Resource Library

The Community Secretary plays a vital role in ensuring the smooth operation and effective communication within the Community Council. This position is crucial for maintaining accurate records, coordinating communication among members, and supporting the council's activities. Key responsibilities include recording and transcribing meeting minutes, distributing relevant information, maintaining files, and corresponding with community members and the Provincial office.

Main Responsibilities:

• Record and transcribe all minutes of Community Council and Executive meetings.
• Distribute minutes and other relevant information to community volunteers in advance of each meeting.
• Forward copies of all minutes to the Provincial Staff Representative.
• Maintain files of minutes, correspondence, etc., on behalf of the community.
• 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.
• Pass on all files to the new secretary upon vacating the position.
• Review and be familiar with relevant sections of the Resource Library.
• Maintain the Special Olympics email address provided.

Annual Responsibilities:

• Send out reminders for upcoming meetings along with meeting minutes from the previous month.
• Attend meetings and take the meeting minutes.
• Coordinate athlete registrations and volunteer inventories.
• Manage the transition between sport seasons.
• Recognize volunteer years of service.
• Ensure the end-of-season activities are organized and communicated.

Please browse the articles below for the full job description and other resources to support the position.