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Society of Georgia Archivists Preserving the past and the present for the future...

Administrative Assistant
  1. Purpose: Provides administrative support to the organization including managing the Society’s mail, receiving and recording dues, registrations for workshops and the annual meeting, and other income.
  2. Term of Office: Two years. Appointed by President with Executive Board approval.
  3. Voting Status: Ex-officio member
  4. Major Duties/Responsibilities:

      5. Mail

    1. Maintains SGA Post Office Box. Retrieves and distributes all incoming mail to the appropriate officer.
      1. Treasurer - Bank statements, checks, invoices for payment - from printers, mail services, American Express, etc. (When forwarding checks, always explain what they are for, i.e., membership or newsletter ads.)
      2. Newsletter editor - Newsletters and information from other historical/cultural organizations. Editor uses this information as fillers for the newsletter.
      3. Provenance editorial staff - publications for review, reprint or quote permission requests.
      4. Subscriptions manager - Institution renewals, requests for invoice and claims; Subscription services rate information requests; Requests for back issues.
      5. Forwards other material to appropriate officers as needed.

      Membership

    2. Maintains Membership Database, which includes member record of payment and contact information.
      1. Mails SGA publications published prior to renewal.
      2. Maintains printed member card.
    3. Receives new member applications with payment.
      1. Adds member to member list and to new members list.
      2. Prepares and mails welcome letter with SGA publications published prior to member's enrollment.
      3. Prepares printed member card.
    4. Receives renewal forms with dues and scholarship/award donations (see Scholarships below)
      1. Stamp PAID and note check # (or "cash") and the amount paid on renewal form or application.
      2. Stamp checks with SGA account number.
      3. Send all checks to the Treasurer for deposit.
    5. Responds to inquiries (phone, email) regarding SGA membership.
    6. Mails dues notices according to the following schedule:
      1. First notice: November
      2. Second notice: December
      3. Final notice: January [Membership Chair direct solicitation]
    7. Provides current list of members by the first Monday in February to the Membership Committee Chair for compilation of Membership Directory (to be mailed the first week of March).
    8. Provides list of those members who have not renewed to the Membership Committee Chair by the first week of January for direct solicitation.
    9. On an on-going basis forwards to the SGA Website Editor the names and email addresses of new members for inclusion in the SGA listserve (except for those who denote on their membership form that they do not want to be added to the listserve).

      10. Scholarships/Awards

    10. Receives and processes donations to the SGA scholarship and award funds.
    11. Maintains separate scholarship/awards file for Scholarship Committee Chair and Treasurer.
    12. Forwards the names and addresses of contributors to the scholarship/award funds to the President for acknowledgement.

      13. SGA Newsletter

    13. Maintains extra copies for new members.
    14. Submits notices to the editor regarding renewal information.

      15. Annual Meeting

    15. Receives all registration forms with payment.
    16. Maintains database of registrants.
    17. Notifies registrants that their registration form was received.
    18. Notifies registrants of any problems with their registrations.
    19. Tracks payment, including amount and check number.
      1. Notifies treasurer of refunds due.
      2. Prepares deposit slip, photocopies and deposits all monies received from registrants. Copy of deposit slip mailed to treasurer.
    20. Responds to questions regarding registration (received via phone, email, and fax).
    21. Prepares material for registration packets:
      1. Name tags
      2. Receipts
      3. Folder labels
      4. Guest tickets
      5. List of meeting registrants
      6. Renewal forms
    22. Other duties as requested

      Workshops

    23. Receives all registration forms with payment.
    24. Maintains database of registrants.
    25. Notifies registrants that their registration form was received.
    26. Notifies registrants of any problems with their registrations.
    27. Tracks payment, including amount and check number.
      1. Notifies treasurer of refunds due.
      2. Prepares deposit slip, photocopies and deposits all monies received from registrants. Copy of deposit slip mailed to treasurer.
    28. Responds to questions regarding registration (received via phone, email, and fax).
    29. Prepares receipts for registration packets.

      30. Other Duties

    30. Provides mailing labels to all officers for SGA activities and to other archives/library/historical organizations. This involves merging the file, printing the labels, and mailing them to the person or organization.
    31. Responds to research requests received through the SGA Administrative Assistant email address.
    32. Consults with Treasurer by December 1 to determine the budget for the next fiscal year.
    33. Forwards to the SGA Archivist any non-current files and turns over the current files to the incoming Administrative Assistant.
  5. Approved by the Executive Board: November 7, 2001
 
 
© Society of Georgia Archivists, P.O. Box 133085, Atlanta, GA 30333.
Society of Georgia Archivists' logo created by Kirk Henderson.
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