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BUSINESS SECRETARY / BOOKKEEPER

The business secretary is a special appointment by the Board of Directors. It is a part-time paid staff position. Compensation is a monthly rate established by the board.

RESPONSIBILITIES:

Perform secretarial and bookkeeping duties as established and directed by the board.

DUTIES:

1. Attend all board meetings and the annual membership meeting.
   1. Record minutes of all meetings and prepare for distribution.
   2. Record votes of election of board members at annual meeting.
   3. Present bills for board approval; prepare and present checks for signatures and payment.
2. Maintain Corporate Seal of association and affix to all papers requiring said Seal.
3. Prepare and maintain association financial records:
   1. dues payment register
   2. monthly operating statement
   3. general ledger
   4. cash receipts journal and disbursements journal.
4. Process association dues and other monies: receive, deposit, post.
5. Prepare payroll and file appropriate tax forms.
6. Reconcile association bank statements.
7. Pick up and process association mail:
   1. Forward to appropriate board members and committee chairs.
   2. Dispatch as appropriate or as directed by the board.
8. Maintain a supply of association forms and postage. (paid for by the association)
9. Provide safekeeping of association records as required.
10. Maintain association membership records:
    1. Ascertain names of new owners and update records when units are sold.
    2. Insure receipt of delinquent dues (if applicable) from closing agent.
    3. Contact Hospitality Committee with new owners' names, addresses and due date of first maintenance fee.
11. Mail maintenance fee payment labels to all homeowners annually.