Porthole Players Board of Directors

 “The Secretary shall attend all sessions of the Board and all meetings of the members and record the minutes of all proceedings both digitally and physically in a book to be kept for that purpose, and may perform similar duties for any committee when required. They shall perform such other duties as may be prescribed by the Board of Directors or President, under whose supervision they shall be. The Secretary shall maintain the corporation’s mailing list.” 

GENERAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS 

• Follows established Porthole Players policies and procedures at all times. • Maintains complete confidentiality with other Porthole Players Officers and Board of Directors in order to promote a cooperative and team spirit within the organization. • Develops professionally through formal and informal training. • Maintains a professional image and demeanor. • Coordinates with President and Board Members to develop monthly meeting Agenda. Distributes finalized Agenda to Board Members and Officers 7 days prior to scheduled meeting date. • Records the minutes of monthly meetings and distributes a typewritten draft to Board Members and Officers 7 days prior to the next scheduled meeting date. Correlates information packets. • Maintains the Master Mailing List used by all Officers to conduct daily business. The Master Mailing List must be stored on both USB and Google Drive. • Maintains the Administrative Forms and Documents used by all Officers and Board of Directors to conduct daily business. All items must be stored on both USB and Google Drive. • Collects, opens, and routes USPS mail for all Porthole Players Officers, Monday-Friday. Maintains daily log of all items received via USPS. • Processes monies received through the mail. Photocopies or scans cash/checks, invoices, and other supporting documents for Treasurer. • Answers emails in a professional manner. • Operates a variety of office equipment including computer, calculator, scanner and printer. Serves as troubleshooter for equipment maintenance. • Provides information to the public on Porthole Players events and programs via phone or email. • Mails general information when requested or appropriate. • Performs clerical duties for President as requested. • Coordinates and schedules meetings. Coordinates refreshments for meetings as requested. • Completes or participates in special projects as assigned. 

SUPERVISORY RESPONSIBILITY 

This position has no supervisory responsibilities. 

KNOWLEDGE, SKILLS, AND ABILITIES

(Minimal) High school graduate or equivalent GED. College level training in secretarial science, office management or a closely related field is desirable. Two years’ office or receptionist experience is required. Experience with IBM compatible computers and commonly accepted software is required. The abilities to handle multiple tasks, to function well with a variety of people in a team environment, and to work under limited supervision, both independently and in a team environment are required.