Tampa Bay Computer Society Job Description

Position (being referred to - is it elected, appointed, or volunteer?):

Secretary (elected)

Name of Person (submitting information):

Michael Armstrong / Alice Scarpati

Primary Duties (actual regular duties performed and their frequency):

1. Process all membership dues received at each month’s General Meeting or by mail.  Follow procedures approved by the Treasurer.  This is done monthly and during the month.
2. Prepare lists of all funds received for use by the Treasurer.  This is done thoughout the month.
3. Prepare a raffle ticket for each sponsor of a new member for the new member raffle at the General Meeting.  This is done monthly and during the month.
4. Keep the computerized membership database up-to-date each month, and maintained on the PC in the TBCS office.  A copy can be kept at the Secretary’s residence, both to facilitate inquiries and as backup.
5. Print member ID cards and labels for mailing to new and renewing members along with informational materials.  This is done each month.
6. Print the labels for the TBCS magazine, to be delivered to the printer.  This is done at the end of each month for the following month’s magazine.
7. Print labels and mail reminder cards to members who have not renewed by the end of each month.  This can also be done by the Membership Retention Coordinator.
8. Answer all phone inquiries to the TBCS Office, checking the answering machine when not in.  Respond to information requests by mailing membership applications and other promotional materials.  Direct all other inquiries to the appropriate person.  This should be done at least weekly.
9. Go through all mail received at the TBCS Office and ensure that each piece is directed to the appropriate person.  This should be done at least weekly.
10. Manage the petty cash fund for small purchases, and also the soda fund.  This is ongoing.  Expenses from petty cash should be submitted to the Treasurer each month for replenishment.
11. Check on the status of all supplies and make purchases if necessary.  This should be done weekly.  Supplies to check include all office materials, bathroom supplies, refreshments in the resource center, and all forms both in the resource center and in the office.
12. Maintain records of all key holders, to the resource center, the office, and the software cabinet.  This is ongoing.  The office and resource center door keys require a $5 deposit by the recipient.  The issuing of new keys should be approved by the President.
13. Review the signup sheets from the SIG leaders and Resource Center librarians to check for non or expired members.  Notify the appropriate leader or librarian if one is discovered.  Guests are allowed to attend only one session without joining.  This should be done at least monthly.
14. Maintain the paper files of all membership records in the TBCS Office.  This is ongoing.
15. Prepare an Activity Report of all major activities undertaken to fulfill the Secretary’s duties.  This is done monthly, for submission at Board Meetings.  All other Board Members are expected to prepare similar reports of their activities.  This ensures that all TBCS activities get into the written record and reduces the necessity for lengthy discussions.
16. Maintain complete files of all papers submitted at each Board Meeting, and all official TBCS documents and correspondence.
17. Call the roll and keep accurate minutes at each month’s Board Meeting for submission the following month.  After Board approval, minutes should be uploaded to the TBCS BBS.  These tasks can be delegated to a Recording Secretary appointed by the President.
18. The Assistant Secretary should be briefed each month on all matters at hand and properly trained on the procedures of the Secretary.  The Assistant Secretary will need to be provided with all current papers in case the Secretary is unable to attend a Board Meeting or perform other duties.

Special Activities (any additional duties or jobs performed and their frequency):

1. Continually review and update your Job Description and Procedures to keep the TBCS Procedures Manual up-to-date and complete.  This is done on an ongoing basis, as required.
2. The Secretary is custodian of the Corporate Seal for attesting written instruments of TBCS.  This is ongoing.
3. Maintain the official file copies of TBCS magazines kept in the TBCS Office.  Add each month’s new issue to the archive.  This is separate from any issues that may be kept in the Resource Center for members.
4. Any correspondence or other papers related to TBCS business must be filed in the TBCS office after use of these materials is completed.  This includes correspondence with members and vendors, and is done on a continual basis.
5. Observe the highest standards of ethical conduct.  All Board Members are representatives of TBCS and set the example for others.  Avoid any potential conflicts of interest or even the appearance of same.  As an agent of TBCS, you are not acting on your own behalf, but on behalf of TBCS.

Additional Information:

This is just a general outline of the duties of the Secretary, indicating where some procedures are applied, but without always itemizing the actual details of those procedures.  A detailed manual of various procedures and additional background information prepared by former Secretary Beth Connelly is also available in the TBCS Office.  It is up to the current Secretary to log any additional specific procedural steps currently being followed in the processing of memberships and other areas, and update this job description accordingly.