Staying organized is the key to managing the many responsibilities of a school district treasurer. Checklists are practical, easy-to-follow reminders to help treasurers stay on top of daily, monthly, and year-end tasks.
Staying on Track: Checklists for Every Season
The role of a school district treasurer requires juggling daily responsibilities while also anticipating monthly, quarterly, and year-end requirements. During my career, I developed a series of checklists to serve as a practical guide throughout the fiscal year. I am sharing the Mohawk Treasurer Job Checklist so that other school business officials can review it them and adapt it for their practices if they find it useful.
What’s Included in the Checklists?
- Daily List
A reminder of routine but essential tasks, such as reconciling checks and debits, monitoring outstanding items, and approving purchase requisitions. These daily practices establish consistency and reduce the risk of errors.
- Month End
Key steps to close the books and prepare for board meetings, including reviewing outstanding purchase orders, running negative budget reports, and preparing cash summaries. This ensures both accuracy and readiness for board-level communication.
- Monthly Happenings
A month-by-month calendar of recurring deadlines and activities. From the January organizational meeting and tax budget filings, to August and February's forecast submission, the checklist ensures treasurers never lose sight of critical compliance and reporting timelines.
- Year-End Reminders
A focused list of closing tasks such as monitoring fund balances, updating insurance premiums, and ensuring PI funds meet minimum balance requirements. These reminders help treasurers wrap up the fiscal year with confidence and compliance.
Why Use Checklists?
Checklists like this are designed to:
- Serve as a quick reference for both treasurers and fiscal office staff.
- Support planning and prioritization throughout the year.
- Reduce stress by providing structure to recurring deadlines.
- Promote consistency and accountability within the finance office by keeping everyone on the same page
By using checklists, treasurers can keep their financial operations aligned with state requirements, board expectations, and district needs—all while building confidence that nothing slips through the cracks.