Board Member – Secretary

ABAVI Non-Profit

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Job Summary

The secretary of a nonprofit organization plays a critical role in fostering communication and ensuring accurate management and utilization of important organizational records. The secretary position has wide-ranging responsibilities, requiring much more than simply being present at all board meetings.  Therefore, the secretary will be most useful when his or her role is shaped to meet the unique structure and needs of the organization.  The board secretary is the expert on board procedures and best practices. The secretary is also the expert on the nonprofit’s bylaws, which serve as a roadmap for how the nonprofit operates. 

Job Responsibilities

The secretary is responsible for keeping the organization’s operations running smoothly.

The secretary is responsible for checking the state’s requirements for whether the nonprofit is required to have bylaws. If new State or Federal laws are passed that apply to the organization, the board secretary should understand how it affects the nonprofit and the board.

The secretary is responsible for organizing fundraisers and outreach events to promote ABAVI and create community partnerships. 

The secretary is responsible for being an active conduit for communication between the board, management, and members (if any), by giving proper notice of any meetings and timely distribution of materials such as agendas and meeting minutes.

The secretary should be knowledgeable of the organization’s records and related materials and should be able to provide advice and resources to the board on relevant topics at issue, such as particular governance matters being addressed at a meeting or a new amendment to state corporate law.

The secretary should aim to be helpful to the board as they discharge their fiduciary duties.

The secretary is responsible for knowing and complying with notice requirements and scheduling meetings to accommodate the directors. Notice requirements can be particularly important and should be complied with strictly, as improper notice can open the organization up to challenge.

The secretary is responsible for scheduling board meetings and should ensure an adequate number of meetings are held per year, in accordance with the organization’s bylaws.

The secretary is responsible for preparing and sending meeting materials far enough in advance of the meeting for each director to review such materials, correct any errors, and prepare questions and comments

The secretary is responsible for recording minutes of meetings. Minutes are an important organizational document and provide a memorialized chronology of key information such as board actions, elections of officers or directors, and certain reports from committees and staff. Meeting minutes can have vital legal significance in an IRS examination and as evidence in courts if, for example, someone challenges the validity of certain actions or positions.

The secretary is responsible for being well-equipped to record accurate minutes and be aware and sensitive to any special or confidential information discussed at a meeting.  

 The secretary is responsible for maintaining accurate documentation and meeting legal requirements, such as annual filing deadlines. The secretary is responsible for having a calendar of filing deadlines, which may include a filing with the non-profit’s Secretary of State, the Attorney General, the state tax agency, and the IRS.

The secretary is responsible for reviewing and updating documents as necessary and ensuring all documents are safely stored and readily accessible for inspection by directors and/or members.

Qualifications

Be able to operate office machinery (fax, multiphone lines, copy machine)

Proficient with Microsoft office 365 software

2yrs of customer service experience

Must have ethical and cultural diversity best practices

Organization skills

Fundraising skills

Report writing and presentation skills

Communication skills

2yrs experience working as a secretary for nonprofit organization

Scheduling skills

Office management skills

Additional Information

Benefits

How to Apply

Send resume to abaviorg@gmail.com include on subject line: Abavi Board

and

complete the survey online. Include a short introduction as part of your response to question number four. Please include your contact information.

https://www.surveymonkey.com/r/VRLT3BF     

Details

• Date Posted: August 22, 2022
• Type: Board Member
• Job Function: Administrative
• Service Area: Board Leadership
• Start Date: 11/14/2022
• Working Hours: 10hrs/wk; open schedule- remote