Secretary Position Description

Term
One year: January 1 to December 31.

Specific Duties and Responsibilities

  • Work with section leadership committee (SLC) to set goals/metrics to support the section's management process, as related to the documentation of section records and correspondence
  • Communicate/report to the SLC activities performed, status of performance against goals/metric set, etc. for the documentation of section records and correspondence
  • Ensure that meeting notices are provided to members in a timely manner
  • Attend all SLC and regular member meetings
  • Record all SLC meetings. Maintain careful and authentic records of the proceedings of all business meetings of the section. These are the legal records of the section. (Minutes can be stored on the section's SharePoint site
  • At each meeting, read the minutes of the previous meeting for approval. (An alternative is to provide the minutes of each meeting with the notice of the upcoming meeting and accept approvals or corrections at the meeting.)
  • Provide minutes of any meeting to members upon request
  • Have available, at any meeting, copies of past minutes, the section operating agreement (SOA), and parliamentary reference (Robert's Rules of Order)
  • Prepare agenda showing exact order of business to be conducted, including business carried over from any previous meeting
  • Update section policies and procedures from amendments captured in minutes; ensure that proper procedure is followed in any amendment process. Ensure alignment of section policies with Society bylaws, policies and procedures, and the SOA. Maintain current copy of SOA as provided by ASQ Headquarters
  • Serve as primary correspondent for the section. Sign any documents representing official acts, orders or proceedings along with the section chair. Direct printing and mailing of notices, ballots and other information provided to members
  • All officers are responsible for submitting and updating the section officer and committee lists with headquarters
  • Uphold Society Bylaws, Policies and Procedures, and SOA

 

Qualifications

  • Must be a Full, Senior or Fellow ASQ member in good standing affiliated with the section
  • Preferably will have been a participant in section committee activities
  • Preferably will have strong writing and word-processing skills
  • Must be willing to provide an e-mail address to ASQ Headquarters for communication

 

Time Commitment
Approximately three to four hours per month (outside of section and executive committee meetings)