Tampa Bay Computer Society Job Description

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

Vice President - Administration (elected / appointed)

Name of Person (submitting information):

Michael Armstrong / Neil Edwards

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

1. Be prepared to act in place of the President in performing any of the presidential duties in case of his/her inability to do so.  This can include presiding over Board Meetings, presiding over General Meetings, writing a column for the TBCS magazine, appointing committee chairpersons and others, appointing temporary committees, attending various user group activities, etc.
2. Prepare an Activity Report of all major activities undertaken to fulfill the Vice Presidential 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.
3. Make sure APCUG and FACUG dues and renewal applications are filed.
4. File the Annual Report with the Secretary of State.
5. File the intangible tax declaration with the property appraiser.
6. Make sure income tax forms / 990’s are filed, whether through the use of a CPA or other means.
7. Negotiate and renew the leases for the TBCS general meetings (currently Clearwater Central Catholic High School) and the TBCS office / resource center (currently Clearwater Professional Plaza managed by Prestige Properties).
8. Negotiate and renew all property and liability insurance.
9. File the TBCS occupational license.

Note:  The responsibilities indicated above in #’s 3-9 are normally performed annually.  A yearly calendar has been prepared to assist in the timing of these tasks (see attached calendar).

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

1. Maintain a computerized inventory of all TBCS furnishings, equipment, and computer hardware, including what’s in the Resource Center, what’s in the Office, and what may be on loan to some TBCS members.  This is updated as necessary, when new property is acquired or old property is discarded.  The computer hardware inventory should at least contain device type, model, serial number, vendor, and location, plus any other relevant information.  Additionally, all parts of each computer should be separately logged and cross-referenced.  Every piece of equipment, computer and otherwise, should have a “Property of TBCS” tag affixed to it..  Also make sure that you have an up-to-date copy of the software, book, and tape inventories maintained by the Resource Center Coordinator.  The Secretary should be continually furnished with the updated inventory to maintain a copy on the Office PC.  This is ongoing.
2. Prepare and submit grant requests on behalf of TBCS to assist in funding TBCS projects and efforts.  This is done as needed.
3. Make sure that TBCS has appropriate legal counsel when necessary and maintain a relationship with an attorney willing to donate time.
4. 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.
5. 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.
6. 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.