COMMUNITY SECRETARY ROLE DESCRIPTION

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. 

 

Community Secretary Year at a Glance 

January 

Send out reminder regarding upcoming meeting along with meeting minutes from previous month 

Attend meeting and take the meeting minutes 

 

February 

Send out reminder regarding upcoming meeting along with meeting minutes from previous month 

Attend meeting and take the meeting minutes 

 

March 

Send out reminder regarding upcoming meeting along with meeting minutes from previous month 

Attend meeting and take the meeting minutes 

 

 

April 

Send out reminder regarding upcoming meeting along with meeting minutes from previous month 

Attend meeting and take the meeting minutes 

Summer Athlete Registration 

Volunteer Week / Volunteer Years of Service Inventory 

May 

Send out reminder regarding upcoming meeting along with meeting minutes from previous month 

Attend meeting and take the meeting minutes 

End of Winter & Spring sport seasons  

 Beginning of Summer sport season 

June 

Send out reminder regarding upcoming meeting along with meeting minutes from previous month 

Attend meeting and take the meeting minutes 

 

July 

Send out reminder regarding upcoming meeting along with meeting minutes from previous month 

Attend meeting and take the meeting minutes 

August 

Send out reminder regarding upcoming meeting along with meeting minutes from previous month 

Attend meeting and take the meeting minutes 

End of Summer Sport Season 

 

September 

Send out reminder regarding upcoming meeting along with meeting minutes from previous month 

Attend meeting and take the meeting minutes 

Winter/ Spring Athlete Registration 

October 

Send out reminder regarding upcoming meeting along with meeting minutes from previous month 

Attend meeting and take the meeting minutes 

Beginning of Winter & Spring Sport Seasons 

November 

Send out reminder regarding upcoming meeting along with meeting minutes from previous month 

Attend meeting and take the meeting minutes 

 

 

December 

Send out reminder regarding upcoming meeting along with meeting minutes from previous month 

Attend meeting and take the meeting minutes 

 

 

*Please Note: the year at a glance has been created as a guideline, additions or changes to the responsibilities of the position may be made based on the needs of the community