Administrator/Role Description

From PCSAR

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::: ''total: 37.4h/month: 34.0/month + 10% reporting & supervision overhead
::: ''total: 37.4h/month: 34.0/month + 10% reporting & supervision overhead
-
On behalf of the President
+
 
 +
On behalf of the President:
::: ''1.3h/mon
::: ''1.3h/mon
Line 30: Line 31:
* 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
 +
::: ''time estimate: add 5% to work effort (represented under "reporting" above)
* bring to the attention of the President any areas of the Administrator's responsibilities that are unlikely to be completed on a timely basis
* bring to the attention of the President any areas of the Administrator's responsibilities that are unlikely to be completed on a timely basis
 +
::: ''time estimate: 0.2h/mon (once a month)
* prepare agendas for board and general meetings, as recommended by the President
* prepare agendas for board and general meetings, as recommended by the President
 +
::: ''time estimate: 0.8h/month
 +
:::: ''15 board meeting/year * 0.5h/meeting
 +
:::: ''3 general meetings/year (including AGM) * 0.5h/meeting
* schedule extraordinary board or general meeting
* schedule extraordinary board or general meeting
 +
::: ''extraordinary meetings are those that are not on regular schedule
 +
::: ''time estimate: 0.3h/mon : 4 board meetings/year * 1h/meeting (coordinating schedules)
* such other responsibilities as may be directed by the President
* such other responsibilities as may be directed by the President
-
===== For the Treasurer =====
+
 
-
On behalf of the Treasurer
+
On behalf of the Treasurer:
 +
 
 +
::: ''14.3h/mon
 +
::: ''most coordination can be done by phone/e-mail
* prepare all cheques for signature
* prepare all cheques for signature
 +
::: ''time estimate: 5.0h/mon
 +
:::: ''10 cheques/month
 +
::::: ''based on cheques 1627 on 2013-05-05, 1729 on 2014-03-31 : 102 cheques in 330 days
 +
::::: ''0.5h/cheque
* maintain an accurate set of books
* maintain an accurate set of books
 +
::: ''time estimate: 7.0h/mon
 +
:::: ''1 invoice/month
 +
::::: ''1h/invoice
 +
:::: ''20 transactions/month (booking: cheques + related)
 +
::::: ''0.3h/transaction
* prepare monthly financial statements consiting of a balance sheet, statement of income and expense, cheque register and bank statement reconciliation
* prepare monthly financial statements consiting of a balance sheet, statement of income and expense, cheque register and bank statement reconciliation
 +
::: ''time estimate: 2.0h/mon
* deliver to each committee a periodic reminder of what portion of their budget line items they've spent and still have available
* deliver to each committee a periodic reminder of what portion of their budget line items they've spent and still have available
 +
::: ''time estimate: 0.3h/mon : approx 4 set of reminders/year * 1h/set of reminders
-
ask:
+
On behalf of the Secretary:
-
* $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
+
 
 +
::: ''6.9h/mon
 +
::: ''most coordination can be done by phone/e-mail
-
===== For the Secretary =====
 
-
On behalf of the Secretary
 
* deliver notices of board and general meetings as required
* deliver notices of board and general meetings as required
-
* attend and prepare minutes of board meetings
+
::: ''time estimate: 0.4h/mon
-
* attend and prepare minutes of general meetings
+
:::: ''15 board meeting/year * 0.3h/meeting
-
* make minutes of all board and general meetings readily available to all members
+
:::: ''3 general meetings/year (including AGM) * 0.2h/meeting
 +
* prepare minutes of board meetings
 +
::: ''time estimate: 3.1h/mon
 +
:::: ''15 board meeting/year * (1h/meeting + 1.5h attend/meeting)
 +
* prepare minutes of general meetings
 +
::: ''time estimate: 0.1h/mon
 +
:::: ''3 general meetings/year (including AGM) * 0.5h/meeting
 +
* make minutes of all board and general meetings readily available to all members (for example, by placing them on the website)
 +
::: ''time estimate: 2.2h/mon
 +
:::: ''go forward: 0.2h/mon (15 board + 3 general meeting/year) * 0.1h/meeting
 +
:::: ''backlog: 2h/mon : last 5 years, 0.1h to find, 0.1h to post
 +
* make the bylaws and policies readily available to all members (for example, by placing them on the website)
 +
::: ''time estimate: 1.0h/mon
 +
:::: ''go forward: 6 policies / year
 +
:::: ''backlog: approx 15 policies, 0.1h/policy to find
 +
:::: ''0.5h/policy to write & post
* perform all required government filings (such as annual society filings, change of officers or board members, change of bylaws, charitable filings)
* perform all required government filings (such as annual society filings, change of officers or board members, change of bylaws, charitable filings)
 +
::: ''time estimate: 1.1h/mon
 +
:::: ''annual society: 1h/year
 +
:::: ''change of officers: 0.5h/change * 4 changes/year
 +
:::: ''charitable filing: 4h/year
 +
:::: ''unknown/other: 4h/year
-
ask:
+
On behalf of the Board:
-
* $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
+
::: ''1.7h/mon
 +
::: ''most coordination is done at monthly meeting or by e-mail
-
===== For the Board =====
 
