Administrator/Role Description

From PCSAR

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 adminisitrative 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 (not including 3.4h/mon for reporting & supervision overhead calculated above)

most coordination can 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 consisting 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

• Perform financial transactions according to funders' policies (e.g. AGLC); prepare financial statements required by funders

This responsibility has not been approved as a change to the role description, but is included under the "such other responsibilities as may be directed by the President". It should be incorporated in the next revision of the Role Description.

• Record amendments to the Budget

This responsibility has not been approved as a change to the role description, but is included under the "such other responsibilities as may be directed by the President". It should be incorporated in the next revision of the Role Description.

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:

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 membership 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, by 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

2015-08 Preplan Committee no longer wants this second copy maintained in the MCP. This item should be removed in the next revision of the Role Description.

• Maintain a stock of forms used on incidents, so that overhead teams can restock supplies when incidents are over.

This responsibility has not been approved as a change to the role description, but is included under the "such other responsibilities as may be directed by the President". It should be incorporated in the next revision of the Role Description.

• Distribute and replace incident forms when they are updated. Replacements should include the stock of forms, the overhead files in the firehall cabinet and the MCP and the incident kits held by each Search Manager.

This responsibility has not been approved as a change to the role description, but is included under the "such other responsibilities as may be directed by the President". It should be incorporated in the next revision of the Role Description.

Knowledge, Skills, Abilities

List what knowledge, skills, abilities and time are required or desired.

Time:

• expected to contribute approximately 40 hours each month

Required:

• Personal/home office including computer/printer/internet
• Word processing skills
• E-mail skills
• Minute taking
• Bookkeeping
• Financial skills related to preparing and explaining financial statements
• Able to monitor a budget and report on it.
• website (Mediawiki) skills including page creating, editing and file upload

Desired:

• Highly organized
• Excellent English/writing skills
• Familiar with the legislation and regulations governing societies
• Familiar with record keeping and regulations that the board might be subject to
• Familiar with board governance models
• Knows the bylaws
• Familiar with charitable tax requirements

Resources

List what the organization supplies to help the person in this role.

• guidance, oversight and direction from the President and the Board
• information as needed from the organization's various offices and committees
• accounting software
• Revenue Canada (website)
• the wiki, including an orientation and coaching on its use