Job Descriptions

 

Professional Family Child Care Association of Utah

Job Descriptions

Reviewed September 25, 2008

 

 

Section 4.4 Charge or position descriptions: The Governing Board may amend the job descriptions without a membership vote if less than 10% change to duties.

(a) President and President Elect

General Responsibilities:

  • Manage the association
  • Maintain compliance with grant requirements and report to funding sources as necessary
  • Maintain compliance with Federal, state and local requirements for operation of a non-profit organization
  • Delegate responsibility to all committee chairpersons
  • Review the work of the committees and offer support as necessary
  • Appoint committee chairpersons as necessary
  • Preside at group meetings
  • Act as the mouthpiece for the association in the event that the publicist cannot speak on the association’s behalf
  • Arrange a welcoming committee
  • Attend all board meetings, including annual retreat and training

Committee Responsibilities:

  • Oversee and assist committee chairpersons.

Between Meetings:

  • Follow up with the secretary for all meeting agendas
  • Touch base with committee chairpersons between meetings to offer assistance and necessary support
  • Submit quarterly newsletter article related to the president position
  • Report all activities to the secretary ten (10) days prior to board meetings
  • Submit budget to the treasurer by March 1st annually
  • Assist assigned chapter directors
  • Recruit new members

During Meetings:

  • Call meetings to order and proceed with the agenda in a timely manner
  • Call for motions and votes as necessary
  • Delegate responsibility to appropriate committee chairpersons

(b) Vice President

General Responsibilities:

  • Act on behalf of the president when necessary
  • Oversee board and chapter trainings with the advice of the chapter liaison
  • Work directly with the conference committee to help provide educational workshops at the annual conference
  • Assist chapter directors in providing educational opportunities for the chapter members.
  • Actively promote CDA and NAFCC Accreditation.
  • Work closely with the state Child Care Resource and Referral Agencies to have current information about their mentoring program
  • Attend all board meetings, including annual retreat and training

Committee Responsibilities:

  • Attend meetings and work directly with the conference committee to provide support at the annual conference
  • Appoint a chairperson to Education Committee to plan/review the educational program for support groups to assure NAFCC standards
  • Chair the conference committee to organize PFCCA’sresponsibilities at local and state conferences

Between Meetings:

  • Review progress and provide support for all committees
  • Submit quarterly newsletter article related to the vice president position
  • Report all activities to the secretary ten (10) days prior to board meetings
  • Submit budget to the treasurer by March 1st annually
  • Assist assigned chapter directors
  • Recruit new members
  • Perform any other duties as assigned by the president

During Meetings:

  • Present committee reports
  • Preside over board meetings if the president is absent

(c) Secretary

General Responsibilities:

Record and distribute the minutes of each meeting.

  • Maintain a file of all Executive Board and chapter minutes
  • Compile and deliver an agenda for all Executive Board meetings seven (7) days prior to the board meetings
  • Attend all board meetings, including annual retreat and training

Committee Responsibilities:

  • Chair acommittee to promote cultural diversity
  • Chair the social committee meetings. To hostess at meetings and arrange food assignments

Between Meetings:

  • Type minutes of the meetings and deliver to board members within seven (7) days of the meeting to be reviewed and voted on at the next board meeting
  • Mail or distribute minutes upon request to chapter leadership
  • Prepare correspondence
  • Prepare agenda
  • Reserve the location for all meetings
  • Submit quarterly newsletter article related to the secretary position
  • Submit budget to the treasurer by March 1st annually
  • Assist assigned chapter directors.
  • Recruit new members
  • Perform any other duties as assigned by the president

During Meetings:

  • Record minutes, all actions and all motions voted on
  • Read past minutes and obtain two signatures from two (2) board members

(d) Treasurer

General Responsibilities:

  • Maintain compliance with grant requirements and report to funding sources as necessary
  • Maintain compliance with Federal, state and local requirements for operating a non-profit organization
  • Handle all financial matters and maintain accurate financial records
  • Compile board members’ individual proposed budgets and prepare a yearly association budget
  • Attend all board meetings, including annual retreat and training