-
On behalf of the Board
 
* act as a signing authority on the organization's financial accounts
* act as a signing authority on the organization's financial accounts
 +
::: ''time estimate: 0.1h/mon
 +
:::: ''annual signature cards: 1h/year
 +
:::: ''cheque signing included under Treasurer above
* 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
* 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
 +
::: ''time estimate: 1.2h/mon
 +
:::: ''0.3h/week; once a week respond to all outstanding e-mail with form-letter acknowledgement; add to board agenda or forward to person responsible
* with each change in board membership, update the contact information as provided to various government agencies, partner organizations, and used within the organization
* with each change in board membership, update the contact information as provided to various government agencies, partner organizations, and used within the organization
 +
::: ''time estimate: 0.3h/mon
 +
:::: ''4 changes/year * 1 hr/change
 +
:::: ''provincial registrar listed above under Secretary
* provide each new board member with an orientation package
* provide each new board member with an orientation package
 +
::: ''package developed by board and readily available for printing
 +
::: ''time estimate: 0.1h/mon : 4 changes/year * 0.2h/change preparation
* such other responsibilities as may be directed by the Board
* such other responsibilities as may be directed by the Board
-
===== For the Membership Committee =====
+
 
-
On behalf of the Membership Committee
+
On behalf of the Membership Committee:
* bring the membership database monthly up to date
* 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 =====
+
::: ''4.4h/mon
-
On behalf of the Training Committee
+
::: ''most coordination can be done by e-mail/website; no need to attend committee meetings
-
* 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 =====
+
* bring the membership database monthly up to date. Consolidate changes from various sources such as approval of new members, changes made in the Membership Binder - individual records or call-out sheet, e-mailed changes, sign-in sheets from incidents or events, meeting minutes and personnal request to the Administrator.
-
On behalf of the Audit Committee
+
::: ''time estimate: 2.5h/mon : 0.1h/record update * 25 updates/month
-
* Make available all financial records, prior to the annual general meeting
+
* maintain the membersh binder up to date
-
* Attend meetings as required
+
::: ''time estimate: 1.6h/mon : 0.2h/print * 8 print/mon
-
* Draft a report based on the committee's finding for their signature
+
* provide new members with an orientation package
-
* Distribute the committee's report as part of the annual general meeting
+
::: ''package developed by membership committee or board and readily available for printing
 +
::: ''time estimate: 0.3h/mon : 0.2h/member * 15 member/year
-
===== 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 Training Committee:
-
On behalf of the Preplan Committee
+
-
* Maintain a second copy of the personnel records in the Mobile Command Post
+
 +
::: ''3.1h/mon
 +
::: ''most coordination can be done by phone/e-mail; no need to attend committee meetings
-
ask:
+
* Prepare and deliver filings related to training funding completion requirements and extensions. Make filings and correspondence readily available to all committee members (for example, byl placing them on the website)
-
* $200.00 (additional 10h administrator time) - Sort past years search records, organize file cabinet in outside storage - Priority 4
+
::: ''time estimate: 0.3h/mon : 4h/year
 +
* Provide administrative support for SAR Fundamental/Basics courses
 +
** Mange the financial side (such as budget, course deposits, collection of expenses/bills for participants, submission of payment details)
 +
::: ''time estimate: 1.3h/mon : 16h/running*1 running/year
 +
** Manage the advertising and registration side
 +
::: ''time estimate: 1.2h/mon : 14h/running*1 running/year
 +
** Manage the venue and food
 +
::: ''time estimate: 0.3h/mon : 3h/running*1 running/year
-
==== 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
 
