Nonprofit and Association Job Descriptions
Processes a variety of accounting transactions to verify accuracy, proper calculations
and amounts, inclusion of appropriate source documentation, proper budget codes
and journal/ledger entry designations. Traces discrepancies through source materials,
or through discussion with originating party to resolve them.
In the case of cash receipts or receivable transactions, tallies monies received,
reconciles amounts against source documents and prepares back deposit slips. Account
payable transactions include check preparation, signing and correspondence mailing.
May perform incidental typing duties. All assignments are performed under prescribed
procedures and routines which govern most situations.
May serve as a working leader to distribute assignments, monitor accuracy, resolve
patterned discrepancies, and provide assignment instructions. Oftentimes is expected
to perform the same duties as Accounting Clerk A as time permits. In addition, prepares
daily journal and ledger entries; reconciles monthly bank statements and may prepare
trial balances and other basic financial reports
on a monthly basis.
This position normally is found at a responsible organizational level where the
incumbent facilitates managerial processes and serves as an administrative coordinator
for a significant program/functional area. Assignments may be performed through
personal initiative or through the supervision of one or more support level employees.
Coordinates the collection, compilation, assembly and reproduction of unit projects,
which are oftentimes developed by others to be completed according to scheduled
times. Provides supporting services to unit managers/professionals to assist them
in scheduling and completing work assignments.
Coordinates unit meetings by notifying participants of meeting dates and places,
preparing agendas; assembling and distributing agenda materials. Attends meetings
to take notes, draft initiatives discussed, circulating for revision/approvals.
Recruits, screens, interviews and assists in selecting all support level employees
for the department/division; coordinates leave usage of support staff to maintain
continuity of area projects; assists in evaluating performance and in recommending
salary increases.
Works with the finance office to develop preliminary data and background information
for the annual budget. Integrates data received from various sections into a single
budget format for supervisor's review. Monitors monthly budget report for adherence
to estimated levels, seeks out explanations for significant variances, referring
questionable items to supervisor. Reviews all bills and travel vouchers.
Attends conferences and annual meeting to provide general administrative assistance
to supervisor for committee and program assignments. These can range from taking
minutes and preparing chairmen's reports, answering member/attendee inquiries
to resolving minor problems with hotel personnel.
Supervises the immediate activities of supervisor's office and support staff,
assigning tasks and establishing priorities, and facilitating the decision making
process on all general operational matters within the office.
In addition to the secretarial assignments that might be performed as outlined for
Secretaries A & B, this individual coordinates the follow-up, collection, compilation,
assembly and reproduction of unit projects, which are oftentimes developed by other
managers/professionals to be completed according to scheduled times. May provide
supporting services to unit managers/professionals to assist them in scheduling
and completing work assignments.
Coordinates unit meetings by notifying participants of meeting dates and places,
preparing agendas; assembling and distributing agenda materials. Attends meetings
to take notes, draft initiatives discussed and circulates for revision/approvals.
Reviews all bills and expense vouchers for appropriateness and budget identification.
Refers travel vouchers and questionable items to supervisor, approving others for
payment.
May assist in selecting support level employees for the offices; coordinate leave
to maintain continuity; assist in evaluating the performance of support employees
and in recommending salary increases; and provide general instruction and guidance
to insure consistency, accuracy and quality of work performed.
Responsible for preparing and writing articles, features and reports for one or
more serial publications. Story ideas for articles are usually generated during
discussions with supervisor. Subjects for articles and features as identified by
the incumbent are subject to approval. In most cases writing assignments are limited
to specific sections of the publication; or the same general subject area.
Editorial contribution can include news coverage of current events, trends and developments,
as presented in news stories and articles, in conformity with format, style and
editorial space allotment for any of the departments and sections of the publication.
Keeps informed of events and developments generally relating to the subjects covered;
identifies subjects for articles and features; prepares and writes articles on subjects
as approved. In preparing articles, gathers pertinent information through various
reference sources. Determines primary and potential references on the subjects;
reviews source material, including literature and technical papers; reads on the
subject; obtains graphic material as appropriate to support articles and features;
and consults authorities on specific subjects when necessary in story development.
Maintains contact with a wide range of information sources, including academia,
industry and government, and keeps abreast of current events and developments on
assigned areas through pertinent literature and media.
The range of responsibilities is the same as Assistant Editor A; however the individual normally has
to have formal education/training in the particular discipline - often times at an advanced level - in order to carry out the writing assignments.
Responsible for the efficient administration of the organization's employee
benefits program which includes; basic and major health care with HMO, dental and
eye care, prescription drugs; life with AD&D, long/short term disability; pension,
thrift, 4O3(b) and IRA plans; along with unemployment and workmen's compensation
plans.
Usually serves as group treasurer for the various plans, administering, enrolling
and deleting employees and initiating payroll deductions. Reviews and processes,
and approves for payment all plan invoices.
Participates in meetings with insurance carriers, consultants and actuaries in developing
benefit plan provisions. Oversees the effective communication of benefits and related
information to the staff; counseling employees on benefits; establishing and maintaining
plan records.
Additionally, prepares and distributes individual plan information memos and brochures
as plans are revised; and serves as principle liaison with carrier representatives
on claims, premium rate changes and exploring additional coverages. Some organizations
may require the person to process claims for medical benefits including distributing
checks to employees.
Participates in orientation sessions by briefing new employees on their various
benefits, responding to inquiries, providing benefit plan materials and information,
and seeing that all plan information documents are completed.
Prepares periodic reports to federal and state governments and regulatory agencies
as required, including state industrial commissions, state employment commissions
and Department of Labor (ERISA, OSHA). Provides insurance carriers and others with
plan census data, cost analyses and statistical abstracts, as requested.
May monitor new legislation that affects the benefits program and where appropriate
recommends plan changes to conform to the legislative initiatives.
In some cases, may be responsible for administering the organization's leave
program consisting of annual, sick and other leave categories by maintaining accurate
leave records and balances for each employee, responding to inquiries and interpreting
policy.
Performs a variety of general and semi-skilled tasks and assignments within the
building, offices and around the grounds of the organization.
Completes maintenance requests as assigned and in accord with priorities set by
the supervisor. Normally receives daily list of work orders to be accomplished,
including specifications of tasks to be performed. Reports any difficulties or circumstances
preventing completion of assignments.
Requests usually involve minor repairs of office furnishings such as desks, tables,
chairs and cabinets; and of electrical items such as clocks, desk lamps. Repairs
and/or replaces broken parts such as springs, locks, light bulbs and defective electrical
fixtures; refinishes or rebuilds furnishings, and builds shelves and wooden storage
cases; frames and hangs pictures, signs and plaques.
Moves and stores furniture and equipment. Assists in loading and unloading shipments.
May assist in setting up meeting and conference rooms. Makes pick up and delivery
trips associated with maintenance tasks.
May be required to keep building grounds neat and attractive appearing by regularly
mowing, raking, trimming, watering and sweeping these areas.
Responsible for coordination of care for individuals and families requiring assistance from a social service agency. Conducts interviews and gathers physical, psychological, and social information to determine the client’s needs. May counsels clients individually or in a family or group setting. Refers clients to appropriate community resources. Manages client support but does not supervise other workers. Typical Requirements: Bachelor's degree in social work or related field plus one to three years of related experience.
Provides basic patient care under direction of supervisory nursing staff. Duties typically include personal care (feed, bathe, dress, groom, or move patients, or change linens). Typical Requirements: Certification required. Age 18 or older with High School Diploma or G.E.D., and Criminal and Child Abuse Clearance. A valid driver’s license may or may not be required.
Under supervision of a teacher, helps implement learning activities and programs. Provides nurture, care, and guidance to children, assists those with special needs and supervises play areas.
Plans and engages children in activities in a preschool, day care center, or other child development facility appropriate to promote social, physical, and intellectual growth including language, social, and motor skills. Typical Requirements: Bachelor's degree in early childhood education or related experience other than in preschool or child care setting.
Responsible for providing computer operations support which includes collecting
and organizing
batch data for computer processing; running mailing labels, invoices, hardcopy listings,
special forms, and reports; document transfer between computers and word processors;
and production of ad-hoc
requests.
Makes minor program changes to fulfill user department requests on regular standard
computer runs. Detects and corrects obvious errors occurring during computer processing.
Monitors quality control of all output, making approved changes to correct final
product.
Maintains backup tape library of specified directories and/or disk drives; produces
monthly, weekly and/or daily backup tapes of all disk drives; maintains supply of
blank and scratch tapes for library replacement and special projects; maintains
an accurate dating and identification system for all tape libraries; coordinates
offsite rotation of library tapes; produces tape for offsite contractors.
Cleans and performs preventive maintenance on all equipment as specified by the
manufacturer; installs and/or moves microprocessors, terminals, and printers as
directed; installs and/or maintains cables as directed; maintains ample inventory
of all data processing supplies; maintains master log of cables, microprocessors,
terminals, printers, mini-exchanges and modems.
Assists clients individually or in a group setting with personal, educational, or vocational development. Identifies and helps clients address personal and/or emotional challenges such as substance abuse, family issues, and educational and/or career problems. Typical Requirements: Bachelor's degree or equivalent in human services or a related discipline plus three to five years of related experience, or Master's degree in counseling plus one to three years of related experience.
Responsible for operating a data entry terminal device that encodes and prepares
information for computer acceptance. All data entry procedures are prescribed and
dictated by the nature of the transaction.
Keys in a variety of member, subscriber and accounting data from a limited number
of precoded source documents. Keeps daily record of work batches completed by transaction
category.
May re-enter identical data in-putted by others to ensure a high degree of accuracy.
Equipment is designed to detect data discrepancies.
May be rotated away from the terminal to code and batch various source documents
before the data is inputted. Follows detailed guides to code documents.
Performs all of the assignments outlined for Data Entry Operator A.
At this level the operator usually determines the specific item codes to use at
the time of data entry based on the nature of the transaction. There is normally
a greater variety of transaction applications and source documents at this level.
This is the second ranking position within the organization and is generally found
in smaller groups that have a need for a general operations officer.
The individual normally directs a number of management and program areas facilitating
the overall direction of the organization. In some cases the individual assumes
the chief executive's role during brief periods of absence.
On occasion this person may direct a specific program area because he/she possesses
special expertise.
This position uses electronic means to facilitate the design, layout and formatting
of a variety of organization publications. The position can be housed in a number
of different departments, i.e., publications, communications, MIS or printing units.
Works with various staff units to provide assistance in layout, composition and
format for a number of different printed materials and publications through electronic
means and specialized computer software packages,. The variety includes; brochures,
leaflets, pamphlets, newsletters, bulletins, reports and special studies. In come
cases may work on several publications (journals and magazines) of
some length.
Based on the project and guidelines offered by the originating department, picks
an appropriate layout format, design, headings and highlighting features along with
type that will best enhance each publication.
Since many of the projects are different and may occur just once, works closely
with each unit to create the appropriate image sought. Based on experience makes
suggestions of how to modify projects to achieve desired effect. May use special
design software to accomplish task.
Once a project is completed, forwards text electronically to printer(s); or has
diskettes and tapes delivered by courier services. Maintains files of all projects
worked on including photos, clip art, illustrations and text. Also maintains library
of software programs, calls vendor/supplies service to make adjustments and repairs
to equipment; maintains records by department usage for billback purposes.
