JOB DESCRIPTION Executive Director - GRPA

Transcription

1 GENERAL DESCRIPTION JOB DESCRIPTION Executive Director - GRPA The Executive Director of the Georgia Recreation and Park Association, Inc. is the chief operating officer of the Association. In this capacity, the Executive Director facilitates the entire operation of the Association under the general direction of the Board of Trustees of the Association and the specific supervision of the President. The executive Director recommends and participates in the formulation of Association policies, in the execution of its business, and in the development and maintenance of its organizational relationships, specifically, the relationship with the National Recreation and Parks Association. The Executive Director is charged with keeping the Association "up-todate" in the accomplishments of its organizational mission. EXAMPLES OF DUTIES 1. Plans, formulates, and recommends for approval by the Board of Trustees, the basic policies and programs which will further the objectives of the Association. 2. Executes all decisions of the Board of Trustees except when other assignments are specifically made by the Board. 3. Provides necessary staff support and necessary liaison for committee chairpersons and committees to enable them to properly perform their functions. 4. Insures that committee decisions or recommendations are submitted to the appropriate organizational persons for approval. 5. Informs the Board of Trustees & Executive Committee of the conditions and operations of the Association. 6. Serves as ex-officio and attends all meetings of the Board of Trustees and the Executive Committee. 7. Develops the day-to-day administration, specific procedures and programs for implementation of the general policies established by the Board of trustees of the Association. 8. Establishes and maintains a planned program of liaison and cooperative relationships with various related local, state, and national agencies and organizations. 9. Publicizes and promotes the programs, services, and achievements of the Association. 10. Establishes and supervises the organizational structure and personnel for the headquarters office, with approval of the President. a. Employs, assigns, supervises, evaluates, and terminates additional staff as required; b. Maintains complete and accurate files and records of the Association's activities. c. Purchases equipment and supplies. 11. Keeps the Board of Trustees and committee chairpersons fully informed of regular and special reports of the Association's programs and operations and prepares proper notices of all regular and special meetings of the Association and its membership. D Job Descriptions (revised 09/2014)

2 12. Provides general guidance and participates in the development of new services to members of the Association. 13. Implements such contracts and commitments as may be authorized by the Board of Trustees. 14. Acts as custodian for all Association records. 15. Develops, recommends, and upon approval, operates with the annual budget, in cooperation with the Budget and Finance Committee and Treasurer. 16. Manages the receipts and disbursements of all monies of the Association in accordance with policies and procedures. 17. Explores, develops, and assists in the soliciting and development of additional revenue for Association functions. 18. Submits records for audit at the direction of the Board of Trustees. 19. Executes a program of exhibition sales and promotion to commercial firms exhibiting at the Annual Conference and at other meetings as determined by the Executive Committee or by the Annual Conference Planning Committee when in relation to the Annual Conference. 20. Assists the Annual Conference Program Committee in the development of the conference program as conference manager. 21. Assists the President in the planning, promotion and administration of all official meetings of the Association. 22. Represents the Association in recreation and park matters. 23. Cooperates with the editor in production of Association publications. 24. Assists the Legislative committee in its function and serves as floor monitor during the General Assembly. 25. Shall be responsible for filing a current listing of officers each year with Secretary of State s office. 26. Shall see that the tax exemption of the Association is renewed each year. 27. Performs similar and other related duties as required. QUALIFICATIONS The Executive Director of the Georgia Recreation and Park Association, Inc. should have at least one academic degree in Recreation and Parks/Leisure Studies. The Executive Director should have successful full-time work experience in a park or recreation setting. The Executive Director must possess a thorough knowledge of the theory, philosophy, and current issues of recreation and park delivery systems and the ability to interpret this philosophy to others. In addition the Executive Director should have: Ability to prepare written materials for public dissemination, including public speaking and the writing of reports, manuals, directives, and related materials; Ability to establish effective working relationships with other employees, other organizations, and the general public to include public relations and public information requirements in accomplishing the mission of the Association. Ability to manage in an efficient and effective manner for the accomplishment of the mission of the organization; Ability to plan and execute revenue producing programs and projects including conferences and workshops of the Association. D Job Descriptions (revised 09/2014)

