SECRETARY

Position Summary:

As an elected officer of the Chapter, the position of Secretary exists to maintain a record of attendance at Board meetings and prepare the minutes of all officers’ and directors’ meetings.  The Secretary is also responsible for distributing all meeting announcements, newsletters and other information to the membership and filing all personnel information, job opportunity letters and other pertinent information.

Responsible To:

The Chapter President

The Chapter Board of Directors

The members of the Chapter

Responsibilities:

• Takes minutes during all membership and Board meetings, maintains the official copies and distributes to appropriate Board members
• Ensures that all meeting minutes are available to members at chapter meetings.
• Prepares “The Resource” on a monthly basis and distributes via electronic mail or the U.S. Postal Service, seeking assistance from other Board members when necessary. 
• Posts H.R. positions in the newsletter and assists members who are seeking new employment opportunities.
• Prepares name badges for all meeting attendees.
• Assists the Treasurer at the meeting reception table with money collection and providing receipts.
• Maintains attendance log of membership meetings according to: reserved and attended; paid; guest; reserved but did not attend; reserved late; attended but did not reserve; student; and track total for each category.

·         Working closely with Membership Chair in providing membership applications upon request.

·         Helps coordinate special referral programs such as purchasing and distributing movie ticket passes

·         Maintains an adequate supply of office supplies such as letterhead and envelopes

·         Assists other board members with administrative and communication type tasks, including assistance with the publishing and printing of brochures and chapter literature.

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Requirements:

·         Be elected from the current year’s Chapter membership by its voting members no later than November of each year – for a two year term.

·         Must be a VSHRM member in good standing.

Objectives & Metrics:

• Attends a minimum of six of ten Board meetings.  If absent, ensures that the Secretary’s responsibilities are carried out by an appointed Board member.
• Attends a minimum of six out of ten general membership program meetings.