit. At fall board meeting, participate in annual job evaluation with state president. NSC 1/13 Page 13 of 17 Section 7 Page 13

14 September Prepare for fall board meeting an expense statement and a listing of disbursements. Attend as per request by the president. By September 5 th or as soon as the Financial Aid Department at Cottey has verified the scholarship recipients are on campus, send Nebraska Cottey College Scholarship money to Cottey with the list of recipients and the names of the scholarships that they are receiving. When the Proceedings are complete, prepare and mail as required by bulk mailing procedures. In odd numbered years, process International Convention expenses. October Prepare and submit Form 941, Employer s Quarterly Federal Tax Return and Nebraska Unemployment Report, due October 31. November December Order envelopes that will be used in the mailing of annual reports. (2 sets). One to send out the annual report package, one for treasurer to return annual report. NSC 1/13 Page 14 of 17 Section 7 Page 14

15 January After January 1, send dues notices to active members of disbanded chapters. Upon receiving dues, issue dues cards to the members. Send a set of labels of local chapter presidents to treasurer for bylaw reports. Notify the vice president of all stationery needs, including generic stationery for committee and project chairpersons. Prepare and print annual report packets. Prepare letters to the local chapter officers for use in annual reports. Amend instruction worksheets to be included with annual reports. Copies of Form 9, List of Active Members, and copies of Form 30, List of Inactive Members will be sent to each chapter in a worksheet form by International. Assemble annual report supplies for each chapter and generate reports that notify the chapter as to the last enrollment number that has been recorded for each chapter. Mail to each chapter president a report for the corresponding secretary, the treasurer, and the recording secretary by February 1. Include a report of unaffiliated members and instructions to the auditing committee with this annual report package. Please refer to Annual Report Handbooks and Software Manuals. Prepare and submit Form 941, Employer s Quarterly Federal Tax Return and Nebraska Unemployment Report, due January 31. Prepare and submit Sales Tax for sales of memorial markers and Proceedings by January 20 th. Prepare and furnish 1099 s to individuals that have been paid more the $ by Nebraska State Chapter by January 31. (Includes typesetter, webmaster, and technical assistant.) Prepare and mail W-2 to employee (paid assistant) by January 31. File Form 941N, Nebraska Quarterly Withholding Return by January 31. Nebraska State Chapter is currently on an annual filing frequency since Nebraska Income Tax withheld is less than $ Corporate Tax is due to the State of Nebraska in odd numbered years. Statement is received after January 1 st, and is delinquent on April 1st. Currently the fee is $ Pay Unemployment Tax. NSC 1/13 Page 15 of 17 Section 7 Page 15

16 Prepare for Board meeting. For each board meeting, prepare an expense statement and a listing of disbursements that will be included with the executive board minutes. Attend as per request by the president. February Send second dues notice to active members of Disbanded Chapters. Upon receiving dues, issue dues card to members. File Forms W-3 and W-2 by February 28. File Copy A of W-2 with Form W-3. with the Social Security Administration. File Forms 1096 and 1099 by February 28. File Copy A of all Forms 1099 with Form 1096 with IRS. File Forms W-3N and State Copy of W-2 by March 15 with the Nebraska Department of Revenue. NSC 1/13 Page 16 of 17 Section 7 Page 16

17 March Verify Annual Reports from the local treasurers and corresponding secretaries. Send releases and copies of the annual reports for the corresponding secretary and the treasurer to the chapter president. Prepare Annual Report to International Chapter of Membership March 1st (after completing Tally and Summary Reports for each alphabet), Annual Report of State Treasurer, and the Annual Summary of Treasurer of State Chapter for Nebraska State Chapter (IRS-SC) and Nebraska Cottey Scholarships (IRS-SC). Please refer to Annual Report Handbooks and Software Manuals Mail copies of Annual Report of Corresponding Secretary, Annual Report of Treasurer and IRS-LC received from each chapter to Executive Office. Prepare suggestions to the board on items and topics that should be emphasized at the local chapter officers workshops Contact the Director of Program and Distribution at the Lincoln Foundation for the amount available to be awarded for the PG Richardson scholarship on the even years. Inform the chairman of the Cottey Scholarship Committee of amounts that will be available for scholarships balance in account, chapter contributions, Hughes, Houseman, PG Richardson, and Goff Cottey Scholarship. NSC 1/13 Page 17 of 17 Section 7 Page 17