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Secretariat
4 months ago
GENERAL SUMMARY OF RESPONSIBILITIES
The Secretariat position of a non-profit organization plays a critical role in fostering communication and diligence through proper management and utilization of important records such as meeting minutes and the organization's bylaws.
The Secretariat position has wide-ranging responsibilities, requiring much more than simply being present at all board meetings. He or 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.
Additionally, the Secretariat should be knowledgeable of the organization's records and related materials, providing advice and resources to the board on topics such as governance issues, amendments to the state laws, and the like, that will assist them in fulfilling their fiduciary duties.
As the custodian of the organization's records, the Secretariat is responsible for maintaining accurate documentation and meeting any legal requirements such as annual filing deadlines. The Secretariat is responsible for reviewing and updating documents as necessary and ensuring all documents are safely stored and readily accessible.
A Secretariat will be most useful to an organization when his or her role is catered to meet the unique structure and needs of the organization, rather than filling a "one-fits-all" job description. Duties may additionally change from time to time as may be assigned to him or her by the board.
General Responsibilities
Organizations are required bylaws and by custom to maintain certain records for several purposes, including:
- accurate recollection of decisions;
- determination of eligibility to vote;
- continuity of policies and practices; and
- accountability of Committee members and officers.
The Secretariat 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 fulfil these responsibilities, and subject to the organization's bylaws, the Secretariat records minutes of meetings, ensures their accuracy, and availability, proposes policies and practices, submits various reports to the board, maintains membership records, fulfils any other requirements of a office bearer and Officer, and performs other duties as the need arises and/or as defined in the bylaws.
Accountability
The Secretariat is accountable to the Board of Committee (if elected or appointed by them) or Members. (If elected by the membership at a members meeting) as specified in the bylaws. Through the Board of Committee, pertain duties of the Secretariat may be delegated to the board members and/or committees as appropriate; however, the accountability for them remains with the Secretariat.
Specific Duties
Minutes
The Secretariat is responsible for ensuring that accurate minutes of meetings are taken and approved. Requirements of minutes may vary with the jurisdiction but should include at a minimum:
The President signs a copy of the final, approved minutes and the Secretariat ensures that this copy is maintained in the corporate records.
Custodian of Records
The Secretariat 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, (eg. letters patent, articles of incorporation), lists of directors, board and committee meeting minutes financial reports, and other official records.
Membership Records
The Secretariat ensures that official records are maintained of members of the organization and Board. He/She ensures that these records are available when required for reports, elections, referenda, other votes, etc.
Bylaws
The Secretariat ensures that an up-to-date copy of the bylaws is available at all meetings.
Communication
The Secretariat ensures that proper notification is given of Committee and members' meetings as specified in the bylaws. The Secretariat manages the general correspondence of the Board of Committee except for such correspondence assigned to others.
Meetings
The Secretariat provides items for the agenda as appropriate. The secretariat records meeting minutes as described above depending upon the bylaws and practices of the organization, the Secretariat will perform these duties for member meetings (eg. Annual General Meeting) and/or for an executive committee.
Filing of Documents
The Secretariat may be the registered agent with respect to the laws of the jurisdiction; the person upon whom legal notice to the corporation is served, and responsible for ensuring that documents necessary to maintain the corporation are filed.
Accreditation
Course intake – Get schedule from training institutions, broadcast to members, chase for documents and photos (keeping in mind the deadline), check thru’ docs and arrange photos in MA firms’ alphabetical order. Assist to queries regarding funding, absentee-payroll issues.
Media – Perform whatever is necessary should there be a press release, media launch, etc.
Misc. – liaise with service providers (eg. logos & certificate design)
Membership Management Software (Glue Up)
Update members changes
Create event to enable online fee collection (this is linked to our website), keep tabs on invoices not paid for event and send reminders, record payment
Email to OBs when there’s a new membership application with applicant’s particulars, approve application on system only when applicant has made payment
Website (Glue Up)
Upload of items to website (new page upload,BCA updates, members’ logo change, etc)
Events
Source for and liaise with service providers, catering, book venue, budgeting, etc.
Corporate office
Clear mail from Corporate Service Office (CSO), return calls received by CSO
Tell employers what skills you have
Microsoft Office
Microsoft Excel
Photos
Administration
Accounting
Compliance
Accountability
Communication Skills
Administrative Support
Budgeting
Team Player
Microsoft Word
Regulatory Requirements
Able To Work Independently