This individual is located within the DC Metro Area. Write proposal for general
and specific program support for corporations, foundations, government agencies,
and individual. Proposals can range from several pages requesting general support
to lengthy documents that describe in detail the scope of the work to be performed
and the organizations ability to carry out the project. Takes the lead in putting
project/subject content in a format compatible with that of intended funders. Where
necessary researches the subject area and develops a project design. May work closely
with other staff to accomplish final presentation.
Prepares periodic reports for funders outlining the progress made
This individual is located outside the DC Metro area. Write proposal for general
and specific program support for corporations, foundations, government agencies,
and individual. Proposals can range from several pages requesting general support
to lengthy documents that describe in detail the scope of the work to be performed
and the organizations ability to carry out the project. Takes the lead in putting
project/subject content in a format compatible with that of intended funders. Where
necessary researches the subject area and develops a project design. May work closely
with other staff to accomplish final presentation.
Prepares periodic reports for funders outlining the progress made
Provides personalized care and companionship for consumers in a variety of settings, including community homes, family homes, and generic community settings, with focus on instruction, guidance, and mentoring to promote the health, safety and contentment of the individuals served. Note: this position is supervised by a manager. Typical Requirements: Certification required. Age 18 or older with High School Diploma or G.E.D., and Criminal and Child Abuse Clearance. A valid driver’s license may or may not be required.
Responsible for directing most of all of the organization's internal management functions and operations including, but not limited to: office services, printing, library, data processing, member and subscriber records, personnel, purchasing and accounting.
Responsible for articulating the organization's positions on issues and programs to the membership and various audiences. Activities normally included under this function are: public relations, media relations, advertising, informational newsletters and similar publications, speech writing and community affairs.
Responsible for all negotiating/scheduling of the organization's annual convention, various conferences and meetings, whether domestic or international as well as, all exhibit and exposition shows. Other responsibilities include on-site management of these meetings and may involve developing program content for some of these gatherings.
Develops and directs an ongoing effort to identify and acquire additional funds
for the organization on a continuing basis. Primarily committed to the solicitation
of monies from governmental sources, private institutions and individuals in support
of selective programs and projects that the organization is advocating, or sponsoring
on a sustaining basis.
This position can also include the staging of various fundraising events such as
cultural and entertainment gatherings, auctions, contests and festivals.
This individual is located within the DC Metro Area. Directs the organization's economic research which depicts industry patterns and trends, technological changes and the economic impact these have. Additionally, monitors the impact that current and pending legislation and governmental regulations may have on the organization's constituency in economic terms. May serve as chief spokesperson in projecting economic trends for the industry.
regulations may have on the organization's constituency in economic terms. May
serve as chief
spokesperson in projecting economic trends for the industry.
Responsible for designing, developing and implementing a variety of educational programs that will meet member needs for continuing education experiences, professional development and accreditation; as well as developing the curriculum content and materials for these programs.
This is the principal or chief financial position. It normally incorporates determining
policy on all accounting/auditing, financial and budgeting activities; and may participate
in the investment policies of the organization.
In some organizations, this position may also incorporate a number of central service
functions including: office services, purchasing, printing, mail operations, data
processing and personnel.
This individual is located outside the DC Metro area. Normally serves as the program's senior lobbyist. Directs the effort to plan, develop and carry out the organization's legislative/regulatory programs, making the organization's views known to legislators and regulators at all government levels.
Manages the employment process which entails the recruitment, selection and placement
of all support and some professional employees. Activities include placing advertisements
in newspapers; dealing with employment agencies; skills testing of applications;
interviewing; salary negotiations; reference checking; and orientation of new employees.
May recruit for mid level professionals and managers working closely with department
heads to make effective selections and placements.
Regularly monitors personnel policies, procedures and practices' to ensure that
they meet affirmative action principles in both intent and spirit. Exercises initiative
to seek out and identify qualified protected class candidates for job vacancies
through in-house selection procedures and outside sources.
Counsels staff and management on a variety of personnel related matters including;
sensitive issues, job reclassification, terminations, personality conflicts, potential
charges of discrimination, and policy interpretation.
Manages the salary and performance appraisal programs for the staff by developing
salary ranges; determining starting salaries; establishing, guidelines for promotional
increases; and monitoring performance appraisals to see that they conform to prescribed
guidelines for merit increases. Conducts periodic salary surveys to determine general
competitiveness, making recommendations based on survey findings.
Administers the employee, benefits program which comprises: health and major medical
plans, including a HMO; life insurance, long term disability, accidental death and
dismemberment, travel accident retirement, workmen's and unemployment compensation.
May serve as group treasurer for some plans.
Additionally, prepares and distributes individual plan information memos and brochures
as plans are revised; and serves as principle liaison with carrier representatives
on claims, premium rate changes and exploring additional coverages.
Develops record management procedures that maintain, update and retrieve data in
an accurate and expeditious manner. Uses departmental information to develop a variety
of reports for management,
to meet government regulatory requirements, and own departmental needs.
This individual is located within the DC Metro Area. Tins is the chief legal position within the organization. The individual directs the legal affairs of the corporate organization and is involved in all matters that have legal implications even when these require the services of outside legal counsel. Additionally, may become involved in legislative and regulatory matters; but this involvement does not constitute a significant portion of the job's responsibilities.
Additionally, may become involved in legislative and regulatory matters; but this
involvement does
not constitute a significant portion of the job's responsibilities.
This position is responsible for promoting the organization actively to state and local affiliates/chapters and to potential member groups; for identifying and developing new programs/services that meet member needs; and for finding ways to improve existing programs and services.
Responsible for developing the organization's computer capability and management systems in a variety of programs areas as emphasized by the organization. Other aspects include the direction of systems programming, managing an in-house computer installation and interfacing with outside service bureaus and systems design firms.
Responsible for the editorial policy and content of the organization's publications consisting of trade magazines, research and technical journals, books, monographs and abstracts; as well as, overseeing the production, scheduling and publishing of such publications.
Directs the organization's research efforts dealing with member/constituency programs and services. Such activities can include the modification of industry or professional practices; standardization of industry specifications; comparative analyses of products and services; potential impact on the public of various industry products/practices and professional programs.
This position does not deal with scientific/technical publication; nor with the
publication of newsletters and related services.
Publishes the organization's primary serial magazine, whether it be a weekly,
monthly, or quarterly. The publication is generally viewed as the organization's
official communications; and is the major carrier of advertising space.
Has full responsibility for the overall operation of the magazine, its content and
editorial direction. Acts in the capacity of publisher for the magazine and provides
guidance in long-term editorial direction. General direction for content may also
be available through an advisory board.
The daily operations of the magazine are carried out through a managing editor and/or,
various editorial staff members who are responsible for their respective magazine
sections.
In some instances, may be expected to write editorials. Provides general public
guidance and editorial direction carried out on a continuing basis via informal
and formal channels of communication. While the daily activities of the staff are
delegated to and are the responsibility of others, the Editor also provides general
guidance and editorial direction to the staff. A general review of each issue provides
a continuing check of performance.
Maintains continuing and large scale contact and communication with organization
departments, the constituent community, and with governmental and non-governmental
organizations, agencies, and groups. Also maintains liaison with the advertising
sales organization, to assist in maximizing the economic and advertising potential
of the magazine.
The range of responsibilities is the same or very similar as Editor A; however, the individual normally has to have formal education and training in the particular discipline-often times at an advanced level- in order to carry out editorial assignments and to review article content.
Responsible for identifying, soliciting, contracting for and publishing new books
and/or revising information in existing hardcover publications, i.e. textbooks,
symposia, monographs, directories and other reference collections not published
elsewhere.
Responsibilities can include soliciting research materials, reviewing these for
contributory value. May
be supported in the search effort by an advisory board, which provides guidance
and advice in the selection of topics for publication and on publication policy
and relevant issues.
Solicits peer reviewers (experts in various fields), who provide merit evaluation
of contributed research materials. Prepares proposals for publication, which include
estimates of production cost and marketing potential, and prepares contract agreements.
Responsible for coordinating the manuscript review process, the assignment of manuscripts
and the text's production schedule. This includes corresponding with a board
of editors and authors in the request, receipt, and review of manuscripts; maintaining
manuscript logging control; editing for general conformance to style procedures,
and editing for consistency, grammar, punctuation, spelling and printer markings.
Responsible for initiating all steps for the production of books. Sets schedules
for production, including editorial and graphics preparation (text, index, jacket
design, ads). Monitors progress, and ensures balance in work flow.
Responsible for cost control for individual projects, i.e.; soliciting bids from
appropriate suppliers and services (e.g., compositors, printer-binders, designers,
mail houses, free-lance editors, indexers; evaluating bids based on cost, schedules
offered, and performance history; negotiating contract items, evaluating supplier
compliance, evaluating invoices compared with contracts and actual performance,
renegotiating amounts with suppliers as appropriate.
Some positions may require the individual to be responsible for the marketing effort.
This includes writing advertising copy for space ads, publications catalog, and
various direct-mail promotions; working with designers to create a desired appearance
for each book; purchasing mailing lists and arranging U.S. and foreign distribution
through mail-houses; distributing review copies of books to appropriate publications
to solicit published book reviews; arranging display of books at appropriate books
exhibits.
This position does not deal with scientific/technical publications. May work on
more than one publication.
Edits a variety of publications material including manuscripts, feature articles,
news items, pamphlets, brochures and booklets, and annual meeting/conference materials
for spelling, grammar, punctuation, syntax, general clarity, and printer markings
by following prescribed editorial and style manual guidelines. May communicate with
editors and guest authors to resolve questions dealing with nontechnical items.
Proofreads galleys and makes appropriate changes; measures galleys for page layouts
and sizes pages based on issue contents. Crops photographs, arranges charts, graphs
and tables for all publication layouts. Works with authors, editors, artists, typesetters
and printers to meet schedule deadlines. May write short, individual news items
for publication; or rewrite general passages for greater clarity.
Some positions may require the individual to use desktop publishing equipment to
format and stylize text.
This position may require formal training in a particular discipline. This requirement is usually
required in working on a scientific/technical publication.
In addition to performing all of the assignments outlined for Editorial Assistant
A, the individual is usually responsible for nomenclature and general technical
content editing. May be required to rewrite short technical manuscript passages
for greater clarity.
Primarily responsible for the recruitment, screening, and selection of candidates
for support staff and lower-level professional/managerial positions. This involves
determining with managers the selection criteria, identifying internal candidates,
advising managers on the availability of internal and external candidates, selecting
productive recruiting sources and methods, screening and interviewing candidates,
counseling managers on potential hires; and negotiating starting salaries.
In conjunction with the recruitment and retention of employees, incumbent develops
and conducts orientation programs for new employees, explaining organization personnel
policies, programs and employee benefits.
Also responsible for assisting in the development and administration of the organization's
Affirmative
Action Plan; for providing employee counseling and guidance, to the support staff;
and responsible for assisting in salary administration and other personnel programs
when possible and as requested.
This is the top paid staff position within the organization with a direct reporting relationship to the Board of Directors. It has full responsibility/accountability for all program areas, not otherwise administered by the Board. In some cases this individual may devote a significant portion of the time personally directing the efforts of one or two major program areas.