Committee Responsibilities:

  • Chair the fundraising committee
  • Chair the grant writing committee

Between Meetings:

  • Keep accurate records of all income and expenses
  • Make deposits in a timely manner
  • Pay all expenses in a timely manner
  • Inform the president of all financial matters of the association
  • Prepare financial reports when necessary or upon request
  • Follow up on all committees’ financial requests
  • Follow up on chapter groups’ financial requests
  • Submit quarterly newsletter article related to the treasurer position
  • Report all activities to the secretary ten days prior to board meetings
  • Assist assigned chapter directors
  • Recruit new members
  • Perform any other duties as assigned by the president

During Meetings:

  • Collect money
  • Issue checks and obtain an authorized signature on checks
  • Present committee reports

(e) Publicist

General Responsibilities:

  • Publicize the association, its goals, workshops, conferences, fundraisers, accomplishments and other community events
  • Make use of news releases and other forms of media
  • Collaborate with other early childhood organizations
  • Attend all board meetings, including annual retreat and training

Committee Responsibilities:

  • Sit on events committee
  • Chair the advocacy committee
  • Attend Licensing Advisory Committee board meetings

Between Meetings:

  • Keep the Executive Board informed about government and legislative issues
  • Work with related organizations to promote PFCCA
  • Attend Licensing Advisory Committee board meetings
  • Make appropriate news releases
  • Submit quarterly newsletter article related to the publicist position
  • Report all activities to the secretary ten (10) days prior to board meetings
  • Submit budget to the treasurer by March 1st annually
  • Assist assigned chapter directors
  • Recruit new members
  • Perform any other duties as assigned by the president

During Meetings:

  • Solicit new ideas to promote the association
  • Report on collaboration and committees

(f) Chapter Liaison

General Responsibilities:

  • Work directly with the chapter directors and secretaries
  • Report chapter meeting schedules to website editor for placement on the calendar
  • Update the Executive Board with chapter reports
  • Actively promote CDA and NAFCC accreditation
  • Attend all board meetings, including annual retreat and training

Committee Responsibilities:

  • Sit on the membership committee
  • Chair the accreditation committee to review applications for accreditation grants

Between Meetings:

  • Assist chapter directors
  • Report to website editor about chapter calendar information
  • Collect reports from chapter directors for the quarterly newsletter
  • Submit quarterly newsletter article related to the chapter liaison position
  • Report all activities to the secretary ten (10) days prior to board meetings
  • Submit budget to the treasurer by March 1st annually
  • Recruit new members
  • Perform any other duties as assigned by the president

During Meetings:

  • Report on chapter status

(g) Newsletter Editor

General Responsibilities:

  • Oversee the newsletter
  • Attend all board meetings, including annual retreat and training

Committee Responsibilities:

  • Chair the newsletter committee and arrange committee meetings for fresh ideas and format
  • Sit on the events committee

Between Meetings:

  • Work on the newsletter
  • Gather and review all articles for publication
  • Edit articles and return them to their authors for final approval
  • Write fill in articles as needed.
  • Report all activities to the secretary ten (10) days prior to board meetings
  • Submit budget to the treasurer by March 1st annually
  • Assist assigned chapter directors
  • Recruit new members
  • Perform any other duties as assigned by the president

During Meetings:       

  • Report on the newsletter committee

(h) Membership Representative

General Responsibilities:

  • Keep membership list current
  • Send renewal notices
  • Mail new membership packets
  • Attend all board meetings, including annual retreat and training

Committee Responsibilities:

  • Chair the membership committee and direct the committee to organize an annual membership drive, welcome members and recruit new members
  • Chair the benefits committee and direct the committee to solicit and provide membership benefits

Join the Board of DIrectors and make a difference for the Child Care Field and for the Children in your Community!

Download the Volunteer Form Today and Mail, Fax or Email it to the Committee!

MAKE A DIFFERENCE TODAY!