Administrator/Role Description
From PCSAR
Contents |
Administration
Administrator Time
Cost of the work provided by the Administrator.
Not all time is "administrative". E.g. time working for the equipment or training committee.
- 2014-2015 budget: $9,600; projected: ?
- 2015-2016 budget:
ask:
- $14,400.00 - Professional Fees : monthly increase from 40 to 60 hours (should be split among the following sub-categories)
For 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
- 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:
