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{{Job description/Header}}
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__NOTOC__
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== Document status ==
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=== Administration ===
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{{Job description/Status}} <!-- Don't remove this line -->
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==== Administrator Time ====
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This document is APPROVED.
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Cost of the work provided by the Administrator.
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It was adopted by the Board of Directors at the April 13, 2015 board meeting.
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It can be changed at any board meeting.
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''Italicized text'' is analysis and commentary that does not form part of the Job Description to be approved by the board.
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Not all time is "administrative".
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E.g. time working for the equipment or training committee.
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== Position description ==
 
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{{Job description/description}} <!-- Don't remove this line -->
 
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The administrator is a paid contract position in the organization.
 
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The position is created to remove the most onerous adminisitrative tasks from the volunteer members of the organization.
 
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This allows the volunteers to focus on activities that keep them invigorated and volunteering.
 
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The administrator reports to the board and is overseen by the president.
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* 2014-2015 budget: $9,600; projected: ?
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Since the administrative burden is distributed through out the organization,
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* 2015-2016 budget:
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the administrator does work on behalf of many committees and offices.
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Any new activities should be approved either by the president or the board.
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== Responsibilities ==
 
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{{Job description/Responsibilities}} <!-- Don't remove this line -->
 
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::: ''total: 37.4h/month: 34.0/month + 10% reporting & supervision overhead
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ask:
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* $14,400.00 - Professional Fees : monthly increase from 40 to 60 hours (should be split among the following sub-categories)
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On behalf of the President:
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::: ''1.3h/mon (not including 3.4h/mon for reporting & supervision overhead calculated above)
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::: ''most coordination can be done by phone/e-mail
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===== For the President =====
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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
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::: ''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
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::: ''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
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::: ''time estimate: 0.8h/month
 
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:::: ''15 board meeting/year * 0.5h/meeting
 
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:::: ''3 general meetings/year (including AGM) * 0.5h/meeting
 
* schedule extraordinary board or general meeting
* schedule extraordinary board or general meeting
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::: ''extraordinary meetings are those that are not on regular schedule
 
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::: ''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
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===== For the Treasurer =====
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On behalf of the Treasurer:
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On behalf of the Treasurer
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::: ''14.3h/mon
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::: ''most coordination can be done by phone/e-mail
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* prepare all cheques for signature
* prepare all cheques for signature
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::: ''time estimate: 5.0h/mon
 
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:::: ''10 cheques/month
 
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::::: ''based on cheques 1627 on 2013-05-05, 1729 on 2014-03-31 : 102 cheques in 330 days
 
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::::: ''0.5h/cheque
 
* maintain an accurate set of books
* maintain an accurate set of books
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::: ''time estimate: 7.0h/mon
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* prepare monthly financial statements consiting of a balance sheet, statement of income and expense, cheque register and bank statement reconciliation
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:::: ''1 invoice/month
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::::: ''1h/invoice
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:::: ''20 transactions/month (booking: cheques + related)
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::::: ''0.3h/transaction
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* prepare monthly financial statements consisting of a balance sheet, statement of income and expense, cheque register and bank statement reconciliation
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::: ''time estimate: 2.0h/mon
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* 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
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::: ''time estimate: 0.3h/mon : approx 4 set of reminders/year * 1h/set of reminders
 
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* ''Perform financial transactions according to funders' policies (e.g. AGLC); prepare financial statements required by funders
 
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::: ''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.
 
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* ''[[Budget/Process/Update Budget|Record amendments to the Budget]]
 
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::: ''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.
 
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On behalf of the Secretary:
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ask:
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* $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
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::: ''6.9h/mon
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::: ''most coordination can be done by phone/e-mail
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===== For the Secretary =====
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On behalf of the Secretary
* deliver notices of board and general meetings as required
* deliver notices of board and general meetings as required
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::: ''time estimate: 0.4h/mon
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* attend and prepare minutes of board meetings
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:::: ''15 board meeting/year * 0.3h/meeting
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* attend and prepare minutes of general meetings
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:::: ''3 general meetings/year (including AGM) * 0.2h/meeting
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* make minutes of all board and general meetings readily available to all members
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* prepare minutes of board meetings
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::: ''time estimate: 3.1h/mon
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:::: ''15 board meeting/year * (1h/meeting + 1.5h attend/meeting)
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* prepare minutes of general meetings
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::: ''time estimate: 0.1h/mon
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:::: ''3 general meetings/year (including AGM) * 0.5h/meeting
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* make minutes of all board and general meetings readily available to all members (for example, by placing them on the website)
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::: ''time estimate: 2.2h/mon
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:::: ''go forward: 0.2h/mon (15 board + 3 general meeting/year) * 0.1h/meeting
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:::: ''backlog: 2h/mon : last 5 years, 0.1h to find, 0.1h to post
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* make the bylaws and policies readily available to all members (for example, by placing them on the website)
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::: ''time estimate: 1.0h/mon
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:::: ''go forward: 6 policies / year
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:::: ''backlog: approx 15 policies, 0.1h/policy to find
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:::: ''0.5h/policy to write & post
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* 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)
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::: ''time estimate: 1.1h/mon
 
