We are currently looking to fill a secretary position on the board. This is a volunteer position and will require open availability.
Job duties include but not limited to:
The secretary position of ROC MOMs plays a critical role in fostering communication and diligence through proper management and utilization of important records such as meeting minutes, the organization’s bylaws, volunteer coordination, donation records, and requested needs.
The secretary has wide-ranging responsibilities, requiring much more than simply being present at all board meetings. She is an active conduit for communication by giving proper notice of any meetings and timely distribution of materials such as agendas and meeting minutes.
The secretary should be knowledgeable of the organization’s records and related materials, providing advice and resources to the board that will assist them in fulfilling their fiduciary duties.
The secretary should be organized and have high attention to detail. The secretary should have the flexibility and time to attend all meetings, and maintain all specific duties.
As the custodian of the organization’s records, the secretary is responsible for maintaining accurate documentation and meeting any legal requirements of the state once Not-For-Profit is achieved.
The secretary is responsible for reviewing and updating documents as necessary and ensuring all documents are safely stored and readily accessible.
The secretary will be most useful to ROC MOMs when her role is catered to meet the unique structure and needs of this organization, therefore there is not “one-fits-all” job description.
Not-For-Profit organizations are required by law to maintain certain records for several purposes, including:
Accurate recollection of decisions;
Continuity of policies and practices; and
Accountability of directors and officers.
The secretary is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements, and to enable authorized persons to determine when, how, and by whom the board’s business was conducted. In order to fulfill these responsibilities, and subject to the organization’s bylaws, the Secretary records minutes of meeting, ensures their accuracy, and availability, proposes policies and practices, submits various reports to the board, maintains records, fulfills any other requirements of officers, and performs other duties as the need arises and/or defined in the bylaws.
The secretary is accountable to the board or members as specified in the bylaws. Through the board, certain duties of the secretary may be delegated to board members and/or committees as appropriate; however, the accountability for them remains with the secretary.
The secretary is responsible for ensuring that accurate minutes of meetings are taken and approved. Should include at a minimum:
Date, time, location of meeting;
List of those present and absent
List of items discussed;
List of reports presented;
Text of motions presented and description of their disposition. (i.e. motion to approve minutes, who seconded, and if all were in favor)
The secretary signs a copy of the final, approved minutes and ensures that this copy is maintained in the secretary binder.
Custodian of records
The secretary ensures that the records of the organization are maintained as required by law and made available when required by authorized persons. These records may include founding documents, (articles of incorporation, by laws, mission, vision), list of board and committee members, board and committee meeting minutes, financial reports, and other official records.
The secretary ensures that an up-to-date copy of the bylaws is available at all meetings.
The secretary ensures that proper notification is given to board members as specified in the bylaws. The secretary manages the general correspondence of the board except for such correspondence assigned to others.
The secretary participates in board meetings as a voting member. The secretary provides items for the agenda. The secretary records board meeting minutes as described above. The secretary should also record meeting minutes of any subcommittees as created by the board.
Maintenance of Volunteer lists
The secretary is responsible for maintenance of volunteer lists and should include at a minimum:
Maintenance of donation lists
The secretary is responsible for maintenance of google docs utilized to gather all donations. The secretary should have a separate list of all inventory of donated items.
Maintenance of needs lists
The secretary is responsible for maintenance of google docs utilized to gather all needs requests to present to the board.
Coordinates donation drop off/pick up
The secretary is responsible for coordinating with donators on closest drop off or need for pick up.
Maintenance of fundraisers
The secretary is responsible for maintenance of needs for upcoming fundraisers, coordination of the date, location, flyer creation, and distribution to the board.
Other duties as assigned by board