Job Descriptions  

September, 2004

 

If you are interested in any of these positions contact any Board Member or Officer

 

President's Job Description   

To lead club meetings and Board meetings. Act as MC for the general meetings

Organize, and make contacts to publicize club events

Be the organizational focal point for club meetings and all club events

Ability to delegate tasks

Skills Required: Dependability, organizational skills, commitment and genuine interest in the club's survival Basic Computer skills are required. Email, basic Word Processing

 

Vice President Job Description -  

Cover for the President in his/her absence

Assist the President in major club events ie. visiting vendors, annual club events

Attend monthly board Meetings and monthly club meetings

Skills Required: Dependability, organizational skills, commitment and genuine interest in the club's survival Basic Computer skills are required E-mail, basic Word Processing

 

Treasurer’s Job Description  -

 To receive all monies due the CUG from all sources. 

 To effect all disbursements to cover all legitimate CUG obligations. 

Monitor the newsletter activity. Pay the publisher timely and ensure adequate postal coverage for each monthly mailing.

To manage and control the CUG'S operating bank account Make a Deposit to the Bank each month before Board Meeting

To report to the board of directors on a monthly basis and with  sufficient detail

Skills Required: Dependability, Organizational skills, Basic checkbook balancing skills, commitment and genuine interest in the club's survival.

 Computer skills are not necessary

Secretary’s Job Description   -

 To attend all Board Meetings and record the minutes.  

To distribute the monthly minute report via email to all board members and officers. 

To file and maintain all the recorded minutes in the club's secretarial log  book

Skills Required: Dependability, organizational skills, commitment and genuine interest in the club's survival Ability to e-mail, and use a word processing program

Director — Job Description -

Make recommendations and suggestions for programs and meeting agendas.

Responsible to assist in safe guarding the club’s assets, control and manage club affairs

Attend 95 % of all Board meetings. Skills Required: Dependability, organizational skills, commitment and genuine interest in the club's survival

 

E-mail / L i s t Manager. Job Description -

1. Maintain list of member's email addresses and compare it with the membership chairman's current member   database. Maintain a General Membership list and a Press Release list.

2. Disseminate to the membership dates of events and SIG schedules, changes to schedules, post notices of requests and sales offers from members, and offers of vendor discounts.

3. Check the club's email account for notices and/or offers and forward that information to the pertinent club officers. Skills Required: Can E-Mail. Maintain a current e-mail file of club members

 

C o f f e e C o m m i t t e e — J o b D e s c r i p t i o n -

1. The Chairman ( position open ) takes the lead in purchasing the snacks and drinks

2. Attend every General Meeting, or have an alternate appear to bring the food and drinks

3. Control the collection for the fund that supports the purchase of food and drinks

SKILLS REQUIRED: Dependability, organizational skills, commitment and genuine interest in the club's

survival NOTE: This position is a key role to the success of our general meetings.

 

V e n d o r  R e l a t i o n s  C h a i r m a n — J o b  D e s c r i p t i o n -

1. Provide the club with resources and opportunities with vendors and other user group

affiliations

2. Communicate with local dealers and vendors on special offers on behalf of the club

3.Report to the board of directors on a monthly basis and with sufficient detail:

4. Provide support to club members who participate in the vendor evaluation program.

SKILLS REQUIRED: Dependability, organizational skills, commitment and genuine interest in the club's

success. NOTE: This position is a key role to the reputation of our club

 

E d i t o r — J o b  D e s c r i p t i o n -

 

1. Produce newsletter information timely for each monthly mailing

2. Contact all SIG leaders, chairman and key contributing writers for each issue.

3. Deliver the master newsletter to the printer, currently " House of Steno " in Redding.

4 .Alert the mailing committee and the treasurer when the newsletter is done.

SKILLS REQUIRED: Dependability, organizational skills, commitment and genuine interest in the club's

survival Basic Computer skills are required E-mail, Desk top publishing skills or ability to be trained to

use the MS Publisher..

NOTE : This chairman’s position is a key role to the success of our club

 

M a i l  N e w s l e t t e r  C o m m i t t e e — J o b  D e s c r i p t i o n -

1. Pickup the newsletter each month ( generally the 3rd week ) from the Publisher, currently " House of

Steno " in Redding

2. Collate, apply labels and organize neatly using the club’s labels, mail carriers and zone stickers

3. Bring the completed ready to mail newsletters to the Churn Creek Post office in Redding

4. Keep the Editor and Treasurer informed of the balance of funds in the club’s Post office mailing

account..

SKILLS REQUIRED: Ability to work independently or on a team. Willing to drive to pick up and

deliver the newsletter if needed.