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:::: ''annual society: 1h/year
 
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:::: ''change of officers: 0.5h/change * 4 changes/year
 
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:::: ''charitable filing: 4h/year
 
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:::: ''unknown/other: 4h/year
 
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On behalf of the Board:
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ask:
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* $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
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::: ''1.7h/mon
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* $300.00 (additional 15h administrator time) - Scan legal documents to wiki, copy documents, set up binders for storage locker - Priority 2
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::: ''most coordination is done at monthly meeting or by e-mail
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===== For the Board =====
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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
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::: ''time estimate: 0.1h/mon
 
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:::: ''annual signature cards: 1h/year
 
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:::: ''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
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::: ''time estimate: 1.2h/mon
 
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:::: ''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
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::: ''time estimate: 0.3h/mon
 
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:::: ''4 changes/year * 1 hr/change
 
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:::: ''provincial registrar listed above under Secretary
 
* provide each new board member with an orientation package
* provide each new board member with an orientation package
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::: ''package developed by board and readily available for printing
 
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::: ''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
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===== For the Membership Committee =====
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On behalf of the Membership Committee
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* bring the membership database monthly up to date
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* maintain the membership binder up to date
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* provide new members with an orientation package
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On behalf of the Membership Committee:
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===== For the Training Committee =====
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On behalf of the Training Committee
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* Prepare and deliver filings related to training funding completion requirements and extensions. Make filings and correspondence readily available to all committee members
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* Provide administrative support for SAR Fundamental/Basics courses (mange the financial side, the advertising and registration side and the venue and food)
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::: ''4.4h/mon
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===== For the Audit Committee =====
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::: ''most coordination can be done by e-mail/website; no need to attend committee meetings
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On behalf of the Audit Committee
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* Make available all financial records, prior to the annual general meeting
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* Attend meetings as required
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* Draft a report based on the committee's finding for their signature
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* Distribute the committee's report as part of the annual general meeting
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* 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 personal requests to the Administrator.
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===== For the Equipment Committee =====
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::: ''time estimate: 2.5h/mon : 0.1h/record update * 25 updates/month
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On behalf of the Equipment Committee
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* maintain the membership binder up to date
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* hold an indexed list of all physical assets owned or possessed by the organization.
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::: ''time estimate: 1.6h/mon : 0.2h/print * 8 print/mon
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* assist in an annual inventory
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* provide new members with an orientation package
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* purchase of regular replacement supplies
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::: ''package developed by membership committee or board and readily available for printing
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::: ''time estimate: 0.3h/mon : 0.2h/member * 15 member/year
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===== For the Preplan Committee =====
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On behalf of the Preplan Committee
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* Maintain a second copy of the personnel records in the Mobile Command Post
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On behalf of the Training Committee:
 
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::: ''3.1h/mon
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ask:
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::: ''most coordination can be done by phone/e-mail; no need to attend committee meetings
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* $200.00 (additional 10h administrator time) - Sort past years search records, organize file cabinet in outside storage - Priority 4
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* 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)
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==== Admin Phone ====
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::: ''time estimate: 0.3h/mon : 4h/year
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The cost of phone communications for administrative purposes.
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* Provide administrative support for SAR Fundamental/Basics courses
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* +1-855-727-6825 : permanent number to reach President, Administrator, Equipment, Training, etc.
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** Mange the financial side (such as budget, course deposits, collection of expenses/bills for participants, submission of payment details)
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* additional long distance charges for administrative purposes, if any, from personnel
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**: ''time estimate: 1.3h/mon : 16h/running*1 running/year
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** Manage the advertising and registration side
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**: ''time estimate: 1.2h/mon : 14h/running*1 running/year
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** Manage the venue and food
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**: ''time estimate: 0.3h/mon : 3h/running*1 running/year
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On behalf of the Equipment Committee
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* 2014-2015 budget: $700; projected: ?
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* 2015-2016 budget:
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::: ''0.7h/mon
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==== Bank Services ====
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::: ''most coordination can be done by phone/e-mail; no need to attend committee meetings
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The cost of having a bank account.
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* Monthly charges
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* Special charges
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* hold an indexed list of all physical assets owned or possessed by the organization.
 
