How are Small Literacy Councils Handling their Finances?

Hi,

I'm a new director of a small literacy council.  We have two staff members.  Previously, our former director signed checks and I did the bookkeeping.  Now that I have moved up, I don't want to give up doing the bookkeeping, because it gives me better insight into our financial position and fundraising performance.

However, our treasurer has pointed out that the same person keeping the books should not have the power to sign checks or use the business debit card.  This makes sense, but with there being only me and a part-time office assistant, it's very impractical.

We also tried a purchase order system where I submitted an estimate of what we needed to the treasurer for approval before making a purchase, but this was also impractical.  For one, some purchases are immediately needed, like certain fundraiser expenses that arise last minute.  Also, the same person making the purchase order was also initiating payment for the purchases, which sort of defeated the purpose.

Our council saves all receipts, and I send financial reports and bank statements to the treasurer each month which detail every expense and deposit.  Our treasurer is resigning, and we may or may not have a new one soon.

I wouldn't want to sign my own paycheck or anything, but for every day bills and purchases, is it ever okay for the same person to make the purchases and record them?  Also, whose name should be associated with the company debit or credit card?

I wonder how councils with just one employee manage?

Any experienced members have suggestions for this situation?