NOTE : This chairman’s position is a key role to the success of our club

 

Membership Chairman — J o b  D e s c r i p t i o n -

1. Maintain the club’s membership database that is currently on MS Access.

2. Work with the newsletter committee to provide the most current information for monthly mailings

3. Contact members , old and new, when necessary to confirm their membership status.

4. Attend all Board meetings to inform the directors the club’s membership status.

5. Give guidance to the Board on membership levels , membership feedback , and critical needs .

SKILLS REQUIRED: Dependability, organizational skills, commitment and genuine interest in the club's

survival Basic Computer skills are required E-mail, basic MS Access skills or ability to be trained to use

the database program.

NOTE : This chairman’s position is a key role to the success of our club

Next Page submitted by Eugenia Goodman, the current Membership Coordinator

on March 29, 2007

MEMBERSHIP COORDINATOR JOB DESCRIPTION        

 1. To enroll new members, use: Access\IBMPCUG\pcug53.

2.  Click on forms.

3.  Click on last name, and then on the tool bar, click on binoculars, when smaller screen comes

up type in last name of new member.  Make sure they have not been members at an earlier        time. If so, just update the information and then make a notation on the bottom of the forms

of  what you are doing. Be sure to post renewal date on form--one year ahead of beginning membership date.

4.  Make sure you have a membership form filled out.  Write on it the date you took the check or cash. Be sure all writing is legible.  People have a habit of not making e-mail addresses and  other info very clear.  Then put the date you put the info in the computer on the form.

Log:

1.  Post all new and renewal names, date of entry, check number and amount of check.  This is important as you need to have a back up for all money received.  Also make up and envelope to

put all money in and post on the front. Then when you turn the money over to the Treasurer, you

must post when you gave him the money and the amount on the log. 

2.  You will also be asked by the person doing the Motherboard for the names of all the new and renewals for the month.  I bracket the names and date I have given the info for the MB.  If in doubt, check the previous MB.  You will note it is early in the month as she wants it by the 1st or 3rd the latest.  You will be asked for this info.

Report information.  Current Member Phone list.

1.  You will need this information for current date. Bring up base again.  Choose query. Then change the date to reflect current date.  It is in between brackets.  Use the arrow to make curser travel across the page. Example: #1/1/2007#and#12/1/2008.

2.  Pull it up and then go to report and open.  Copy for the board meeting.

3.  Know the number of members and also the number of renewal letters sent out.

4.  Renewal letters.  Send out or take to meeting.  The date will reflect the first of the NEXT month.  That will be shown by going again to the base, picking queried, and changing the number of the month by selecting Adesign@.  Example: Feb will be 2/01/2007--or whatever the year is. Then when the little guy asks if you want that, check yes.  Then you can pull up the Report for 2007 renewal (or whatever) and you will see a list of names and the end entry will be the date their membership is due.  Print out that page. Put it in your notebook.  Then select renewal 2007 again and click on reports then, preview.  Hit enter and the copy of the renewal notice will show up.  Print all of them and make sure you have them on your renewal list.

4.  Mail them out in a window envelope with a small envelope with a   return address stamped on the front and also your return address on the window envelope. 

5..  Seal and mail.  You can hand them out at the meeting or mail them, which ever is more convenient.  Be sure and get enough money from the club for envelopes. paper, now and then and stamps. 

 When the checks come in be sure to log them in and start over with noting the info on the computer.     

 

 

W e b s i t e  M g r — J o b D e s c r i p t i o n -

1. Maintain the current club’s website. Updating information timely to reflect monthly meeting information, member contact information, and SIG meeting information.

2. Attend 95 % of all Board meetings.

3. Make changes structurally or in design to keep pace with the every changing Internet environment.

SKILLS REQUIRED: Dependability, organizational skills, commitment and genuine interest in the club's

Survival. Basic Computer skills are required E-mail, basic Web site design and maintenance skills

The Website should remain relatively easy to maintain and with web tools that are easily obtained.

NOTE: This position is a key role to the reputation of our club

 

GENERAL monthly meeting TASKS

1. Open and lock Church with Key

2. Get contributions for MB; Correspond with vendors; solicit and acknowledge contributions.

3. Door Prize Ticket sales Drawing chair

4. M.C. for general meetings.

5. Microphone for Audience

6. Setup and Tear-down Chairs / Tables for Gen  Meetings/Take down

7. Sound Equipment Chairman and assistance

8. Equipment Manager for club’s computer and Projector. (Shuffle equipment to SIG leaders and bring to General Meetings.)

9. Program Chair & Board share responsibility to determine programs for General Meetings.

10. Advertising Upcoming Major Events via Newspaper, radio announcements

11. Mentors for operating systems, image programs, office programs, etc

12. SIG Leaders (see SIGS )