Executives: Job Descriptions

Purpose:

  1. Ensure that the Society obtains the right person to fill the position.
  2. Have a clear understanding of what the positions involve.
  3. A tool that lists all the qualifications needed to do the job.
  4. Clarify the expectations and requirements of the position.
  5. Give volunteers an idea of the part they play in the total picture of the Society.
  6. Do a good job for the Society.
  7. Attract committed and enthusiastic volunteers.

Required Officers:

Additional Officers:

Title: President
Purpose: The president is elected by the Society members to manage and direct the affairs/business of the New Westminster Montessori Society in cooperation with the other members of the executive board. Serving as president of the New Westminster Montessori Society includes the responsibility to lead the Society toward specific goals chosen by its members. The goals must be consistent with the policies and purposes of the Society. The president is the presiding officer and the official representative of the Society.

Responsibilities:

  • Chair regular meetings of the executive/board
  • Chair the Annual General Meeting of the Society
  • Prepare meeting agenda in advance with secretary
  • Ensure effective liaison between school and district bodies and community organizations.
  • Become a representative and spokesperson in their community for the Society
  • Guide goal setting and planning
  • Help identify potential new board members who can serve as successors at the end of their term – for new ideas and keeping the Society alive and going.
  • Organize Information Night with school and district representatives
  • Arrange Information Night speaker
  • Organize classroom observations for parents with school principals and teachers
  • Sign cheques
  • Be familiar with Robert’s Rules of Order and apply them at all meetings
  • Delegate duties/work as appropriate
  • Be familiar with the Society’s constitution
  • Ensure government forms are completed
  • Ensure bank forms are completed (as Society officers change, have new bank signature cards signed and remove past officers)
  • Ensure web site is up-to-date and accurate

Qualifications:

  • Interest in people
  • Dedication to the promotion and advancement of Montessori education in the public school system
  • Ability to communicate
  • Ability to delegate responsibility
  • Ability to run meetings, involve people, organize effectively
  • Be organized

Relationships:

  • Responsible to executive, board, and general membership
  • Communicate with school and district representatives

Time Commitment:

  • One year
  • Attend monthly board meetings
  • Attend district and annual meetings

Benefits:

  • Increase knowledge and skills in running effective meetings
  • Personal satisfaction
  • Opportunity to meet new people
  • Opportunity to effectively promote the goals and image of the Society
  • Opportunity to advance Montessori education to district representatives and community

Title: Vice President

Purpose: The vice president is elected by the Society members to assist the president in managing and directing the affairs/business of the New Westminster Montessori Society. The vice president may temporarily assume the place of the president and should make a thorough study of the president’s duties and responsibilities. The vice president also acts as an aide to the president and assumes responsibility for duties assigned by the president.
Responsibilities:

  • As assigned by the president (See job description of president position)

Qualifications:

  • (See job description of president)

Relationships:

  • Responsible to executive and general board

Time Commitment:

  • One year
  • Attend monthly executive/board meetings

Benefits:

  • Increase knowledge and skills in running effective meetings
  • Personal satisfaction
  • Opportunity to meet new people
  • Opportunity to effectively promote the goals and image of the Society
  • Opportunity to advance Montessori education to district representatives and community

Title: Treasurer
Purpose: For the management and accounting of all money rose by the Society. Keep permanent records that track gross income, receipts, and disbursements of funds. The treasurer receives all monies collected by or donated to the Society.
Responsibilities:

  • Maintains an accounting system of receipt and expense transactions
  • Prepares and maintains the annual and monthly Treasurer’s Reports for meetings (must have documentation accessible should questions arise)
  • Maintains and balances the Society’s accounts
  • Files reports to the necessary government agencies
  • Always keep copies/documentation/receipts of payments made
  • Keep canceled cheques, paid bills, and bank statements
  • Write cheques to pay Society bills (obtaining two signatures from board members with signing authority)
  • Make deposits
  • Keep an itemized register
  • Arrange for transfer of books to new treasurer after completion of duty

Qualifications:

  • Accounting or bookkeeping experience essential
  • Accounting software experience preferred
  • Ability to communicate
  • Be organized

Relationships:

  • Responsible to executive and general membership

Time Commitment:

  • One year
  • Attend monthly executive/board meetings

Benefits:

  • Increase knowledge and skills in maintaining the accounts of a Society
  • Personal satisfaction
  • Opportunity to meet new people
  • Opportunity to effectively promote the goals and image of the Society
  • Opportunity to advance Montessori education to district representatives and community

Title: Secretary
Purpose: To keep accurate records of all Society meeting minutes and to support the president with various written communications.
Responsibilities:

  • Attend all meetings
  • Obtain secretary’s minute book with minutes of previous meetings and other materials from predecessor
  • Keep an accurate, concise, permanent record of the proceedings of all meetings of the Society (these minutes are the legal record of the Society)
  • Keep an up-to-date list of all Society members
  • Keep original version of the current constitution with amendments
  • Assist the president in preparing the agenda by preparing a list of unfinished business items for the president and assist with preparation of the agenda, if requested
  • Prepare the minutes and give a copy to the board members soon after each meeting
  • Make all corrections to the official minutes (immediately following the reading of the minutes and the current minutes shall reflect that a correction was made)
  • Sign with the president the approved minutes
  • Handle correspondence
  • Notify members of meetings
  • Keep all materials, contracts, motions, etc. until the end of the term.
  • Review materials, at transition meeting, with the incoming secretary
  • Email approved minutes to the executive and general members
  • Distribute hard copies of approved minutes to those members requesting minutes who do not have email
  • Bring copies of minutes to the meetings
  • Bring Sign-In Attendance sheet to meetings and obtain all signatures of attendees.
  • Prepare and maintain class lists
  • Other duties as assigned by the president

Qualifications:

  • Interest in people
  • Good communication skills
  • Ability to run meetings
  • Be organized

Relationships:

  • Responsible to executive and general membership

Time Commitment:

  • One year
  • Attend monthly executive/board meetings

Benefits:

  • Increase knowledge and skills in maintaining documentation of a Society
  • Develop effective communication skills
  • Personal satisfaction
  • Opportunity to meet new people
  • Opportunity to effectively promote the goals and image of the Society
  • Opportunity to advance Montessori education to district representatives and community