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COMMUNITY SECRETARY JOB 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
- 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 sections 1,3,6,13 and 18 of the information portal.
- 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
Winter Sport Season starts
Send out reminder regarding upcoming meeting along with meeting minutes from previous month
Attend meeting and take the meeting minutes
Work on special projects/ committees as required |
February
Send out reminder regarding upcoming meeting along with meeting minutes from previous month
Attend meeting and take the meeting minutes
Work on special projects/ committees as required |
March
Summer Athlete Registration
Send out reminder regarding upcoming meeting along with meeting minutes from previous month
Attend meeting and take the meeting minutes
Work on special projects/ committees as required |
April
Send out reminder regarding upcoming meeting along with meeting minutes from previous month
Attend meeting and take the meeting minutes
Work on special projects/ committees as required
Volunteer Week/ SOO Volunteer Gifts |
May
Beginning of Summer sport season/ End of Spring sport season
Send out reminder regarding upcoming meeting along with meeting minutes from previous month
Attend meeting and take the meeting minutes
Work on special projects/ committees as required |
June
Send out reminder regarding upcoming meeting along with meeting minutes from previous month
Attend meeting and take the meeting minutes
Work on special projects/ committees as required |
July
Send out reminder regarding upcoming meeting along with meeting minutes from previous month
Attend meeting and take the meeting minutes
Work on special projects/ committees as required
|
August
End of Summer Sport Season
Send out reminder regarding upcoming meeting along with meeting minutes from previous month
Attend meeting and take the meeting minutes
Work on special projects/ committees as required |
September
Winter/ Spring Athlete Registration
Send out reminder regarding upcoming meeting along with meeting minutes from previous month
Attend meeting and take the meeting minutes
Work on special projects/ committees as required |
October
Beginning of Spring Sport Season
Send out reminder regarding upcoming meeting along with meeting minutes from previous month
Attend meeting and take the meeting minutes
Work on special projects/ committees as required |
November
Send out reminder regarding upcoming meeting along with meeting minutes from previous month
Attend meeting and take the meeting minutes
Work on special projects/ committees as required |
December
Send out reminder regarding upcoming meeting along with meeting minutes from previous month
Attend meeting and take the meeting minutes
Work on special projects/ committees as required |
*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