3 MANAGEMENT PROCEDURES AND RESPONSIBILITIES Executive Director to President Responsible to President on daily basis for operation and coordination or organization. Executive Director to Board of Trustees Responsible for Executive Director's report at each meeting; carries out the policies of the Board as assigned by the President. Executive Director to Special Committees Responsible for coordination to assure that goals are reached; serves as resource person to the special committees when appropriate. Executive Director to District Commissioners Responsible for disseminating information from Georgia Recreation and Park Association office to District level and for maintaining regular contacts and communication with Districts. Executive Director to President-Elect A. Responsible, with President-Elect, for coordination of work with the Legislative committee, and floor monitoring during the General Assembly. B. Athletic Committee; serves as ex officio member of the committee on the state level. C. Senior Citizens Committee service as ex officio committee member and assists with the administrative coordination of all senior citizen GRPA sponsored programs. Executive Director to First Vice-President Responsible with the First Vice-President for coordination of A. Annual Conference Committee serves as ex officio member of Annual Conference Committee; serves as coordinator of the Annual Conference, with direction from Annual Conference Committee Chairperson; handles solicitation and physical arrangements for exhibit show. B. Awards Committee: serves as ex officio member of Awards Committee and make actual purchase of awards for the committee. D Job Descriptions (revised 09/2014)

4 C. Leisure Careers Foundation serves as liaison between GRPA and Leisure Careers. D. Professional Development Council serves as ex officio member of the council. Executive Director to Second Vice-President Responsible, with the Second Vice-President, for coordination of A. Visibility Committee serves as ex officio member and aids in physical responsibilities for publicity of GRPA.. Editorial Board serves as ex officio member and is responsible for coordination with the Editorial Board in the formulation of the Association newsletter and magazine. Executive Director to Elected Secretary Assists in maintaining all Association records. Aids secretary in reproducing and disbursing minutes and other documents. A. Membership Committee serves as ex officio member of the committee; processes all membership applications in the GRPA office; serves as membership recruiter for the Association. Executive Director to Treasurer Coordinates formulation of budget and other financial documents with Treasurer. Co-signs with Treasurer Request For Payment forms from committee chairpersons for payment A. Budget and Finance Committee shall formulate a proposed budget to present to the Budget and finance Committee at the Annual Budget Meeting each year; shall provide such financial information as requested. B. Documents Committee serves as ex officio member of the committee; coordinates necessary information with the committees as required. C. Nominating Committee serves as ex officio member of committee; coordinates straw ballots; aids in formulation and distribution of committee reports. D Job Descriptions (revised 09/2014)

5 JOB DESCRIPTION Office Manager - GRPA General Description Under general direction, performs highly responsible administrative support functions for the association. Employees in this position are responsible for administrative and office management duties that support efficient operations, quality customer service, continuity in workflow, and adherence to established timelines and deadlines for the association. Work includes the ability to multi-task in a fast paced environment. Includes considerable exercise of independent judgment and initiative in responding to and resolving customer service issues. Duties and Responsibilities Within the limits of the association by-laws, established policies and procedures, and under the direction of the Executive Director, the Office Manager has the following nonexhaustive list of duties and responsibilities: Office Coordination Provide outstanding customer service including answering/screening phone calls and/or s and handling member inquiries; processing incoming and outgoing mail Maintain office supplies and ensure proper equipment maintenance Develop and maintain efficient filing system for all office documents Monitor website entering approved information and forwarding information to webmaster for inclusion Develop and maintain yearly master calendar of events Assist with coordination of quarterly newsletter Comply with and recommend yearly administration budget as it relates to office functionality Maintains databases for all programs insuring payment receipt and disbursement Manage registration processes for annual conference for delegates and exhibitors and assists with other facets of the conference including working the registration table at the conference Assists in the preparation of promotional flyers/mailings for all programs Other duties as assigned D Job Descriptions (revised 09/2014)

6 Financial Management Prepare deposits, ensuring funds are properly deposited in correct accounts Prepare and pay bills Prepare and/or review monthly budget reports to ensure compliance Assist with yearly administrative budget development and input into financial software system Membership Coordination Process and manage membership database, recruit members, welcome new members and connect them with appropriate interest sections as requested Maintain online directory, develop yearly printed directory Comply with and recommend yearly membership budget Prepares and mails annual membership renewal letters, applications, and membership cards Required Knowledge and Abilities Excellent customer service skills Knowledge and experience in such areas as: computer applications, budgeting, accounting and bookkeeping, project management Ability to operate modern office technology Ability to work independently Ability to communicate clearly, in both oral and written format Ability to establish and maintain professional working relationships with others Ability to manage multiple priorities, organize and prioritize job tasks to maximize outcomes Ability to travel (limited overnight) Qualifications Strong experience with financial bookkeeping and office management with experience in Quickbooks desirable Experience in business and/or association management (may consider equivalency for a degree) Experience in database management Degree or certification in business, office management, or related field D Job Descriptions (revised 09/2014)