​​COMMUNITY SECRETARY ROLE DESCRIPTION​ 

 

Purpose 

 

To record and document written communication pertaining to the business of the Community Council. 

 

Qualifications  

 

• Good written communication skills 

• Ability to record minutes from meetings 

• Computer skills 

• Self-directed and good organization skills 

• Access to computer and internet strongly recommended 

 

Duties and Responsibilities  

 

• Is a member of the community’s executive council for matters that require the executive’s attention and consideration 

• Record and transcribe all minutes of Community Council and Executive meetings 

• Distribute minutes and other relevant information as required to the community volunteers in advance of each meeting 

• Forward a copy of all the minutes to the Provincial Staff Representative 

• Maintain files of minutes, correspondence etc., on the community’s behalf 

• Book meeting rooms and arrange for refreshments if necessary 

• Correspond with Community volunteers, the Provincial office and others as required on behalf of the community 

• Upon vacating the position all files etc. must be passed on to the new secretary 

• Review and be familiar with relevant sections of the Resource Library 

• Maintain Special Olympics e-mail address that is provided to you if applicable 

 

Time Requirement  

 

Two hours per week is the estimated time commitment. 

 

Duration of Position  

 

Two-year term or as per Community by-laws. 

 

 Accountability  

 

• To work in cooperation with the Community Council and with the membership 

• To ensure Provincial Staff Representative is made aware of the minutes of each council meeting 

 

 

Orientation and Training 

 

• Orientation and training is available through the outgoing secretary and/or Provincial Staff Representative.