 +
On behalf of the Equipment Committee
-
* 2014-2015 budget: $700; projected: ?
+
::: ''0.7h/mon
-
* 2015-2016 budget:
+
::: ''most coordination can be done by phone/e-mail; no need to attend committee meetings
-
==== Bank Services ====
+
* hold an indexed list of all physical assets owned or possessed by the organization.
-
The cost of having a bank account.
+
::: ''Updating done by Equipment Committee
-
* Monthly charges
+
::: ''time estimate: 0.1h/mon : 0.5h/year
-
* Special charges
+
* assist in an annual inventory
 +
::: ''time estimate: 0.3h/mon : 4h/inventory * 1 inventory/year
 +
* purchase of regular replacement supplies
 +
::: ''assume can use standard order through web site for replacement or some other process that takes minimal time
 +
::: ''time estimate: 0.3h/mon : 1 item/2 months * 0.5h/item
-
ask:
+
On behalf of the Audit Committee:
-
* $150
+
-
==== Government Services ====
+
::: ''0.6h/mon
-
Fees and penalties imposed by the government
+
::: ''most coordination is done in person or by e-mail; may need to attend committee meetings
-
* Late filing fee on Charities
+
-
==== Office Supplies ====
+
* Make available all financial records, prior to the annual general meeting
-
Supplies for running our office for administrative purposes.
+
::: ''time estimate: 0.4h/mon
-
* charges for printing
+
:::: ''separate out records for year: 2h/audit
-
* envelopes
+
:::: ''time estimate: respond to question of auditors: 3h/audit
-
* charges for photocopying
+
* Draft a report based on the committee's finding for their signature
 +
::: ''time estimate: 0.1h/mon : 1h/audit
 +
* Distribute the committee's report as part of the annual general meeting
 +
::: ''time estimate: 0.1h/mon : 0.5h/audit
-
Office supplies used for incidents go under incident expenses.
 
 +
On behalf of the Preplan Committee:
-
* 2014-2015 budget: $1,050; projected: ?
+
::: ''1.0h/mon
-
* 2015-2016 budget:
+
::: ''most coordination can be done by e-mail; no need to attend committee meetings
-
 
+
* Maintain a second copy of the personnel records in the Mobile Command Post
-
ask:
+
::: ''time estimate: 1h/mon
-
* $2,000.00
+
:::: ''Visit MCP; printing/photocopy done as part of Membership binder
-
 
+
-
==== 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 ==
== Knowledge, Skills, Abilities ==

Revision as of 14:57, 26 July 2014

This page is based on the Role description template.

Use that template to make similar pages.

Contents

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:

1.3h/mon
most coordination cab be done by phone/e-mail
  • maintain a list of all work that is pending and a journal of all work that has been performed
time estimate: add 5% to work effort (represented under "reporting" above)
  • bring to the attention of the President any areas of the Administrator's responsibilities that are unlikely to be completed on a timely basis
time estimate: 0.2h/mon (once a month)
  • prepare agendas for board and general meetings, as recommended by the President
time estimate: 0.8h/month
15 board meeting/year * 0.5h/meeting
3 general meetings/year (including AGM) * 0.5h/meeting
  • schedule extraordinary board or general meeting
extraordinary meetings are those that are not on regular schedule
time estimate: 0.3h/mon : 4 board meetings/year * 1h/meeting (coordinating schedules)
  • such other responsibilities as may be directed by the President


On behalf of the Treasurer:

14.3h/mon
most coordination can be done by phone/e-mail
  • prepare all cheques for signature
time estimate: 5.0h/mon
10 cheques/month
based on cheques 1627 on 2013-05-05, 1729 on 2014-03-31 : 102 cheques in 330 days
0.5h/cheque
  • maintain an accurate set of books
time estimate: 7.0h/mon
1 invoice/month
1h/invoice
20 transactions/month (booking: cheques + related)
0.3h/transaction
  • prepare monthly financial statements consiting of a balance sheet, statement of income and expense, cheque register and bank statement reconciliation
time estimate: 2.0h/mon
  • deliver to each committee a periodic reminder of what portion of their budget line items they've spent and still have available
time estimate: 0.3h/mon : approx 4 set of reminders/year * 1h/set of reminders


On behalf of the Secretary:

