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Office
Administration
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- Establish
and maintain an office with necessary business equipment (telephones,
fax, photocopier, laser printers - black & white and color,
24-hour voice mail, postage meter).
- Conveniently
located two blocks from the Iowa State Capitol. Off-street parking
available.
- Provide
in-house board room that seats 12 comfortably.
- Maintain,
update and utilize computers with state-of-the-art association
management software and secure back up systems.
- Provide
staffing to answer the telephone, respond to emails and handle
inquiries Monday through Friday, 8:00 a.m. to 5:00 p.m. Central
Time.
- Oversee
and order supplies, maintain storage of inventory for association
clients.
- Provide
storage space for association records, inventory and archives.
- Respond
to all correspondence. As needed, refer matters to the appropriate
volunteer committee chairperson, board leadership or the association
President.
- Maintain
necessary mailing lists and rosters of members.
- AML
has insured its future from disasters by purchasing the following
insurance products: general liability, property and casualty,
employment practices, crime, professional liability, errors and
omissions, electronic data processing coverage and workers compensation.
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Financial
Management
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- Maintain
financial records and prepare monthly financial statements.
- Arrange
for completion of annual tax documents using an outside CPA.
- Coordinate
preparation of the annual budget in consultation with the Board,
Treasurer and/or Finance Committee.
- Assist
with budget preparation for seminars and conferences.
- Invoice
and receive monies (i.e., dues, registrations, product orders,
deposits).
- Prepare
bill payment checks for the signature of the Treasurer and/or
President.
- Process
payments and make deposits.
- Follow-up
on outstanding accounts receivables.
- Assist
with financial trends analysis and communicate information to
the association’s Board of Directors, Treasurer and/or Finance
Committee.
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Board
Management
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- Schedule
board meetings or special meetings called by the Board of Directors.
- Email
and/or mail meeting notices, mail board packets, and arrange for
meeting space, and order necessary refreshments and audiovisual
equipment.
- Per
contractual agreement, provide staffing for board meetings and
record minutes.
- Conduct
annual election balloting for officers and directors.
- Distribute
communication via email to/from boards to committees and membership.
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Meetings,
Trade Shows
and Conferences
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Handle
administrative duties including:
- Research
sites and prepare presentations on convention locations for Boards
of Directors.
- Assist
conference committees in selecting the facilities for meetings.
- Coordinate
all details regarding meeting location, process registrations,
market meeting (direct mail, email, broadcast fax, Web site) and
collect appropriate fees.
- Oversee
planning and arrangements for conferences under the direction
of the board and committees.
- Handle
all pre-conference arrangements with hotel staff and vendors.
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Wrap up post-conference activities (work with hotel to assess
accuracy of master bill, pay bills, tally evaluations and report
back to program committee, product sales, follow-up with attendee
requests).
- Make
sure all outside vendors are informed on-site as necessary and
paid after event.
- Work
with Program Committee to ensure speaker arrangements.
- Arrange
off-site events (golf outings, spouse programs, optional tours,
evening events).
- Staff
conferences and trade shows and handle on-site operations, requests
and inquiries.
- Use
AML’s iMIS database meetings module to assist in tracking
and planning of conventions, seminars, and special meetings.
- Produce
name badges, rosters of attendees, confirmations, invoices, function
tickets, convention packets, speaker handouts, evaluations, etc.
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Membership
Development
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- Process
membership applications in consultation with the Membership Committee
Chair.
- Prepare
and mail or email annual dues and renewal notices.
- Coordinate
the process of publishing an annual membership directory if desired.
- Maintain
database of all members and any pertinent information (AML uses
the iMIS Database package written specifically for association
management).
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Communications
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- Work
with editorial committees to prepare newsletters and oversee printing
and mailing or email distribution of association newsletters.
- Serve
as informational clearinghouse for members and other organizations.
- Use
iMIS E-Communicate system of personalized broadcast email
distribution (linked to membership database).
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The
following services
may also be contracted
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- Additional
Expanded Customized Email Services
- Specialized
Desktop Publishing
- Contracting
Grant Writing
- Web
Design & Hosting Services
- Monitoring
Legislation
- Contracting
Additional Lobbying Services
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