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SECRETARY/TREASURER

    Position Summary

    Take minutes of chapter meetings and provide notice of meetings. Maintain chapter records and history. Act as financial officer and advisor to chapter Executive Committee. Checks the chapter mailbox at least weekly and distribute mail to the appropriate officer or chair. Send dues notices and others invoices to members.

    Responsible To

    • The members of the chapter
    • The Chapter President

    Responsibilities

    • Upon the advice of the president, the secretary should issue notice of Executive Committee meetings. Maintain a record of attendance and prepare the minutes of all Executive Committees' meetings and regular chapter meetings.
    • Keep an up-to-date roster of names and addresses of all chapter members. If addresses are changed, the secretary should notify SHRM headquarters.
    • Distribute to the membership all meeting announcements and other information. This information should also be sent to the district director, the state director, and your SHRM Regional Team. After consultation with the president, the secretary could prepare copies of the agenda for such meetings.
    • Transmit all necessary annual election information to the membership and inform your SHRM Regional Team of the results.
    • File in the Chapter Administration Book:
      • Those original chapter bylaws and dated copies of each amendment to those bylaws.
      • A list of current officers, committee members, and general membership.
      • Copies of all chapter publications.
      • Approved and signed minutes of all Executive Committee and membership meetings.
    • Take part in discussion and action on all business of the chapter.
    • The treasurer must observe the financial direction of the chapter, recognize possible financial problems, and bring such problems to the attention of the Executive Committee for action.
    • Receive, hold, and safeguard in the capacity of trustee and financial agent, all funds for the chapter.
    • The treasurer shall disburse such funds only for normal and usual uses unless the Chapter's Executive Committee shall otherwise direct.
    • Distribute financial reports to all members during chapter meetings.
    • Participate in the development and implementation of short-term and long-term strategy planning for the chapter.
    • Represent the chapter in the Human Resources community.
    • Attend all monthly membership and Executive Committee meetings.

    Resources Available

     

    SHRM supplies the following resources for Chapter Secretaries

    • Chapter Chatter Guidelines
    • Chapter Financial Support Program
    • Chapter Position Descriptions
    • Guide to Chapter Financial Management
    • Guide to Maintaining Your Chapter’s History
    • Secretary’s Guide to Taking Minutes
    • Treasurer’s Quick Guide
    • SHRM Leaders Guide
    • And MUCH MORE…available online at http://www.shrm.org/chapters/resources/default.asp?page=chaphelp.htm

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