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::: ''Updating done by Equipment Committee
 
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::: ''time estimate: 0.1h/mon : 0.5h/year
 
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* assist in an annual inventory
 
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::: ''time estimate: 0.3h/mon : 4h/inventory * 1 inventory/year
 
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* purchase of regular replacement supplies
 
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::: ''assume can use standard order through web site for replacement or some other process that takes minimal time
 
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::: ''time estimate: 0.3h/mon : 1 item/2 months * 0.5h/item
 
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ask:
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* $150
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On behalf of the Audit Committee:
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==== Government Services ====
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Fees and penalties imposed by the government
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* Late filing fee on Charities
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::: ''0.6h/mon
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==== Office Supplies ====
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::: ''most coordination is done in person or by e-mail; may need to attend committee meetings
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Supplies for running our office for administrative purposes.
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* charges for printing
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* envelopes
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* charges for photocopying
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* Make available all financial records, prior to the annual general meeting
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Office supplies used for incidents go under incident expenses.
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::: ''time estimate: 0.4h/mon
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:::: ''separate out records for year: 2h/audit
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:::: ''time estimate: respond to question of auditors: 3h/audit
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* Draft a report based on the committee's findings for their signature
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::: ''time estimate: 0.1h/mon : 1h/audit
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* Distribute the committee's report as part of the annual general meeting
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::: ''time estimate: 0.1h/mon : 0.5h/audit
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On behalf of the Preplan Committee:
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* 2014-2015 budget: $1,050; projected: ?
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* 2015-2016 budget:
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::: ''1.0h/mon
 
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::: ''most coordination can be done by e-mail; no need to attend committee meetings
 
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* Maintain a second copy of the personnel records in the Mobile Command Post
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ask:
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::: ''time estimate: 1h/mon
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* $2,000.00
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:::: ''Visit MCP; printing/photocopy done as part of Membership binder
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::: ''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.
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* ''Maintain a [[forms binder|stock of forms]] used on incidents, so that overhead teams can restock supplies when incidents are over.
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==== Postal Services ====
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::: ''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.
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Cost of having and using mail.
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* Post office box rental
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* Postage
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* Courier fees
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* ''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.
 
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::: ''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.
 
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== Knowledge, Skills, Abilities ==
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ask:
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{{Job description/Abilities}} <!-- Don't remove this line -->
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* $165.00 - box rental
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Time:
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==== Promotion ====
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* expected to contribute approximately 40 hours each month
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Cost of promoting our organization to the public and prospective members.
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* Advertising in the local paper
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* Production of brochures
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Required:
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* 2014-2015 budget: under "Office Supplies"; projected: ?
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* Personal/home office including computer/printer/internet
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* 2015-2016 budget:
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* Word processing skills
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* E-mail skills
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* Minute taking
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* Bookkeeping
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* Financial skills related to preparing and explaining financial statements
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* Able to monitor a budget and report on it.
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* website (Mediawiki) skills including page creating, editing and file upload
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Desired:
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ask:
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* Highly organized
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* $200
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* Excellent English/writing skills
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* Familiar with the legislation and regulations governing societies
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* Familiar with record keeping and regulations that the board might be subject to
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* Familiar with board governance models
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* Knows the bylaws
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* Familiar with charitable tax requirements
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== Resources ==
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==== Software ====
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{{Job description/Resources}} <!-- Don't remove this line -->
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Costs of purchase, upgrade or access to software necessary for administration.
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* guidance, oversight and direction from the President and the Board
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* information as needed from the organization's various offices and committees
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* accounting software
* accounting software
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* Revenue Canada (website)
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* the wiki, including an orientation and coaching on its use
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Under the contract with the administrator, that person supplies their own computer, operating system and office productivity software.
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ask:
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* $150 Software Updates - annual upgrade to QuickBooks
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==== Web Site ====
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Costs of operating PCSAR's web site and server.
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 +
 
 +
* 2014-2015 budget: $300; projected: $300
 +
* 2015-2016 budget:

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