The financial secretary’s important role is underscored by the fact that he is not elected by the membership but, his appointment – upon the recommendation of the grand knight and trustees – is approved by the supreme knight for a period of three years. His work has a direct effect on council members, his fellow officers, the state council and the Supreme Council.
Basically, the financial secretary’s duties revolve around two key areas of council activities: financial records and membership records. The financial secretary collects and receives all moneys that come into the council from any source. He then turns that money over to the treasurer for deposit in the council account.
One main function of the financial secretary is to collect money, in the form of dues, from members. He sends out billing notices before the start of the billing period and initiates retention measures to prevent members from being suspended for nonpayment of dues.
The compilation of membership records is another of the financial secretary’s important roles. He must ensure that new members sign the constitutional roll of membership at the time of their First Degree. The financial secretary also applies to the Supreme Council office for honorary and honorary life membership cards for qualified members.
Besides these two major responsibilities, the financial secretary has several others. They include: handling supply orders for members with the Supreme Council Supply Department; filing the “Report of Officers’’ with the Supreme Council office; and reporting all membership/insurance transactions to the Supreme Council office in a timely and correct manner.
The Supreme Council also makes available personal computer software and associated reports and supplies to assist financial secretaries to automate record keeping/billing tasks. Information on hardware requirements and ordering information for the software and supplies may be obtained by contacting the Supply Department or the Department of Membership Records.