6.9h/mon
most coordination can be done by phone/e-mail
  • deliver notices of board and general meetings as required
time estimate: 0.4h/mon
15 board meeting/year * 0.3h/meeting
3 general meetings/year (including AGM) * 0.2h/meeting
  • prepare minutes of board meetings
time estimate: 3.1h/mon
15 board meeting/year * (1h/meeting + 1.5h attend/meeting)
  • prepare minutes of general meetings
time estimate: 0.1h/mon
3 general meetings/year (including AGM) * 0.5h/meeting
  • make minutes of all board and general meetings readily available to all members (for example, by placing them on the website)
time estimate: 2.2h/mon
go forward: 0.2h/mon (15 board + 3 general meeting/year) * 0.1h/meeting
backlog: 2h/mon : last 5 years, 0.1h to find, 0.1h to post
  • make the bylaws and policies readily available to all members (for example, by placing them on the website)
time estimate: 1.0h/mon
go forward: 6 policies / year
backlog: approx 15 policies, 0.1h/policy to find
0.5h/policy to write & post
  • perform all required government filings (such as annual society filings, change of officers or board members, change of bylaws, charitable filings)
time estimate: 1.1h/mon
annual society: 1h/year
change of officers: 0.5h/change * 4 changes/year
charitable filing: 4h/year
unknown/other: 4h/year


On behalf of the Board:

1.7h/mon
most coordination is done at monthly meeting or by e-mail
  • act as a signing authority on the organization's financial accounts
time estimate: 0.1h/mon
annual signature cards: 1h/year
cheque signing included under Treasurer above
  • 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
time estimate: 1.2h/mon
0.3h/week; once a week respond to all outstanding e-mail with form-letter acknowledgement; add to board agenda or forward to person responsible
  • with each change in board membership, update the contact information as provided to various government agencies, partner organizations, and used within the organization
time estimate: 0.3h/mon
4 changes/year * 1 hr/change
provincial registrar listed above under Secretary
  • provide each new board member with an orientation package
package developed by board and readily available for printing
time estimate: 0.1h/mon : 4 changes/year * 0.2h/change preparation
  • such other responsibilities as may be directed by the Board


On behalf of the Membership Committee:

  • bring the membership database monthly up to date
4.4h/mon
most coordination can be done by e-mail/website; no need to attend committee meetings
  • bring the membership database monthly up to date. Consolidate changes from various sources such as approval of new members, changes made in the Membership Binder - individual records or call-out sheet, e-mailed changes, sign-in sheets from incidents or events, meeting minutes and personnal request to the Administrator.
time estimate: 2.5h/mon : 0.1h/record update * 25 updates/month
  • maintain the membersh binder up to date
time estimate: 1.6h/mon : 0.2h/print * 8 print/mon
  • provide new members with an orientation package
package developed by membership committee or board and readily available for printing
time estimate: 0.3h/mon : 0.2h/member * 15 member/year


On behalf of the Training Committee:

3.1h/mon
most coordination can be done by phone/e-mail; no need to attend committee meetings
  • Prepare and deliver filings related to training funding completion requirements and extensions. Make filings and correspondence readily available to all committee members (for example, byl placing them on the website)
time estimate: 0.3h/mon : 4h/year
  • Provide administrative support for SAR Fundamental/Basics courses
    • Mange the financial side (such as budget, course deposits, collection of expenses/bills for participants, submission of payment details)
time estimate: 1.3h/mon : 16h/running*1 running/year
    • Manage the advertising and registration side
time estimate: 1.2h/mon : 14h/running*1 running/year
    • Manage the venue and food
time estimate: 0.3h/mon : 3h/running*1 running/year


On behalf of the Equipment Committee

0.7h/mon
most coordination can be done by phone/e-mail; no need to attend committee meetings
  • hold an indexed list of all physical assets owned or possessed by the organization.
Updating done by Equipment Committee
time estimate: 0.1h/mon : 0.5h/year
  • assist in an annual inventory
time estimate: 0.3h/mon : 4h/inventory * 1 inventory/year
  • purchase of regular replacement supplies
assume can use standard order through web site for replacement or some other process that takes minimal time
time estimate: 0.3h/mon : 1 item/2 months * 0.5h/item


On behalf of the Audit Committee:

0.6h/mon
most coordination is done in person or by e-mail; may need to attend committee meetings
  • Make available all financial records, prior to the annual general meeting
time estimate: 0.4h/mon
separate out records for year: 2h/audit
time estimate: respond to question of auditors: 3h/audit
  • Draft a report based on the committee's finding for their signature
time estimate: 0.1h/mon : 1h/audit
  • Distribute the committee's report as part of the annual general meeting
time estimate: 0.1h/mon : 0.5h/audit


On behalf of the Preplan Committee:

1.0h/mon
most coordination can be done by e-mail; no need to attend committee meetings
  • Maintain a second copy of the personnel records in the Mobile Command Post
time estimate: 1h/mon
Visit MCP; printing/photocopy done as part of Membership binder

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.

Retrieved from "http://pcsar.dyndns.org/mediawiki/index.php/Administrator/Role_Description"
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