Scope of Work Rotary Club Office Administrator
Rotary Club of Stockton
See a printable, downloadable job description here: http://4sc.fun/clubadmin.
Office Administrator Duties
The Office Administrator has a vital role within the Rotary Club and is responsible for supporting the smooth administration and communication of club activities. The office administrator needs strong organizational skills, attention to detail, and willing support for Rotary's mission of service.
The Office Administrator is directly responsible for the following tasks:
Administrative Tasks:
-Maintain accurate records of club membership, including new members, resignations, deaths, attendance/engagement, and changes in member details.
- Prepare and distribute minutes of club meetings, board meetings, and other official gatherings.
- Manage club correspondence, including emails, letters, and official documents.
- Maintains and posts, as required, the official copies of Club organizational documents such as Constitution, By-laws, policy statements (including youth protection), board minutes, tax filings.
- Maintains official copies of contracts, insurance policies, records of background check requests, conflict of interest statements.
Reporting:
- Prepare and submit required reports to Rotary International and the district, including semi-annual reports and membership updates.
- Reports incoming officers for the next Rotary Year to RI within 30 days of election but not later than February 1 of the current RY.
- Ensure the club's information on the Rotary International database is current and accurate.
- Reports meeting attendance and member engagement monthly to the club board of directors.
Communication:
- Distribute meeting agendas, minutes, and other relevant materials to club members.
- Collaborate with the club president and board to communicate important updates and announcements.
Meeting Support:
- Support meeting logistics, such as venue arrangements as requested by the Secretary.
Document Management:
- Maintain an organized digital filing system for club records, including financial documents, membership records, and historical archives.
- Ensure all club documents are accessible to board members and relevant stakeholders.
Reporting Authority
- The office administrator works closely with the Secretary, Club Administration Committee, executive committee and board members to facilitate the work of the club. The position reports directly to the club secretary, who is the final authority for workflow.
Qualifications:
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- Proficiency in using Rotary lnternational's online tools and databases (training provided if needed).
- Attention to detail and a commitment to accuracy.
- A passion for Rotary's mission and values, however, membership in Rotary is not a requirement.
- Experience and demonstrated satisfactory performance with work of a like or similar nature.
Time Commitment:
- Office Administrator duties are expected to typically require 5-8 hours per week. Attendance at Board and some committee meetings is expected but may be virtual.
Compensation:
- Range $20 to $25 per hour based on experience and qualifications
Benefits:
- Opportunity to contribute to the success of the club and Rotary lnternational's global service initiatives.
- Develop leadership, organizational, and communication skills.
- Build relationships with Rotarians and community leaders.
This role is essential to the smooth functioning of the club and plays a key part in advancing Rotary's mission of "service above self."
Skills Required for Success
Soft Skills
- Initiative & Responsibility- Proactively manages tasks with minimal supervision and takes ownership of responsibilities.
- Collaboration & Teamwork- Works effectively with the Club Secretary, Board, and various committees, fostering open communication and cooperation.
- Attention to Detail - Ensures accuracy in maintaining records, preparing reports, and managing documents.
- Time Management & Prioritization - Efficiently organizes workload to meet deadlines, balancing multiple administrative tasks.
- Discretion & Confidentiality - Handles sensitive club and member information with professionalism and discretion.
- Communication & Customer Service - Engages with Rotarians, district leaders, and external stakeholders in a professional, courteous, and responsive manner.
Technical Skills
- Database Management - Experience or willingness to learn DACdb (District and Club Database) to manage membership records, reporting, and event tracking.
- Office Productivity Software - Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) for document preparation, reports, and presentations.
- Cloud-Based Collaboration Tools - Comfortable using Google Drive, Docs, Sheets, and Slides for document management and club communications.
- Email & Document Formatting - Ability to draft professional emails, meeting minutes, and reports in a clear and organized format.
- File Organization & Data Entry - Ensure digital records are properly maintained and easily accessible.
Contractor Status:
The Office Administrator is a contractor to and not an employee of the Rotary Club of Stockton. The selected candidate will work as an independent contractor, responsible for their own means and methods of work, taxes, insurance, and compliance with applicable regulations. The Rotary Club of Stockton will not provide employee benefits or withhold payroll taxes.
Compensation will be provided based on hours worked and agreed-upon terms, with flexibility in scheduling as appropriate for the role.