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Responsibilities and expertise required for the office of ISST Treasurer

Confirmed by the Executive Board 21 April 2020

The holder of the office of ISST Treasurer needs significant expertise with respect to managing of the Society’s account and understanding of the legal aspects that are involved.  The Treasurer must be able to undertake the following responsibilities and supervise the office staff to whom any of them may be delegated:

  1. Financial aspects
    •  Advise the Executive Board with respect to all financial matters.
    •  Supervise and control the ISST bank accounts and credit card facilities and be familiar with the procedure required for this.
    • Report to credit card control associations on our handling practice in order to get the annual PCCI compliance seal for customers’ protection. 
    • Sign for payments from bank accounts, including payments to office staff including temporary  assistants, free lancers and other suitable helping persons (e.g., lawyer, tax accountant, webmaster.
    • Prepare financial and activity reports for the German tax revenue office (Finanzamt) to prove our non-profit-status (Gemeinnützigkeit) and ensure we continue to get tax exemption. 
    • Maintain, and keep up to date a membership data management platform (CRM) including an accounting system, and keep the membership list up to date. 
    • Integrate the CRM with the process of registration for ISST events such as the INSPIRE conferences and ENLIGHT workshop meetings. 
    • Check that membership fees have been paid and follow up on unpaid fees. 
    • Record all earnings and expenses into categories to be summarized and presented in a comprehensive annual financial statement. 
    • Prepare for presentation to the biennial membership assembly a record of current annual financial balances and a proposal for budget plan for the coming two years. 
    • Check and organize all insurance matters including those related to liability and legal protection.
    •  Act as financial consultant as part of the committee planning the biennial conference and other ISST events such as the biennial ENLIGHT workshops to ensure that the conference budget is sound and responsibly managed. 
    • Publish a final balance on earnings and expenses.
  2. Legal aspects 
    • Advise the Executive Board with respect to all legal matters affecting the Society. 
    • Represent the society towards local advocates in or out of court (alone).
    • Ensure that the financial and legal activities of the Society are in accordance with the Society’s Statutes. 
    • Prepare proposals for changes of the Statutes to be voted on at the biennial membership assembly. 
    • Register and forward to the law court (Vereinsgericht) with the help of a notary) all changes made to the Statutes, and all changes of membership of the Executive Board. 
    • Help to prepare the procedures for the biennial membership assembly and ensure they are in accordance with the Society’s Statutes.
  3. Organizational aspects
    •  Attend and contribute to all meetings of the Executive Board.  These are normally held online monthly but extended meetings take place at ISST events such as the biennial conference. 
    • Participate in ISST committees where financial matters are salient (such as Events committees). 
    •  Advise the Executive Board on all legal and financial matters. 
    •  Assist the Election Committee with the management of the electronic voting procedure used for the Election of a new Executive Board and ensure it is in accordance with the statutes. 
    • Contribute to the ongoing process of developing the organisational structures of the society, and particularly the office structures. 
    • Supervise the processing of applications for membership and certification, the assigning and providing of membership numbers, and the issuing of certificates.

* The ISST office staff currently consist of

  1. An ISST office employee  who works 20 hours a week supporting the treasurer maintaining the membership listing and caring for the incoming fees and support the local organizers at our conferences.
  2. Volunt, an Association Management Company that provides us with about 30 weekly hours (which can be increased if needed).

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