Correspondence Secretary

 Position Description: CORRESPONDENCE SECRETARY

 

 Attend Admin Committee meetings (5) and Sunday Network meetings (5) as scheduled.

 

Specific duties:

  • To purchase relevant stationery, postage etc.
  • Secure the Post Office Box key
  • To regularly collect mail for the organization from PO Box at Mt Martha
  • To respond to mail in a timely manner
  • When correspondence contains news about some event or function, send an email to committee members to facilitate timely distribution of such information.
  • Maintain a record of correspondence inwards and outwards on behalf of the organization; use the USB for back-up and transfer to next incumbent
  • When correspondence is received requesting a donation; cover letter and copy of Grant Application forms should be sent to that organization
  • To forward a list of inwards and outwards correspondence and emails to the Minutes Secretary for listing on the agenda of Administrative Committee meetings
  • Bring a file of correspondence to the Admin Committee meetings. Table correspondence received for discussion and possible action. Liaise with Committee on issues of publicity and marketing
  • Select relevant correspondence for the share table at Sunday Network meetings

PUBLICITY

  • Submit information on the forthcoming SWAN meeting to Community Notices in local newspapers at least 2-3weeks prior to the Sunday Network meetings
  • Update the Website as required.