NOTE: ONLY ONE, OR POSSIBLY TWO INDIVIDUALS, OCCUPY THIS POSITION WITHIN THE ORGANIZATION.
This position provides administrative and secretarial support to the executive officer,
the Board of Directors and its officers. In some situations this assistance may
extend to the deputy executive officer.
Coordinates the schedules of the Executive Officer and the organization's elected
officials to optimize their time and to facilitate the exchange of information.
Schedules appointments with staff and members wherever these individuals are expected,
or when they travel around the country on organization business. Determines the
nature of these appointments, and develops the necessary background material wherever
possible. May be expected to review correspondence requiring the signatures of these
officials, regardless of its origination, for general format and style, content
and possible sensitivity.
Coordinates the physical and logistical arrangements for regular Board meetings.
During the sessions takes minutes, may monitor parliamentary procedure, prepares
initial minutes draft and serves as staff liaison to officials attending. Post meeting
assignments include following through with staff directors
to see that established projects are on schedule, keeping supervisor apprised of
progress.
Replies directly to general inquiries, nontechnical topics and brief correspondence.
Also drafts replies for officer signature on similar matters if this is deemed more
appropriate. Monitors supervisor's immediate tickler file for upcoming deadlines,
following through on the necessary details.
Prepares conference agenda and background materials for the Board. This includes
collecting, compiling, reproducing assembling and distributing the agendas prior
to the annual meeting.
Travels on-site to manage the executive's operations office during major meetings.
May attend Executive Committee and Board meetings to take official minutes. May
assist in answering member inquiries and in resolving minor difficulties with hotel
personnel.
Responsible for documenting all user requests or inquiries for support. Research
internal and external knowledge-base resources to provide problem resolution or
communication to minimize troubleshooting time. Responsible for forwarding trouble
tickets not solved personally to the appropriate MIS specialist. Responsible for
follow up, ensuring customer satisfaction, after trouble tickets are closed. Provide
front line technical assistance by diagnosing and troubleshooting hardware and software
problems. Maintain Help Desk databases by: updating the user database; building
and updating knowledge base; creating reports; and collecting and tracking asset
inventory. Responsible for building necessary database schemas to facilitate MIS
reporting needs.
Train new users on the services offered and provided by MIS in support of the policies
and procedures manual. Provide basic orientation to new users. Coordinate equipment
rentals and facilitate setup for end-user department training sessions. Recommend
appropriate training for staff to maintain user efficiency when working with business
automation tools.
Schedule usage and track in-house loaner equipment. Follow up on outstanding equipment
ensuring safe return. Implement maintenance program for loaner equipment whereby
equipment is 'reset' upon return to ensure proper operation for next user.
Maintain record management system for MIS documentation including: maintenance contracts,
vendor agreements and computer related literature. Maintain the software library,
which includes tracking licensing agreements. Conduct periodic system and software
audits in support of record management.
Provide user community notifications regarding system maintenance, virus alerts,
MIS tips and related information technology issues.
Perform installation and upgrades to standard software applications. Aid in the
roll-out of hardware and peripheral installations.
Assists in the employment function for support level staff which entails recruiting through classified advertising and employment agencies, initial interviewing and skills testing of job applicants, assisting unit managers in making selections and extending job offers. May brief new employees on pay, leave and benefit plan procedures. Places temporary office help requests with firms providing such assistance.
Maintains the organization's personnel files and records consisting of individual
employee personnel jackets, leave records, application and resume files, benefit
plan records, Establishes personnel records and documents whenever new employees
are hired; files and retrieves materials; retires records of departed employees;
and processes all personnel transaction forms.
May maintain staff leave records by recording leave usage indicated on periodic
leave and time reports submitted by each office. Monitors leave usage to see that
it conforms to policy. Calls discrepancies to employees' attention. Prepares
regular leave summary reports showing current leave balances by category for each
staff member. Additionally explains leave policy to staff as questions arise.
May prepare periodic benefit plan reports and inform insurance carriers of additions,
deletions and changes to the various plan participant lists. Performs typing duties
incidental to the completion of all assignments.
Intern positions exist to make use of the training and abilities of undergraduate
and graduate students in developing special projects or studies for the organization.
Students can relate their education and training to particular subject areas in
providing what might be termed "mini-consultant" services. These are generally
short term, high impact projects. The projects may range from special efforts directed
toward particular objectives, or supplement existing department operations. Interns
are assigned to a specific department or division within the organization to develop
a project as defined by that department. The most important aspect of this position
is the analytical ability necessary to define, organize, develop and complete the
project within established guidelines. A project can involve developing programs,
preparing and administering surveys, compiling and condensing
information for programs or proposals, or studying the effects of changes or new
projects. Developing projects generally include researching information, conducting
interviews with internal or external personnel, drafting progress reports and recommendations,
and meeting with departmental and/or
other staff personnel in reporting on and discussing the project. Recommendations
might include information sources to be used, areas within the project that are
to be extensively developed, or new
aspects that should be included in the development of the project.
This position is found in organizations that use/ planning to install a LAN system;
are on the Internet and are on or moving toward the worldwide web.
This individual can be involved in, or be the primary person, in planning, installing
and implementing network configurations appropriate to the organization; as well
as, coordinating the installation of the firewall, modem pool equipment and software.
Responsible for seeing that security measures are followed; that passwords are properly
registered and other access procedures followed. Produces regular reports that indicate
usage department.
Reviews browser and search engine software as it becomes available toward advancing
the system's capability wherever possible. Recommends purchasing these enhancements
where appropriate. Additionally may instruct staff in the use of new software to
facilitate their operations.
Interacts with server groups, suppliers and vendors to obtain the best service/
product form these organizations. Keeps current with and seeks out new advances
in technology that can be incorporated into the network system. Wherever possible
attends presentations and/or tests new equipment and
software before recommending purchasing these items.
Works closely with others to design and format the organization's home page.
This includes strategies on how to best project the organization's image, mission
and objectives to a variety of audiences. Additionally interacts with user departments
in the design and display of their individual websites. Makes revisions and updates
to their websites as requested.
In some cases, the individual may prepare a portion of the text, or even me whole
text. This calls for the imaginative use of graphics, color and formatting to present
a visually attractive and user friendly home page/website (s).
May train staff in user departments to be web representatives, who are capable of
updating their own department websites.
This position is normally found in the Legal or General Counsel's office of
an organization. Knowledge of, or proficiency in shorthand is not a controlling
factor of this position.
Performs the normal range of secretarial duties with emphasis on the preparation
of legal briefs, documents, and testimony. Tracks court rules and court calendars
for cases to assure that critical dates are not missed.
Prepares the table of authorities that is an essential part of all briefs. In this
regard sees that the legal staff complies with the rules of the various courts governing
the stylistic and editorial requirements of briefs and other papers filed. Responsible
for coordinating the completion of briefs to assure that they are printed and published
on time.
May conduct basic legal searches and perform other general paralegal duties. Reviews
court decisions reported in the advance sheets and in the various case reporter
services in order to identify important issues of concern and interest.
Responsible for maintaining the legal records of the organization. Decides which
records ought to become a part of the organization's permanent legal files versus
those which should be retained only to facilitate day-to-day operations.
Responsible for the collection, consolidation of data in the preparation of organization's
lobbying report. May assist in putting together the budget for the Counsel's
Office.
This individual is located within the DC Metro Area. NOTE: THIS IS NOT A POLICY
MAKING POSITION
Assists in the execution of Federal legislative policies as conceived and established
by the organization. Contributes in the development of these policies by the identification
and analysis of legislative issues of interest to the organization and its members.
Consults with other staff members and Board committees with expertise in the particular
area affected to develop appropriate positions on various issues.
To assure that the organization receives due consideration by the appropriate legislative
parties, participates in liaison activities which involve frequent personal contact
with Members of Congress
and their staffs, Congressional committees, regulatory and executive branch officials.
Monitors various bills, speeches and statements of Congressional leaders; attends
hearings, writes and reviews testimony and statements for use in Congressional hearings;
reviews government, industry and academic studies and reports; monitors the general
press and various congressional, government and trade publications; and explains
organization positions and legislative activities to other staff groups, members
and other interested parties.
Provides advice and counsel to the Board and various committees by analyzing legislative
details for these groups and any legal considerations and implications of legislative
issues which affect their area of activity. Where appropriate, prepares draft of
position papers to have presented at hearings. On occasion testifies before congressional/regulatory
hearings.
Some positions may require the individual to maintain close liaison with other area
based groups that have similar legislative interests.
Some positions may require the individual to serve as the secretary or secretary/treasurer
for the organization's Political Action Committee. The primary responsibility
is PAC activity; although a portion of the time may be taken up by related assignments.
Oversees the receipt, deposit and disbursement of all PAC monies; the accurate recording
of all such transactions; as well as, the filing of reports with the Federal Election
Campaign Commission.
Receives requests for political contributions from all governmental levels preparing
these for review along with appropriate background information. If authorized, issues
acceptance letters and requests checks. Also sends out declination letters.
Makes all arrangements for periodic PAC committee meetings including the preparation
of all financial and activity reports. Takes and distributes minutes of deliberations
and maintains all committee records. May also keep files on all member PACs by obtaining
copies of their filing reports.
Provides material/information for; or may write periodic newsletter for member distribution,
citing
PAC activities and legislative/regulatory developments.
Assembles data and information for annual IRS tax filing. Monitors the Federal Election
Campaign and Lobbying Acts to keep apprised of new developments and upcoming hearings.
Briefs visiting members on these, and arranges appointments for those who may wish
to visit their congressional delegations.
Assists in the execution of Federal legislative policies as conceived and established
by the organization. Contributes in the development of these policies by the identification
and analysis of legislative issues of interest to the organization and its members.
Consults with other staff members and Board committees with expertise in the particular
area affected to develop appropriate positions on various issues.
To assure that the organization receives due consideration by the appropriate legislative
parties, participates in liaison activities which involve frequent personal contact
with Members of Congress and their staffs, Congressional committees, regulatory
and executive branch officials.
Monitors various bills, speeches and statements of Congressional leaders; attends
hearings, writes and reviews testimony and statements for use in Congressional hearings;
reviews government, industry and academic studies and reports; monitors the general
press and various congressional, government and trade publications; and explains
organization positions and legislative activities to other staff groups, members
and other interested parties.
Provides advice and counsel to the Board and various committees by analyzing legislative
details for these groups and any legal considerations and implications of legislative
issues which affect their area of activity. Where appropriate, prepares draft of
position papers to have presented at hearings. On occasion testifies before congressional/regulatory
hearings.
Some positions may require the individual to maintain close liaison with other area
based groups that have similar legislative interests.
Some positions may require the individual to serve as the secretary or secretary/treasurer
for the organization's Political Action Committee. The primary responsibility
is PAC activity; although a portion of the time may be taken up by related assignments.
Oversees the receipt, deposit and disbursement of all PAC monies; the accurate recording
of all such transactions; as well as, the filing of reports with the Federal Election
Campaign Commission.
Receives requests for political contributions from all governmental levels preparing
these for review along with appropriate background information. If authorized, issues
acceptance letters and requests checks. Also sends out declination letters.
Makes all arrangements for periodic PAC committee meetings including the preparation
of all financial and activity reports. Takes and distributes minutes of deliberations
and maintains all committee records. May also keep files on all member PACs by obtaining
copies of their filing reports.
