Community Secretary Position 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 is required
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
- Maintain files of minutes, correspondence etc., on the community’s behalf in the SOO community specific Google Drive
- 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 the Communities & Clubs and Risk Management sections of the Resource Library
- Maintain Special Olympics e-mail address that is provided to you
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