JOB DESCRIPTION and REQUIREMENTS
Park and District Board Secretary
The District Secretary performs routine clerical and administrative functions such as drafting correspondence, organizing and maintaining paper and digital files, providing information to callers, maintaining vendor invoices/statements, and booking reservations. The Secretary ensures that the records of the organization are maintained as required by law and made available when required by authorized persons. These records may include founding documents and lists of Directors, Board and committee meeting minutes, financial reports, and other official records.
The District is required by law and by customs to maintain these records for several purposes, including:
· accurate recollection of decisions; determination of eligibility to vote; continuity of policies and practices; and accountability of Directors and Officers.
· to fulfill these responsibilities, and subject to the organization's bylaws, the Secretary records minutes of meetings, proposes policies and practices, submits various reports to the Board, and performs other duties as the need arises and/or as defined in the bylaws.
The Secretary is responsible for ensuring that accurate minutes of District Board meetings are taken, approved, signed and filed in the District records. Requirements of minutes include at a minimum:
· date, time, location of meeting; list of those present and absent; list of items discussed; list of reports presented; text of motions presented and description of their disposition.
The Secretary is accountable to the Board of Directors but will work most closely with the Board Chairman.
Basic Tasks
Office Management:
· Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons.
· Ensure Volunteers and Community Service Volunteers have completed park Volunteer Waiver, and are assigned to a staff member.
· Maintain calendars, including booking reservations and preparing contracts for District facilities.
· Advise staff weekly of upcoming reservations and reservation needs such as unlocking restrooms, putting out additional trash cans, weed eating, additional picnic tables needs or setting up parking.
· Prepare and print reservation signs.
· Maintaining road sign announcements.
· Operate office equipment such as printers, phone systems, and use computers for spreadsheet, word processing, database management, and other applications. Resolve computer and printer issues as needed.
· Open, date stamp, read, route, and distribute incoming mail and other material.
· Operate email system and coordinate the flow of information both internally and with other organizations
· Set up and maintain paper and digital filing systems for records, correspondence, and other material, such as reservation, deposit and reimbursement forms.
· Conduct searches to find needed information, using sources such as the Internet.
· Updating historical lists such as board member history, resolution history, ADA compliance, etc.
· Maintain website including monthly posting of agendas and minutes, regular event page updates, annual update of Farmers’ Market page, and updating content and photos as needed.
· Post events and information as needed on social media, i.e. Facebook.
· Update Job Descriptions as needed.
· New employee onboarding including applications, county vendor set up, state and federal forms.
· Update Park Host/Camp Host agreement as needed.
· Order and dispense park and janitorial supplies, repair parts and equipment as needed for the District office and for the District maintenance department.
· Contact vendors for bids or to schedule work, such as tree removal, lock repair or septic tank pumping.
· Assist with Grant management and organization of bids, invoices, reimbursement submissions, etc.
· Annual review of parcels in District to ensure correct collection of parcel fees and completion of the County Direct Charge Transmittal forms.
· Annual fiscal year file purge and new year set up.
· Coordinate volunteers and community service volunteers and ensure District volunteers waivers are signed and filed.
· Coordinate Lost and Found.
· Source CPA and coordinate annual audits.
· Hold regular staff Safety Meetings, at least quarterly
· Ensure staff and board members engage in periodic courses regarding Ethics and Harassment.
Accounts Payable:
· Receive funds for deposit to accounts and keep records of reservation payments, including notations on reservation calendar.
· Prepare vendor bills for the Bookkeeper combining statement and invoices.
· Set up new vendors with County supplier data forms, including obtaining District Board signatures.
· Enter vendor invoices in Quickbooks.
· Approve employee timesheets in Quickbooks.
· Set up new employees in Quickbooks.
· Print monthly financial reports for board meetings
· Complete Reimbursement and Reservation Refund forms and obtain District Board approval signature.
· Obtain District Board initial approval of invoices to pay, District board signatures for County processing, obtain District Board check signatures and timely mail checks, as necessary.
· Prepare fund transfer memorandum requests as necessary.
· Bi-weekly bank deposits.
· Monthly bank credit card payments.
Farmer’s Market/Market Manager:
· Contact and/or recruit vendors for Farmers’ Market.
· Apply for permits with County Planning and Environmental Health Departments.
· Annual update of Farmers’ Market application, policies and schedule of fees.
· Create vendor map for Farmers' Market. Update map as needed.
· Prepare and print weekly vendor receipts for booth fees.
· Prepare weekly deposit of booth fees.
· Track weekly vendor attendance.
· Prepare quarterly reports to state CDFA and submit for payment.
· Add new vendors via County applications as needed.
· Ensure vendors are adhering to market policies.
· Resolve vendor/market issues as necessary.
Board Secretary:
· Attend a monthly Board of Directors’ Meeting to take notes and report on reservations and office matters.
· Compose, type, and distribute meeting notes, routine correspondence, forms and reports.
· Prepare at the direction of the Chairman and post agendas of District Board meetings; record District Board meeting minutes, transcribe and supply to Board Chairman as soon as possible after each meeting.
· Prepare a monthly Board packet containing the previous month’s Board minutes, financial report, correspondence, and any information required for agenda items.
· Prepare written work as directed by the Chairman or Board, ensuring correct spelling and grammar, that company format policies are followed, and make revisions in collaboration with the Chairman.
· Prepare annual and as needed Resolutions for District Board approval.
Required Skills and Knowledge include:
Proficient in Word Typing
Proficient in Excel Math Skills
Familiar with Adobe Proficient Communication Skills
Familiar with Quickbooks Customer Service
Proficient website management Proficient computer skills
Pay: $20.00 - $25.00 per hour
Benefits:
Work Location: In person