Provides material/information for; or may write periodic newsletter for member distribution,
citing
PAC activities and legislative/regulatory developments.
Assembles data and information for annual IRS tax filing. Monitors the Federal Election
Campaign and Lobbying Acts to keep apprised of new developments and upcoming hearings.
Briefs visiting members on these, and arranges appointments for those who may wish
to visit their congressional delegations.
Responsible for managing the activities of a special library/information center
containing at least several thousand volumes, periodicals reference texts, and special
collections, along with micro forms and computer capability in some cases.
Spends a portion of the time conducting literature searches for the staff, members
and the public. Some requests involve current issues or evolving trends, which require
seeking out different source areas/facilities to locate and obtain the information.
Peruses material and earmarks those sections that may apply. On occasion visits
other facilities to review reference materials to determine applicability.
Makes acquisitions for the collection based on identified needs, inquiry patterns,
and as requested. Purchases general reference works and recommends that offices
acquire technical volumes. Scans new publication announcements and calls attention
to text material.
Performs all original classification and cataloging of new acquisitions. Modifies
catalog system and description if it differs from the way the organization classifies
similar material.
Related services include assisting staff in searching material reduced to microfilm/fiche form; computer processing of databases; inter-office routing of publications; processing subscription renewals; shelving and retrieving volumes/periodicals; and preparing new acquisitions for the collection.
Assists staff, and the public to locate books, periodicals, reports and other materials
within the library. Charges out books, shelves those that are returned, follows
up on overdue books and places inter- library loan requests where appropriate. As
required goes to other library facilities to pick up information materials that
have priority status.
Maintains library information files. These include newsletters, special reports,
references and studies. There may also be subject index tiles of technical information
and articles on current issues. Routinely routes periodicals to designated offices
and files materials when returned. Scans publications to spot articles that pertain
to current issues. Reproduces these for the files. Also reproduces material requested
from the files and/or charges it out to requesting party.
Processes new book acquisitions once they have been cataloged by preparing labels,
book cards and pockets, catalog cards and shelving the volumes. Requests catalog
information from the Library of Congress where indicated.
Opens and sorts incoming mail according to prescribed individual/function/office/program
designations. Makes daily runs to distribute mail and interoffice correspondence
throughout the offices/building. In the process, picks up outgoing and interoffice
mail. Sorts materials and delivers on next run.
Weighs and meters all outgoing mail according to instructions or prescribed postal
guidelines. Bags mail for evening pickup. Wraps, weighs and meters small packages
containing publications and other informational/educational materials. May package
larger items to be picked up by postal service or commercial carrier. Contacts carriers
to pick up as needed.
May make regular trips to area post offices to either pickup or deliver mail bags
and certified pieces or mail. May drive organization vehicles to accomplish these
tasks.
Maintains dairy log of outgoing pieces mailed and cost. Identifies originating office
in bulk mailings, as well as pieces mailed and cost. Alerts supervisor when postage
meter reaches authorized postage limit. Assists in assembling and stuffing materials
for bulk mailings.
This position performs all of the assignments indicated for Mail Clerk A; but in addition may perform a number of other regular functions, i.e.; serving as the key operator for one or more copy reproduction machines; keeping machines clean and well stocked with paper and chemical fluids where necessary; and making minor repairs, contacting equipment company representatives for major difficulties.
Maintains cabinets well stocked with commonly used office supplies and materials,
providing these upon request. May contact local supplier to replenish stock when
reorder levels are reached.
Drives organization vehicles or uses public transportation to pick up and deliver
a variety of printed materials, documents and packages around the area that require
special attention.
Packs and prepares trunks and other large cartons and crates to be shipped by commercial
carriers/convention/ conference meeting sites.
Assists in the design, revision and maintenance of the accounting system and procedures.
Responsible for monitoring effectiveness and cost of accounting operations; reviews,
audits, and/or approves entries into the accounting records; and checks on all bank
accounts in accordance with policies established; consults with Staff on matters
such as changes in cost or revenue allocations, and requests for new program accounts.
Manages the classification and recording of all financial transactions, maintenance
of official accounting records, and preparation of financial statements and reports
for the organization. Financial data and transactions, including payroll, are audited,
verified and encoded for computer processing, storage and production of the general
ledger, and statistical and financial reports for all levels of management.
Also includes the responsibility for coordination and supervision of all accounting
and internal audit functions for cash receipts, accounts payable, and payroll to
insure that accounting records, financial statements and reports accurately reflect
the financial status and operations of the organization. Also supervises the consolidation
of annual budget and financial forecast data as received from all operation departments
into unified reports in accordance with principles and format prescribed by management.
Coordinates activities surrounding the annual audit. Also, the establishment of
federal and state grant procedures and reporting routines.
This position is generally found in professional/scientific associations which bestow
added professional status to their members through some form of credentialing/licensing/testing
process.
Serves as staff liaison to one or more academy/foundation/institute committees or
groups charged with reviewing and passing on requests for accreditation/certification.
The incumbent is the administrative facilitator of the program.
Processes certification requests which entail reviewing applications and appropriate
documentation accompanying requests; developing written and/or oral examination
content to coincide with the level of training and areas of specialization of candidates;
preparing and sending examination materials to proctors and receiving these back
for interpretation and scoring; notifying candidates of scores and providing certification
documents; and establishing/maintaining records, statistics, and information.
May conduct regional examination sessions to facilitate administration and enhance
examination accessibility. Travels on-site to administer examinations. In the case
of international requests,
examinations are taken at prescribed locations. Corresponds with and coordinates
the necessary steps between the parties.
May publish a periodic newsletter detailing program activities and announcing all
newly credentialed members. Also, publishes directory listing all accredited members.
This position can be structured in two ways. The individual can work closely with
an advertising agency that sells space in the organization's various publications.
Or the individual can be solely responsible for directly selling ad space in the
organization's publications. And in some instance may also be responsible for
advertising the organization's other products and services to members and other
audiences.
Responsible for contributing to the organization's revenue stream by managing
all activities involved in selling advertising space in the organization's various
publications. Makes advertising sales calls and presentations to clients. Employs
flexible strategies to achieve the desired goals of sustaining and increasing advertiser
activity and enhancing their satisfaction. These strategies include negotiating
value-added merchandising opportunities and package offers involving discounted
products and services.
Serves as the primary contact for existing advertisers. Handles calls and inquiries,
provides information and materials upon request. Serves as liaison to advertisers
or their appointed agencies. This includes negotiating specialty deals or value-added
merchandising opportunities; negotiating resolutions to problems related to advertising
accounts; or ensuring that issues are addressed in a timely manner.
Receives all unsolicited inquiries about advertising, solving questions about billing
or other account maintenance issues. Also responsible for invoicing all products,
monitoring outstanding/aged receivables, and other business processes related to
advertising sales, expense budgets, quarterly forecasting and other management reporting.
Where appropriate responsible for sales of classified and banner advertising on
web site. Responsible for taking telephone and fax orders, tracking insertion order
and materials, and ensuring proper posting and removal of ads from the site.
Maintains up-to-date print and electronic advertising client files. This includes
keeping advertiser and agency information current by inputting and editing information
in an appropriate electronic database format. These advertiser mailing lists are
used for periodic promotional mailings.
On a regular basis, checks for new advertising leads. Continually works to increase
advertiser solicitation base for the organization's publications; also seeks
out new audiences who will buy the organization's products and services.
Responsible for maintaining the physical appearance of the organization's building,
offices and grounds; and for providing a comfortable physical working environment
for the staff. Some individuals occupying this position may be required to be licensed
operating engineers.
Performs regular maintenance routines on heating/cooling system including weekly/monthly
monitoring of various thermostat controls and dampers throughout the building; checking
oil pressure
levels and fan belt tension; lubrication and changing gas valves; checking/cleaning
filters, cooling tower, spray heads and coils; and applying rust resistant chemicals.
Maintenance on the building includes: cleaning/dusting/polishing metal and furnishings
in public areas; cleaning, dusting and removing trash from offices; touch up painting
and minor furniture repairs; light electrical repairs such as repositioning switches
and plugs; and vacuuming all carpeted areas.
Performs through staff or outside contract firms such regular services as; office
cleaning, window washing and drapery cleaning; landscape cleaning, planting and
fertilizing; trash removal; office construction and built-in carpentry; major painting
projects. Obtains competitive bids and makes recommendation based on product quality,
service and cost factors.
Can serve as liaison with management realty firm which acts as the leasing agent
and building administrator. Approves and submits for payment all monthly purchase
orders for equipment, supplies and contract services.
Where appropriate maintains contact with building tenants to insure that their general
building and cleaning needs are met.
Responsible for ensuring the security, efficiency and continuous functioning of
a central computer facility to meet organization needs. Plans, organizes, maintains
and monitors the central computer facility. Recommends and implements changes in
configuration and type of hardware/software and related equipment. Recommends and
implements operations procedures and techniques to improve efficiency of equipment
operation. Reviews all invoices for purchases of computer equipment and approves
for payment.
Manages the scheduling, production, quality control and distribution of output for
all computer processing requests.
Coordinates the activities of one or more technical projects teams. Researches,
advises, and recommends on selection and use of computers and office-automation
technology throughout the organization.
Maintains relevant and accurate production records and reports, including reports
on membership, special program requests, accounting and equipment utilization.
Responsible for developing and maintaining the security systems of the central computer
equipment and advising on security for all systems in the organization. Sets and
maintains system passwords, changing these periodically.
Oversees the activities of the program and tape library facility. Responsible for
controlling the inventory of data processing supplies and materials.
As used here, this position is normally found in organizations that have decentralized their computer capabilities into a number of different departments and units through the use of personal computer networks (LAN) and work stations in addition to having a mainframe computer operation. Although the latter is not necessary.
Provides organization offices with a level of operational computer capability commensurate
with its program development. Assists in explaining software systems that will facilitate
and enhance current program operations; along with the necessary documentation and
staff instruction to utilize computer applications in accomplishing work assignments
more effectively.
Responds to staff requests to explore and review new systems applications; or to
pursue new developments that will improve existing operating systems. Reviews the
literature, talks with vendors and other familiar with the specific software systems
to determine their usefulness and applicability to unit operations. Summarizes findings
along with available options and recommendations.
Based on current operations and anticipated needs, keeps informed on new equipment
and software developments suggesting possible courses of action for departments
to pursue to enhance present operations and to increase the compatibility with the
organization's overall computerized network.
As requested, makes minor modifications and revisions to packaged software programs
on behalf of the various units. Test runs programs to make certain modifications
are incorporated properly. And as needed, runs programs providing units with the
appropriate listings and reports. Checks over materials for proper formatting and
basic calculations, but not for content accuracy.
Provides staff training in the use of micro computers and software packages on an
as needed basis. To assist in this effort, reviews all instructional manuals and
directions, revising and/or reviewing these for greater understanding and clarity
by the staff.
Develops and maintains a library and filing system for all in-house computer software
programs, and a checkout procedure for keeping track of all items. This also includes
the referencing of all
computer-related purchases, maintenance contracts, vendor agreements and computer-related
literature and topics.
Coordinates all equipment repair requests with the appropriate suppliers and vendors
to insure that work is performed accurately and on schedule. Provides routine maintenance
where called for. May coordinate consultant assistance as needed for hardware and
software support by outlining office needs and specifications requested; and seeing
that the projects are carried out according to the specifications.
Responsible for the effective administration of a number of programmers, programmer
analysts and system analysts. Each subordinate may be responsible for a number of
installed computer programs, and operating systems services.
In addition to management requirements, may also function as project manager on
new development projects. Additionally, trains analysts in systems and design concepts.
Manages staff workload, assignments and project scheduling. Monitors established
completion schedules, supervises system installation and end-user training and resolves
conflicts. Assures use of quality technical and programming standards in the implementation
and maintenance of operational systems.
Serves as an internal consultant, by analyzing the environment and defining the
information required to manage the function. Also analyzes the cost of the system
versus the benefits provided and makes recommendations about alterative system approaches,
either manual or computer based. These analyses result in a project proposal or
a prototype system used as a model for the functional system design.
Evaluates new programming languages and software tools for future applications.
The position is not involved with meetings policy or program content; but with the
operational aspects of meetings planning.
The meetings program generally consists of an annual meeting (with/without exhibits
show), several conference/seminars/workshops. Board and committee meetings.
Visits potential convention sites meeting with hotel, convention/tourist bureau
officials and local suppliers to develop appropriate information for presentation.
Once a site is selected, prepares master schedule to review progress and details
leading up to the meeting. Assignments negotiated include: housing, meeting facilities,
equipment, various services, temporary help, and staff assignments.
Provides on-site management to ensure that all arrangements are executed properly.
This includes ensuring that assistance is provided to attendees regarding general
information, registration, housing, transport, communication, entertainment, audiovisual
arrangements and security It also includes all contact with local vendors and suppliers.
Some annual meetings/conferences may incorporate exhibit shows. In such cases responsibilities
include: determining the exhibit's scope and budget; setting fees; developing
a promotional campaign along with the required materials and appropriate mailing
lists. Negotiates with local decorating firm to design and construct a desirable
exhibit show area.
May provide preregister and travel arrangements for executive staff. Board members
and other VIP's on all business meetings including the Convention. Coordinates
arrangements through a travel agency.
Oversees the dismantling activities; develops critique on the facilities, supplier
services, registration activities; as well as general observations of the host community;
reconciles all bills and approves for payment.
Schedule in-house meeting rooms for various affairs. Makes appropriate arrangements
with area suppliers, including catered meals. May also assign meeting rooms to approved
outside organizations on a space available basis. Makes the necessary arrangements
as requested.
This position is responsible for maintaining the organization's ability to record
access format and report information in a variety of configurations based on staff,
member, industry, government and public inquiries. The information contained in
the database can span a wide variety of demographic statistical data numerous subjects,
topics and issues.
In some instances the database may access other databases to complete assignments.
These databases can be located (1) in other locations and (2) in other regions of
the country or be international.
Manages the daily operations of the organization's database, which can include
interactive and batch processes. Develops and maintains supplementary database systems
which support operational requirements.
Maintains technical documentation including data file structures, schema system
requirements process
flows, operating procedures and management guidelines.
Schedules, coordinates and performs file, record, and field maintenance using available
database management tools; monitors database integrity and documents maintenance
procedures and activities.
Coordinates and performs batch processing to input, change, or extract data, purge
databases, and conduct global updates; maintains appropriate documentation.
Manages report production from various databases to meet management and functional
requirements to include scheduling, report formatting and printing; provides assistance
to the staff in design and execution of ad hoc reports.
Provides assistance to satellite locations databases regarding output or performance.
Recommends improvements to existing database applications; acts as liaison with
software vendors for approved functional improvements by providing program specifications,
monitoring contractor performance, testing deliverables; assisting with contract
review and renewal.
Takes responsibility for the security of the ingtegrated database, including but
not limited to: backup and restore of data and programs; maintenace of user access,
passwords, file and directory maintenance, and executing special bakcups for long-term
retention. Establishes automatic recurring sytem events, reorganizes the directory
structure, loads of software updates, and performs other activities which enhance
the functionality of the sytstem.
Participates in new system development activities and assists with testing and implementation.
This individual is located within the DC Metro Area. Responsible for implementing
approved strategies for new business development, and existing annual campaign efforts,
designed to obtain funds from individuals, foundations, corporations, and governments.
Assists in creating policies and strategies for achieving required financial goals.
Works with staff to identify potential donors through research, contact with existing
donors, and other sources of information. Solicits current donors and prospects
through presentations. This may be done in conjunction with staff and board members.
Supervises the development and preparation of grant proposals, reports to funders,
solicitation materials, and other correspondence and printed matter that may be
necessary to carry out solicitations and cultivations. Responsible for implementing
fundraising efforts targeted to individual contributors.
Responsible for prospect/donor identification, cultivation, visitations, conducting
program, events, solicitation campaigns; and the use of volunteer leaders: May recruit
and train volunteers to network and solicit funds.
Develops and maintains procedures monitoring donations received and acknowledging
donor and granting organization contributions. Prepares proposals, reports, letters,
brochures and other written materials as needed and required by individual donors.
Some positions may require the individual to develop and manage such annual special
events as ceremonial dinners, receptions, community and cultural outings. In such
cases, coordinates the selection of honorees, guest invitations, seating, arrangements,
menu selection, and entertainment. Additionally, oversees all logistical arrangements
leading up to the event; as well as when the event
has been concluded.
This individual is located outside the DC Metro area. Responsible for implementing
approved strategies for new business development, and existing annual campaign efforts,
designed to obtain funds from individuals, foundations, corporations, and governments.
Assists in creating policies and strategies for achieving required financial goals.
Works with staff to identify potential donors through research, contact with existing
donors, and other sources of information. Solicits current donors and prospects
through presentations. This may be done in conjunction with staff and board members.
Supervises the development and preparation of grant proposals, reports to funders,
solicitation materials, and other correspondence and printed matter that may be
necessary to carry out solicitations and cultivations. Responsible for implementing
fundraising efforts targeted to individual contributors.
Responsible for prospect/donor identification, cultivation, visitations, conducting
program, events, solicitation campaigns; and the use of volunteer leaders: May recruit
and train volunteers to network and solicit funds.
Develops and maintains procedures monitoring donations received and acknowledging
donor and granting organization contributions. Prepares proposals, reports, letters,
brochures and other written materials as needed and required by individual donors.
Some positions may require the individual to develop and manage such annual special
events as ceremonial dinners, receptions, community and cultural outings. In such
cases, coordinates the selection of honorees, guest invitations, seating, arrangements,
menu selection, and entertainment. Additionally, oversees all logistical arrangements
leading up to the event; as well as when the event has been concluded.
Responsible for developing, implementing and managing educational programs and conferences
to enhance the professional development of members.
Assists in identifying conference and workshop faculty and speakers; and working
with them to develop and reproduce course materials and format presentations. This
entails seeking outside reviewers for course drafts, editing final copy, printing
materials, or having them reproduced as cassettes at sound studios; slide preparation
at photographic studios; and packaging and shipping materials on-site. Occasionally
field tests materials with selected reviewers/audiences before full scale release
is authorized.
Manages the presentation of regional conferences/seminars/workshops at various sites.
May personally make all meeting arrangements or work with the meetings planning
unit to secure me necessary facilities. This includes obtaining the appropriate
property, securing sleeping and meeting rooms, meal and beverage selections, audio-visual
equipment, developing publicity materials, registration procedures, on-site management
and close-out activities.
Critiques materials used and presentation against established criteria for levels
of effectiveness.
Submits recommendations.
The primary responsibility of this position is exhibit shows promotion and management.
General meeting responsibilities are secondary.
Responsible for determining the exhibit's scope and budget; setting fees; developing
a promotional campaign along with the required brochures and materials, and compiling
appropriate mailing lists. Continuously promotes shows through additional mailings,
magazine advertising, and personal contacts to efforts in securing exhibitors. Responsible
for maintaining the various activities and projects on schedule.
Negotiates with hotel personnel and local decorating firms to design and layout
most desirable exhibit show area; as well as, contracting with local decorator,
drayage, security and other supplier groups to provide needed services.
Corresponds and counsels with exhibitors concerning their booths, products and services;
responds to and generally facilitates exhibitor inquiries and needs. In this connection
develops, prepares, reproduces and distributes exhibit area floor plans, worksheets,
service kits, order forms and exhibitor agreements. Compiles and distributes exhibitor
lists every few weeks to keep all parties apprised of progress.
On-site, incumbent may select, train and supervise a small group of temporaries
or staff members provide general assistance in the exhibit area. Oversees the setting
up, operation and dismantling of the exhibit area. Serves as the organization's
liaison to hotel staff, suppliers, exhibitors and members throughout me show. Resolves
on-the-spot difficulties as they arise.
Prepares critique along with suggestions and recommendations on how to improve future
exhibit shows; reviews and approves all bills and expenses incurred; prepares detailed
financial report, and maintain exhibitor files, materials, records and statistics.
Responsible for developing, implementing and managing the human resource/personnel efforts of the organization, including affirmative action and training programs.
Incorporates the promotion of members publications, books, meetings, educational
materials, and various other products and services. Because membership promotion
and retention are generally related to journal circulation, this individual usually
integrates publications marketing and membership promotion into an overall strategy
to enhance both activities.
Marketing activities include; direct mail and space advertising in publications,
and the formulation and administration of the annual promotion budget. Responsible
for suggestions on the marketability of new products and for coordination of design
to achieve a unified organization image.
Provides promotional copyrighting, setting basic graphics design parameters, and
monitoring follow-
up on production for direct marketing materials.
Develops marketing strategies and media campaigns, serving as a consultant on product
packaging, and assisting in the development of marketing research projects.
Gathers, organizes, and analyzes responses from direct mail campaigns. Develops
and maintains current, efficient in-house mailing list files. Also responsible for
making recommendations in the areas of potential markets, media selection, future
marketing strategies, and creative strategies, based on statistical analyses of
the response data.
Manages and implements long and short term membership directed marketing strategies
and promotional activities in order to maximize the marketing efficiency, profitability,
and opportunities of all organization divisions, departments and units.
This includes ongoing marketing research establishing promotional sales project
procedures, establishing a continuing marketing strategy program for units, setting
up a program to monitor competitive developments, developing new marketing techniques
for publication products and services.
May also serve as advertising manager for those publications carrying advertising
providing coordination with advertising agency and production representatives.
In some organizations, may be expected to administer the organization's fund-raising
projects. Serves as the representative on fund-raising contracts. Provides information
and support for fund-raising contracts; and may assist in developing purpose and
goals of fund-raising program.
This position may manage an in-house printing facility, however, its primary focus
involves contracting out a large majority of the organization's printing/publishing
needs to a variety of vendors and working extensively with outside parties and suppliers.
Coordinates and plans production schedules for the organization's printing program.
Assists departments selecting an effective format, and identifying a mix of items
that may comprise the printed package. Counsels departments on the best way to plan
and present these items within the parameters of purpose, audience and budget. Also
advises on the best insertion and collation order for mailings, and on pertinent
postal requirements. May provide estimates on the extent of editorial review required
for each project and the time needed to complete the editing process.
Establishes general production schedules and maintains contact on the progress of
projects that move through the production cycle. Analyzes and resolves problems
that may arise to insure delivery of a quality product within acceptable time frames.
Selects the most appropriate printing process suited for each job. Selects suppliers
for art and design, printing, binding and mailing, judging their ability to meet
standards of quality, service and cost economy.
Evaluates the timeliness and quality of materials and service, including layouts,
art, mechanicals, proofs and sample mailing packages. Detects deviations from established
standards and corrects them.
Conducts contract negotiations with suppliers. Reviews completed products and services
and analyzes actual production schedules to evaluate whether or not current suppliers
continue to meet organization standards.
Makes changes in purchasing agreements when they become appropriate. Also reviews
the facilities
and services offered by vendors who have an interest in conducting business with the organization.
Responsible for planning and coordinating a system of information dissemination
to provide useful information to members, various audiences and the public; and
to create a favorable image and response toward the organization and its constituencies.
Information dissemination includes news releases, brochures, feature articles, press,
radio, and television presentations, press conferences at national meetings and
conferences, and published reports of organization programs and activities.
Collects and selects potential newsworthy information from various sources. Assesses
what items/ programs/issues might be publicized to receive maximum credit. Disseminates
information through established media contacts and distribution channels. Maintains
active contacts within the print and broadcast media to insure access whenever needed.
Coordinates news clipping services to assess effectiveness of news coverage of organization
events and happenings.
Sets up and manages a press room at national and regional meetings and conferences.
Contacts local media outlets to cover the meeting sessions, also provides guests/speakers
to be interviewed by media representatives.
Writes, edits, selects illustrations and coordinates layout and editorial production
for a range of public relations materials and publications. Responsible for content,
accuracy of presentation and style.
Keeps abreast of member and public opinion trends that impact on the organization
and its constituency. Analyzes and interprets trends for management, and makes recommendations.
May work with local or national advertising agencies to develop promotion/ad campaigns
to be used by local/regional/national media sources. Serves as liaison to coordinate
the scheduling of the campaign and to provide an organizational presence.
This individual is located within the DC Metro Area. Responsible for addressing
and monitoring issues, regulations and developments that impact on members in the
areas of national and/or international standards within the industry/profession.
Formulates positions to be presented to members, federal agencies and to appropriate
U.S. and international standards organizations. Interfaces with various standards
agencies and organizations, exchanges information. and acts as spokesperson for
the organization's viewpoint and recommendations.
Takes an active role in seeking member/industry consensus; drafting and refining
organization positions on standards issues; and making these viewpoints known to
appropriate agency and standards organization officials.
Coordinates research projects, develops publications, and makes presentations to
promote greater industry, government, national and international awareness recognition
and use of standards. Develops procedures to be used by appropriate bodies in developing
standards and specifications.
Interfaces with a number of national/international standards organizations of importance
to the industry/ profession; to keep abreast of developments and emerging trends.
Advocates cooperation in attaining greater standardization within the national and
international community.
Serves as a central resource person, and as such responds to inquiries from members,
government officials and the public seeking information and background data on standards
issues, specifications and developments.
May contribute articles and news items to various publications highlighting issues
and developments within own area of expertise and responsibility.
This individual is located outside the DC Metro area. Responsible for addressing
and monitoring issues, regulations and developments that impact on members in the
areas of national and/or international standards within the industry/profession.
Formulates positions to be presented to members, federal agencies and to appropriate
U.S. and international standards organizations. Interfaces with various standards
agencies and organizations, exchanges information. and acts as spokesperson for
the organization's viewpoint and recommendations.
Takes an active role in seeking member/industry consensus; drafting and refining
organization positions on standards issues; and making these viewpoints known to
appropriate agency and standards organization officials.
Coordinates research projects, develops publications, and makes presentations to
promote greater industry, government, national and international awareness recognition
and use of standards. Develops procedures to be used by appropriate bodies in developing
standards and specifications.
Interfaces with a number of national/international standards organizations of importance
to the industry/ profession; to keep abreast of developments and emerging trends.
Advocates cooperation in attaining greater standardization within the national and
international community.
Serves as a central resource person, and as such responds to inquiries from members,
government officials and the public seeking information and background data on standards
issues, specifications and developments.
May contribute articles and news items to various publications highlighting issues
and developments within own area of expertise and responsibility.
This position requires the person to serve in a coordinating fashion to assemble,
edit and publish one or more serial research publications based on articles received
from guest authors. Articles generally are reviewed by outside editorial boards
who pass on manuscript content. Generally, such journals do not carry advertising.
Responsible for planning and coordinating the editorial activities for manuscript
processing from submission of papers through acceptance or rejection. Rejects manuscripts
on the basis of reviewer comments; requests from authors revisions to manuscripts
when necessary; accepts revised manuscripts and decides when further review is required.
Insures availability of material for each issue of the publications. Provides liaison
between editors and publications management.
Subordinates are responsible for processing manuscripts in accord with established
procedures. Responsibilities include reviewing manuscripts in terms of style for
editorial processing; choosing reviewers for manuscripts; communicating with editors
on suggestions concerning technical points in
manuscripts; keeping aware of performance of reviewers; following up on reviewers'
recommendations; checking manuscripts for completeness; and preparing monthly manuscript
flow date and statistics.
May visit with each editor on a regular basis for the purpose of planning content
and selecting manuscripts for publication. Prepares reports of editorial activities
as required by editors and management.
Responsible for coordinating the manuscript review process of one or more publications.
This includes corresponding with peer reviewers and authors in the request, receipt,
and review of manuscripts; maintaining manuscript logging control; editing for general
conformance to style procedures, and editing for consistency, grammar, punctuation,
spelling, and printer marketings.
In this context assigns manuscripts to a prescribed group of peer reviewers based
on their areas of specialization. Determines which revisions to accept based on
editorial style procedures. Page proofs arc edited and received a final review for
overall image and impression before going into print. This entire process entails
frequent contact with reviewers authors and printers to obtain materials and resolve
problems in time to meet scheduling dates.
Collects articles ready by printing deadlines and assigns them to the next scheduled
issue. May prepare table of contents and index page for each issue.
Assists in the planning, scheduling, negotiating and coordination of all conferences/seminars
and the organization's annual meeting/convention.
Confirms advance arrangements with hotel for guest room bloc, function/event rooms,
complimentary services, and general purpose areas. Helps to develop program schedule
setting times and meeting room allocations for receptions, meals, refreshment breaks,
and concurrent workshop sessions.
Reviews promotional and registration materials for accuracy of informational items.
Also responsible for placing attendee badge orders and for preparing, reproducing
and distributing the registrant attendance lists at meetings.
Works with supervisor and sponsoring unit to develop a staging guide that details
how each event/function is to be conducted. Provides unit and hotel with copies,
continually advising them of changes and revisions.
Participates in negotiating with convention visitors bureau for temporary help and
with various local suppliers/vendors for such things as; freight services; communication
lines/equipment; furniture A/V equipment; printing and limousine transportation.
Assists in negotiating rates for meal and beverage functions, and complimentary
services based on price guidelines; makes preliminary menu selections and serving
guarantees.
Travels on-site and consults with hotel and vendor officials to review staging guide
and make last changes. Provides coordination to insure an efficient logistical operation.
Takes initiative in resolving on-the-spot difficulties as they arises.
Oversees the packing and freighting of all materials, equipment and supplies; as
well as the return of
all supplier leased items. Reconciles hotel accounts and approves for payment. May critique key hotel officials and department heads on the services/procedures provided.
Responsible for providing prompt and accurate responses and information to all callers,
concerning the organization's full range of products and services; and for generating
the appropriate follow-up activity and fulfillment information to complete transactions.
Receives numerous, daily inquiries from members, subscribers, affiliates and the
public on a variety
of items and topics. These may be telephone or written inquiries, and responses
may be by phone or in writing, as appropriate.
Accesses the member's file, as inquiries come in, provides the appropriate file/product/service
information; updates and records the necessary information; generates fulfillment
codes and labels for follow-up mailings of informational brochures; and drafts response
correspondence which may
include a patterned or tailored letter summarizing the inquiry and what action has
been taken.
Performs necessary follow-up work in order to resolve the inquiry; this may entail
additional discussions with staff, affiliate officials and outside providers/suppliers
of the product/service, as well as conversations with the member Has good knowledge
of the data base system and its capability; knows the basic features of all products
and services, and the proper provider/supplier; and is able to properly reference
available product/service guides for additional information.
Knows when it is appropriate, by use of the member's data files, to suggest
or invite the member to consider another product/service that is a logical extension
of the member's inquiry.
May participate in telemarketing surveys; this can involve calling preselected members,
working with a prepared script, and recording the responses in a predetermined manner;
and compiling and formatting data for summary purposes.
Periodically performs a number of tasks within the office including, but not limited
to: updating and purging product/service reference materials; changing coding data;
reviewing correspondence and report files; and preparing listings and informational
directories.
Assignments, although peculiar to a specific office/unit, are generally patterned
or cyclical in nature. The procedures are well defined with prescribed guidelines
existing for most transactions. Matters that deviate from these guides are referred
to the supervisor.
Receives and reviews a variety of correspondence/documents/materials from staff,
members, subscribers, suppliers and the public for completeness and accuracy of
the information included. Sorts and classifies these by transaction category, date,
code or other distinguishable designation.
Codes various documents/statements/records for identification purposes, preparatory
to computer entry or for later tabulation. Keeps logs/records by date, category,
and items processed to provide specific information on unit activities.
Receives, sorts and classifies correspondence/records/documents/publications/articles
for filing. Retrieves materials and file folders as requested. Prepares new folders
and repairs existing folder labels as needed. Periodically scans files and discards
obsolete materials.
Reviews manually prepared or computer generated listings, reports, labels, and rosters
for accuracy against source documents, making necessary corrections.
Responds to general inquiries over the phone or by preparing standard acknowledgments
with proper enclosures. Opens, sorts and delivers incoming correspondence and interoffice
mail to unit staff.
May perform incidental typing duties such as preparing form information, labels
and record cards.
Normally performs many of the duties and tasks indicated for Office Assistant -
A.
The primary difference at this level calls for the individual to search in a number
of places and use different data bases and guide references to successfully complete
transactions.
Oftentimes the individual must either request or seek out additional information
from others to complete transactions. This usually involves interaction with others
on the staff, members, outside suppliers and the general public.
This position concerns itself with coordinating and/or administering many of the
organization's central administrative processes, services and activities.
The individual is expected to perform the substantive part of each function relying
on no more than several clerical employees to carry out regular routines and tasks
Functions normally incorporated into this position include:
Mail Operations: The preparation and distribution of incoming mail; interoffice
mail pick up and delivery; preparation of outgoing mail, including bulk mailings
of printed material, and packaging.
Communications/Reception: The installation and general maintenance of central and
individual office telephone equipment; central answering and reception services:
publication/distribution of staff directories.
Printing/Reproduction: Securing such outside reproductive services as printing,
word processing, and other related services; and coordinating all projects to completion.
Building Management Liaison: Lease arrangements; remodeling, repair and decorating;
shipments and storage; heating/cooling monitoring.
Central Files: A central files system to accommodate storage/retrieval of documents;
and for orderly retirement and/or destruction of records.
Purchasing: The purchase of office equipment, furniture and supplies; assisting
staff in the selection of items; dispensing used equipment and furniture; and storage
of supplies and materials.
Office Services: Scheduling of meeting rooms; messenger services; servicing minor
repairs of furniture and equipment, and maintenance of reproduction copiers; monitoring
vending machine units; and providing central typing assistance.
Personnel: Recruiting clerical/support staff; maintaining personnel and leave records, obtaining temporary help; processing personnel actions.
Prepares the organization's payroll, whether a computerized or manual system.
Establishes and maintains staff payroll records, prepares entries and calculations
on salary changes, overtime, leave without pay, various benefit plan deductions
for local state and federal taxes and such special deductions as requested. Reconciles
payroll roster and prepares monthly journal entries. Calculates and prepares the
quarterly and yearly summary reports for FICA, workmen's unemployment and compensation
reports. Responds to staff inquiries concerning payroll/salary matters.
In some organizations, may establish and maintain the staff leave records, periodically
preparing and distributing summary reports showing usage and balances by leave category.
Responds to staff inquiries.
May also maintain various employee benefit plan records on premium payments, plan
participants and census report statistics. Calculates and prepares periodic premium
payments due insurance carriers
and updates participant roster reports. May brief new employees on benefit provisions,
enroll them in
the various plans and respond to staff inquiries concerning general benefit provisions.
Responsible for planning and coordinating the production schedules for all regularly
issued publications, and for special projects. Ensures balance in work flow for
on-time publication production; conformity with quality standards and style, editorial
space and budgetary parameters of each publication. Consults with editors, advertisers
and/or printers as necessary on press form layouts, editorial space, and cost.
Assigns
manuscripts for copy-editing; maintains production log on manuscripts from assignment
through printing; oversees copy-editing, figure cropping, preparation for printer
and proofreading of all manuscripts.
Prepares contents listing and assigns page
numbers for each issue; solicits cover materials from authors or other sources;
arranges for and checks color separations for cover and for other four-color materials
if needed. Coordinates typesetting and performs or supervises layout for special
sections. Maintains liaison with printers and authors regarding problems or queries
during production. Proofs for grammatical and stylistic errors, while assessing
the overall page makeup. Does pagination to make advertising and editorial pages
fit into a predetermined number of pages.
Coordinates and approves artwork needed
for special logos, and figure drawings, working directly with artists on such projects.
May participate in redesign or change of format and design of publication sections.
Some positions may require the use of electronic/desktop publishing means to perform
some of these functions.
This is usually a composite position that encompasses certain secretarial, administrative,
editorial/professional/technical functions.
The position is more apt to be found in offices with a few staff members where there
is a need for a generalist approach to project/program administration. Some typical
functions include:
Responding to inquiries dealing with substantive topics on unit programs including
the composition and actual transcription of all necessary correspondence relating
to such inquiries.
General coordination of unit conferences and seminars. This entails arrangements
with hotel personnel regarding function and sleeping rooms, menu selections and
supporting services; preparation and mailing of promotional and conference materials,
and registering attendees; on-site supervision and assistance; and close down activities.
Writing assignments can range from the assembly and summarization of information
to the development/revision of various booklets, pamphlets and brochures that address
themselves to unit programs and services. In some cases the individual may be responsible
for writing/editing/formatting a newsletter that deals with unit programs.
A companion function can be to collaborate with the in-house graphics department
or outside printers to have these materials printed and distributed. This includes
formatting and layout, composition, paper selection and initial approvals on art
and design work.
Participation in basic unit research efforts. This can include the development of
questionnaires and surveys; and the subsequent collection assembly, tabulation and
analysis of the data; as well as, researching and drafting project findings.
In some situations this position may require the individual to monitor, and present
information/reports on the status of various unit projects/programs; as well as
providing information on project content, status and governing guidelines.
This position and that of Program Manager are described in contextual terms to accommodate
those positions that deal specifically with programs and projects peculiar to the
organization for which there are no apparent comparable jobs in other groups.
Most organizations have one or more positions that fit this description. Although
there may not be direct job match ups with other groups, these positions have certain
characteristics and functional patterns that make it possible to gather and use
salary data for general reference purposes.
Positions at this level usually encompass a significant program or long term project
that has importance and some visibility to the organization's constituency or
satisfies a major organizational need.
These programs can be research oriented, ongoing studies, development and monitoring
of industry standards and specifications, compilation and publication of studies,
or tracking and reporting on special issues and trends.
These individuals usually have a level of expertise in their area that allows them
to serve as staff liaison to member committees, special commissions, project teams
and task forces. They may also serve as members of such groups within their respective
fields or industry and possibly advise/serve on federal government and public commission
or study groups.
In most cases these positions require the individual to have a degree in the practicing
field; and many times an advanced degree including the doctorate level. In a number
of cases these individuals are viewed as being expert in their area and therefore
serve as a key resource person. Their advice and counsel is often sought by the
staff, organization constituency, government and the public.
These positions may report to a Program Director, or may stand alone within the
organization. The scope of the work performed is normally narrower. The individual
may be involved in overseeing the operational aspects of a special program area;
managing several aspects of a program area; or heading up a project of limited duration
or scope.
Participation in committees and the like, is more restrictive, as is the role of
serving as a resource person; as well as, advisor and counselor in the field.
The educational attainment level may be and often is the same as that for Program
Director.
Develops non-complex routines, under the direction of a major senior programmer,
for the integration to a system, as required. Writes simple stand-alone report programs.
Maintains production systems. Handles file manipulation and system utilities, as
required.
Develops programming codes for projects defined by a systems analyst. Determines
optimal choice of programming commands for performing the required functions Follows
system and program flowcharts in program development efforts. Documents programs
as they are developed. Designs and develops small programs up as required. Handles
non-complex programming requests such as tables and stand alone reports. Develops
table look-ups and update routines.
Performs routine functions necessary within a project, such as running existing
programs, assisting in the maintenance of production systems, editing existing programs,
and writing small routines to assist in the program development effort. Assists
in file maintenance and documentation efforts, and other tasks as required.
Develops and implements programs from sketchy instructions and diagrams. Is able to estimate realistic time frames. Designs programs and programming logic from system specifications. Makes decisions on programming approaches to problems. Interacts with systems analyst on large projects to determine best approach to systems design. Is involved in the design of small to medium size systems. May be called upon to make decisions on software selection. Develops, tests, and implements programs, and integrates systems as required. Is responsible for the debugging and updating of software. Assists systems analysts in the successful completion of a project. Is able to coordinate programming efforts.
This individual is located within the DC Metro Area. Responsible for analyzing,
formulating and monitoring issues and legislation at the federal, state and local
levels; for assessing the impact of proposed public policy changes on members and
the public at large; and for developing short and long range policy, and program
strategy initiatives which advance the interest of members. The areas of interest
can include but not be limited to general economic policy, taxation, budget, defense,
health/medical, international, environmental and other issues as these affect the
public and members
in particular.
Much of the time is spent performing in-depth reviews and analyses of the issues
involved. Factors taken into account include financial and legal implications, legislative
and regulatory statutes; environmental impact; impact on the community, state or
nation; and the effect on members. The review/analysis process normally incorporates
the review of federal/state/local laws, regulations and ordinances; researching
special reports and Congressional publications, and scholarly publications; discussions
with other staff departments for input; conferring with federal and state legislators
and agency officials to develop further information and discussions with professional
and advocacy coalitions to gain knowledge of recent developments.
Prepares reports which address the various issues; offers available options outlining
implications; may recommend best course of action along with back-up alternatives.
Serves in advisory and fact-finding capacity to member groups, public officials
and interested community groups. Occasionally prepares
and presents testimony before hearing committees and panels.
This individual is located outside the DC Metro area. Responsible for analyzing,
formulating and monitoring issues and legislation at the federal, state and local
levels; for assessing the impact of proposed public policy changes on members and
the public at large; and for developing short and long range policy, and program
strategy initiatives which advance the interest of members. The areas of interest
can include but not be limited to general economic policy, taxation, budget, defense,
health/medical, international, environmental and other issues as these affect the
public and members
in particular.
Much of the time is spent performing in-depth reviews and analyses of the issues
involved. Factors taken into account include financial and legal implications, legislative
and regulatory statutes; environmental impact; impact on the community, state or
nation; and the effect on members. The review/analysis process normally incorporates
the review of federal/state/local laws, regulations and ordinances; researching
special reports and Congressional publications, and scholarly publications; discussions
with other staff departments for input; conferring with federal and state legislators
and agency officials to develop further information and discussions with professional
and advocacy coalitions to gain knowledge of recent developments.
Prepares reports which address the various issues; offers available options outlining
implications; may recommend best course of action along with back-up alternatives.
Serves in advisory and fact-finding capacity to member groups, public officials
and interested community groups. Occasionally prepares and presents testimony before
hearing committees and panels.
Purchasing transactions can include supplies and stationery, library books and publications,
office equipment and repairs, furniture and decorations, printshop and copier machine
supplies.
Reviews requisitions for unclear or incomplete items, checks against established
authorization limits and necessary supervisory approval, and forwards approved copies
to vendors/suppliers. Follows up on late, overdue, or incomplete shipments to determine
cause of delay and action to be taken.
May meet with local stationery and office supplies vendors to fill requisitions
replenishing low stock inventory, following up on back orders and correcting bills.
May meet with various vendors who call to review their product lines, check quality
and price, secure revisions to price lists, obtain promotional literature for reference
file; and where feasible, test new commonly used product lines to determine their
suitability for future purchase.
Reviews deliveries and shipments for adherence to purchase specifications. Follows
up on incomplete, damaged or incorrect shipments. Reviews invoices for accuracy
and clears purchase for payment. Establishes and maintains inventory and property
records. Alerts supervisor when inventories reach reordering levels.
Assigns property codes and tags to all furniture, equipment, machinery and other
furnishings.
This position can be located in the organization's building lobby or in a central
floor location. Serves as the organization's main receptionist, greeting all
visitors.
Provides assistance by inquiring as to the nature of the visit and directing the
individual to the appropriate office/person.
In some instances, must develop a line of questioning until enough information has
been obtained to properly direct or answer an inquiry. In addition, usually serves
as the central telephone operator answering all calls. Determines the nature of
the calls and refers them to the proper individual or office. Is expected to give
assistance by developing ample information on vague inquiries in order to refer
the call properly. Unanswered office phone calls may be rolled back to the receptionist
in which case answers the lines and takes messages. Other responsibilities that
are sometimes incorporated into this position include; light typing for various
units; reconciling telephone billing statements; opening and sorting incoming mail;
scheduling messenger deliveries and pick-up; maintaining phone listings, floor and
building directories current; scheduling conference rooms for staff meetings; and
sending and receiving fax and teletype messages.
Individuals in this position operate high speed electronically controlled copying
equipment. No offset printing equipment is used in this position.
Sets up and runs high speed copiers. Adjusts electronic controls for image positioning,
reduction or enlargement, quantity, and on-line binding requirements. Maintains
equipment and performs most repairs as trained by manufacturer. Spot checks jobs
for general positioning and imaging and takes corrective action as needed. May be
expected to operate basic bindery equipment to complete jobs. Keeps copiers and
surrounding area neat and clean at all times.
Also, logs in jobs and print labels for distribution, keeps reports of inventory
and utilization, placing routine orders for paper or supplies, and placing calls
for major repairs.
Performs a number of basic research functions and activities that facilitate the
research effort of staff researchers who conduct - studies on a wide variety of
subjects, issues, and special projects.
Conducts a number of specific statistical analyses on one or more segments of a
research project(s). Uses a variety of standard and customized statistical software
packages to accomplish these tasks which include; data entry and extraction, data
conversion, manipulation, retrieval, editing, documentation, and formatting charts,
graphic displays and tables. May access a number of identified databases to compile
and assemble data and information in order to complete assignments.
Conducts literature searches in various national/international publications to identify
articles and other information that can provide pertinent data in support of research
projects. Incorporates such information into project's bibliographic and reference
files. In some instances this may require translating such items into a more understandable
format and presentation.
Documents and establishes files on all statistical analyses performed indicating
methodology,
variations in manipulation of data and resource materials used for future referencing
and in support of results obtained. Periodically, may be asked to assist in preparing
and formatting various survey instruments and materials, and data entry programs
to accept specified information.
May also be asked to prepare summaries of selected articles and reports pertaining
to a project as identified through literature searches.
Primary effort is directed toward developing pertinent background research which
contributes to the greater understanding of conditions, issues and trends impacting
on a wide range of projects, subjects and topics; and to preparing summaries and
analyses on these areas. The research in basic in drafting background papers for
submission to Federal agencies, Congressional testimony, articles, speeches, learned
publications, conferences, or for answering staff, member and public inquiries.
Prepares a preliminary outline of the project to determine an appropriate methodology.
Such research may involve developing a historical perspective; identifying prevailing
social and economic conditions; outlining legislative considerations; regulatory
impact; international involvement in issues; and future trends and implications.
Also researches topics by discussing them with various officials, academics, allied
groups, congressional committees, staff and by reviewing newspapers, publications,
various legislative and regulatory reports, surveys and summaries. Provides an analysis
of the data developed along with interpretations. May indicate recommendations that
are supportive of the organization's position.
Performs other research/writing assignments on a regular or periodic basis including:
preparing articles for organization publications, Congressional testimony, developing
statistics and other data for use in booklets, press releases and fact sheets in
support of organization issues.
This position is generally found in organizations with a strong research orientation.
Individuals in this position have conducted some independent research in their field
over time and have acquired some breath of expertise in their area(s) of interest.
Their experience can have been gained in academia, the public sector, business or
in the international arena; or a combination of these exposures.
Although job responsibilities may be clearly defined, the individual usually has
ample latitude to pursue and search out different paths of inquiry within the parameters
outlined.
A major accountability of such a position is to report out what the individual has
accomplished over a period of time. What has his/her inquiries, research, studies
and travel have shown.
These findings can be brought out in a number of ways. The individual can author,
solely or in collaboration with others, a book, report, or journal articles. Another
way might be to present the findings in a symposium setting, a series of seminars,
or as testimony before congressional hearings and regulatory bodies.
Another aspect of this position calls for the individual to serve in the capacity
of resident expert in one or more areas. Frequent consultations and appearances
at meetings are common. Discussion of recent findings, or developments; their analyses,
interpretation, and impact are usually the main focus of
such gatherings.
Individuals occupying such positions normally have an extensive educational background
and advanced degrees are the norm with doctoral and post doctoral work being a common
occurrence.
May work for more than one managerial/professional staff member. Reports administratively
to the senior staff member within the unit. Is expected to establish general priorities
in completing assignments, and in following the instructions outlined by the assignment
originator.
Scans and sorts incoming mail and interoffice correspondence into priority categories;
notes items of interest based on current projects; may retrieve and attach background
material before forwarding.
Responds directly to requests for distributive materials and general information.
Occasionally drafts replies on routine matters for staff members' signatures.
Transcribes from notes, tapes and handwritten drafts in both draft and final format
a variety of documentation including; correspondence, agendas, releases, minutes,
speeches, testimony, legal briefs, position papers and reports, charts and tables.
Edits for grammar, punctuation, spelling and general sentence structure.
Screens incoming calls not specifically directed to staff members. Answers inquiries
on routine matters, referring others to appropriate staff member or department.
Takes messages in someone's absence. Makes tentative appointments, clearing
these with staff before confirming.
Greets callers to the office, ascertains their business and announces them to appropriate
party. Makes travel arrangements.
Maintains the office's working, publication, and subject files current by filing
and retrieving material, establishing new folders and sections as needed, and periodically
purging files of outdated materials.
In addition to performing all the assignments of Secretary A, this individual is
involved in facilitating the supervisor's committee assignments. In most cases
performs assignments for one professional staff member.
Spends an appreciably period of time using a personal computer to initiate, process
and complete assignments. In some instances operates within an automated office
system making it possible to exchange data and information with other departments
via computer networks using various databases.
Assignments include electronic mail, filing, message and appointment scheduling,
word processing, tracking projects, program management, assembling data and formatting
reports. Chan preparation and graphics may be required. Preparing calculations and
using formulas may be required in some positions. Some positions may include desktop
publishing projects.
Provides general and logistical support to one or more standing and ad hoc committees
served by supervisor, who acts as staff liaison while the secretary provides the
necessary backup services. These include: preparing mailing lists, information releases
and agendas; assembling agenda books which entails working with the printshop to
reproduce, bind and package these for delivery; arranging for
meeting rooms, meals, coffee breaks, audio-visual equipment and supplies; and making
travel arrangements for staff.
In the case of in-town meetings, occasionally, attends sessions to take and transcribe
notes for minutes and chairperson's reports. Assists in resolving on-the-spot
difficulties; and in resolving hotel reservation questions and making travel changes
as requested.
For out-of-town meetings, works with selected hotels via phone and correspondence
to make arrangements for meeting and sleeping rooms, to select menus, and to arrange
for audio-visual equipment, materials and supplies.
May travel to annual conference/convention and coordinate arrangements and logistics
for assigned committees sessions. Attends meeting sessions to see that committee
proceedings go smoothly. Takes and may transcribe session notes, minutes and chairperson's
report.
Everything that has been indicated for the job of Fellow applies to Senior Fellow,
but to a greater degree. The individual's total career experiences, in whatever
field(s) of endeavor, are both broader
and deeper gained over a longer period of time. The freedom to inquire, explore
and act is broader and more independent. The resources normally allocated to these
positions are greater.
In most instances Senior Fellows have some preeminence in their field(s). Because
of this, they are often times asked to lecture and speak before various groups and
to write for various audiences.
Its not uncommon for Senior Fellows to serve as advisors to various educational
and research institutions, congress, regulatory agencies, the executive branch of
government, and international bodies.
Helps counsel and provide resources to clients to address educational, social, behavioral, medical, or other issues. Interviews clients to assess social and emotional capabilities. Consults with other professionals and families to determine causes of problems and identify courses of action for the client to pursue. Refers clients to other community resources when needed. Typical Requirements: Bachelor's degree in social work and license plus one to three years of related experience.
Counsels clients and helps them address educational, social, behavioral, medical, or other issues. Works with clients to identify causes and possible solutions, and helps them pursue the best course of action. Conducts assessments, maintain case notes, and refers clients to other community resources when needed. Typical Requirements: Master's degree in social work and license plus three to five years of related experience.
Responsible for implementing accepted accounting principles and procedures in performing
or reviewing the accounting transactions of others.
Areas of activity include accounts receivables and payables, cash receipts, payroll,
general and subsidiary ledger entries, financial report preparation and reconciliation,
bank statements, budget reporting, tax statement reports.
Responsible for preparing summary daily entries to the general ledger and various
subsidiary ledgers. Reconciles with source documents/transactions to insure accuracy.
Resolves any discrepancies that may arise.
Reviews and balances all monthly accounts. Prepares monthly financial statements
and assists in developing all year end reports. Prepares quarterly and yearly tax
reports for various state and federal jurisdictions; as well as, any special reportings
requested.
May assist in the preparation of the annual budget by assembling initial data and
reviewing data compiled by various units; monitoring monthly and quarterly budget
summary reports, developing information when actual expenses vary appreciably from
budget estimates.
Assists auditors by supplying necessary data and information in preparation of the
annual audit.
Provides artistic and graphic services to the organization's publications program.
On occasion artwork may be provided to assist other units in completing printing
projects.
Artwork typically includes sketches, graphs, structural diagrams and other illustrative
materials for news and feature articles, magazine and book covers. Responsible for
producing artwork in conformity with design and mechanical standards, and with the
style of the publication.
May prepare design to artwork in accord with specifications. Draws finished design
from rough or detailed sketches for magazine and book covers, promotional ads, news
and feature articles. Prepares drawings and determines the use of space in relation
to the various parts and overall layout of the publications. Reads editorial material
to enhance concept in illustrations of subject matter. As assigned, assists in page
layout preparations.
Prepares, trims, and arranges pictures and drawings to fit space position, and determines
the use of space to present a balanced spread of text and art work. Also prepares
dummy and layout for sections of magazines, mounts printed copy and illustrations
on layout. Reviews editorial content to enhance concept in illustrations of subject
matter.
Consults with editors on illustrations, as necessary. Assists staff on production
requests, generally defining technical requirements, and suggesting approaches to
fulfilling specific requests. Works with outside graphic services as type setters,
printers and design firms to obtain desired results.
This individual is located within the DC Metro Area. The individual in this position
functions as a practicing attorney including presenting cases before the bar. If
the organization retains outside counsel, the position serves as staff liaison to
the general counsel firm; as well as, to other law firms that may periodically provide
legal expertise in special areas.
Reviews all organizational documents that have legal significance, offering opinions
and suggestions on how they might be modified to enhance the organization's
position legally.
Researches, prepares, files and presents all documents and papers dealing with the
organization's corporate affairs. Establishes and monitors schedule to see that
all filings and submissions conform to published guidelines and dates.
Oversees the preparation and filing of all corporate tax reports and financial documents
to insure compliance with the law. Monitors changes in the tax codes, reviewing
these with the finance office and the auditing firm where necessary.
If the organization owns real estate, is instrumental in conducting the various
transactions associated with buying and selling property; developing leases for
renting space to tenants; contracting with firms to provide management services;
and monitoring real estate taxes. In the case where the organization is a building
tenant, reviews lease agreements, negotiating or recommending various conditions
and services to be included in the lease.
In this regard reviews all contractual agreements ranging from the purchase of furniture
and equipment to copyright and trademark filings to insure adequate protection and
consideration for the organization's rights.
Some organizations, because of their stated mission, deal regularly with the courts
in various jurisdictions. In such instances, the individual may research, prepare,
file and present to the courts legal opinions, complains, grievances and petitions
supporting the organization's position relative to its stated objectives; or
in the interest of its constituency.
May be asked to render opinions on legislative and regulatory issues, as these might
impact on the organization as a legal entity and its members. Also may contribute
to testimony indicating legal considerations that should be taken under advisement.
This individual is located outside the DC Metro area. The individual in this position
functions as a practicing attorney including presenting cases before the bar. If
the organization retains outside counsel, the position serves as staff liaison to
the general counsel firm; as well as, to other law firms that may periodically provide
legal expertise in special areas.
Reviews all organizational documents that have legal significance, offering opinions
and suggestions on how they might be modified to enhance the organization's
position legally.
Researches, prepares, files and presents all documents and papers dealing with the
organization's corporate affairs. