Administrator/Role Description
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== Responsibilities == | == Responsibilities == | ||
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On behalf of the President | On behalf of the President | ||
* maintain a list of all work that is pending and a journal of all work that has been performed | * maintain a list of all work that is pending and a journal of all work that has been performed | ||
Revision as of 14:17, 26 July 2014
Document status
Is this document a draft? Official?
This document is APPROVED. It was adopted by the Board of Directors at the April 13, 2015 board meeting. It can be changed at any board meeting.
Italicized text is analysis and commentary that does not form part of the Job Description to be approved by the board.
Position description
Summarize what the role does within the organization.
The administrator is a paid contract position in the organization. The position is created to remove the most onerous admisitrative tasks from the volunteer members of the organization. This allows the volunteers to focus on activities that keep them invigorated and volunteering.
The administrator reports to the board and is overseen by the president. Since the administrative burden is distributed through out the organization, the administrator does work on behalf of many committees and offices. Any new activities should be approved either by the president or the board.
Responsibilities
List the major areas of responsibilities.
- total: 37.4h/month: 34.0/month + 10% reporting & supervision overhead
On behalf of the President
- maintain a list of all work that is pending and a journal of all work that has been performed
- bring to the attention of the President any areas of the Administrator's responsibilities that are unlikely to be completed on a timely basis
- prepare agendas for board and general meetings, as recommended by the President
- schedule extraordinary board or general meeting
- such other responsibilities as may be directed by the President
For the Treasurer
On behalf of the Treasurer
- prepare all cheques for signature
- maintain an accurate set of books
- prepare monthly financial statements consiting of a balance sheet, statement of income and expense, cheque register and bank statement reconciliation
- deliver to each committee a periodic reminder of what portion of their budget line items they've spent and still have available
ask:
- $160.00 (additional 8h administrator time) - Sort and file in outside storage past financial records (copy legal documents, registrations etc and file in legal binders inside) - Priority 3
For the Secretary
On behalf of the Secretary
- deliver notices of board and general meetings as required
- attend and prepare minutes of board meetings
- attend and prepare minutes of general meetings
- make minutes of all board and general meetings readily available to all members
- perform all required government filings (such as annual society filings, change of officers or board members, change of bylaws, charitable filings)
ask:
- $200.00 (additional 10h administrator time) - Clean out firehall indoor storage locker (Sort, organize, set up binders, take inventory/replace supplies, index contents) - Priority 1
- $300.00 (additional 15h administrator time) - Scan legal documents to wiki, copy documents, set up binders for storage locker - Priority 2
For the Board
On behalf of the Board
- act as a signing authority on the organization's financial accounts
- acknowledge any email received to the board email address that is not responded to in a reasonable time by a member responsible for the matter
- with each change in board membership, update the contact information as provided to various government agencies, partner organizations, and used within the organization
- provide each new board member with an orientation package
- such other responsibilities as may be directed by the Board
For the Membership Committee
On behalf of the Membership Committee
- bring the membership database monthly up to date
- maintain the membership binder up to date
- provide new members with an orientation package
For the Training Committee
On behalf of the Training Committee
- Prepare and deliver filings related to training funding completion requirements and extensions. Make filings and correspondence readily available to all committee members
- Provide administrative support for SAR Fundamental/Basics courses (mange the financial side, the advertising and registration side and the venue and food)
For the Audit Committee
On behalf of the Audit Committee
- Make available all financial records, prior to the annual general meeting
- Attend meetings as required
- Draft a report based on the committee's finding for their signature
- Distribute the committee's report as part of the annual general meeting
For the Equipment Committee
On behalf of the Equipment Committee
- hold an indexed list of all physical assets owned or possessed by the organization.
- assist in an annual inventory
- purchase of regular replacement supplies
For the Preplan Committee
On behalf of the Preplan Committee
- Maintain a second copy of the personnel records in the Mobile Command Post
ask:
- $200.00 (additional 10h administrator time) - Sort past years search records, organize file cabinet in outside storage - Priority 4
Admin Phone
The cost of phone communications for administrative purposes.
- +1-855-727-6825 : permanent number to reach President, Administrator, Equipment, Training, etc.
- additional long distance charges for administrative purposes, if any, from personnel
- 2014-2015 budget: $700; projected: ?
- 2015-2016 budget:
Bank Services
The cost of having a bank account.
- Monthly charges
- Special charges
ask:
- $150
Government Services
Fees and penalties imposed by the government
- Late filing fee on Charities
Office Supplies
Supplies for running our office for administrative purposes.
- charges for printing
- envelopes
- charges for photocopying
Office supplies used for incidents go under incident expenses.
- 2014-2015 budget: $1,050; projected: ?
- 2015-2016 budget:
ask:
- $2,000.00
Postal Services
Cost of having and using mail.
- Post office box rental
- Postage
- Courier fees
ask:
- $165.00 - box rental
Promotion
Cost of promoting our organization to the public and prospective members.
- Advertising in the local paper
- Production of brochures
- 2014-2015 budget: under "Office Supplies"; projected: ?
- 2015-2016 budget:
ask:
- $200
Software
Costs of purchase, upgrade or access to software necessary for administration.
- accounting software
Under the contract with the administrator, that person supplies their own computer, operating system and office productivity software.
ask:
- $150 Software Updates - annual upgrade to QuickBooks
Web Site
Costs of operating PCSAR's web site and server.
- 2014-2015 budget: $300; projected: $300
- 2015-2016 budget:
Knowledge, Skills, Abilities
List what knowledge, skills, abilities and time are required or desired.
Resources
List what the organization supplies to help the person in this role.
