ASB Virtual Workshop - ASB Bookkeepers and Secretaries (09.18.25)-091825 - Virtual ASB Workshop

Video Transcription

Video Summary

The presenter welcomes Washington State ASB bookkeepers/secretaries and acknowledges how overwhelming the role can be—especially for new staff juggling cash boxes, fundraisers, approvals, parents, advisors, coaches, and district demands. She shares her own path into ASB work after being assigned audit findings early in her career, emphasizing that no one should feel alone: districts can learn from one another, and WASBO resources exist to support consistent practices statewide.<br /><br />This session is part of more role-specific WASBO training (separate workshops for administrators, students, district office, and parent groups). Participants are encouraged to use chat and networking to connect with nearby peers for ongoing support.<br /><br />Core content reviews foundational roles: bookkeepers act as the “hub” coordinating students, advisors, athletics, principals, and district office; students (treasurer/secretary) should be actively involved in budgeting, approvals, reporting, meeting minutes, and fund oversight; advisors and principals provide guidance and oversight. The presenter stresses communication and building systems rather than absorbing others’ responsibilities.<br /><br />Key compliance themes include: knowing and following state laws (RCW/WAC), district board policies, and school/club constitutions; maintaining strong cash controls; monitoring budgets and fund balances; ensuring required student approvals (budget, purchase orders, invoices, and fundraiser reconciliations); reporting suspected theft/fraud; and preparing for state audits. The state auditor is framed as a partner focused on safeguarding student funds used for cultural, athletic, recreational, and social (CARS) purposes.

Keywords

Washington State ASB

ASB bookkeeper

ASB secretary

WASBO training

school district compliance

RCW WAC regulations

board policies

club constitution

cash controls

fundraisers

student approvals

budget monitoring

fund balance oversight

fraud theft reporting

state audit preparation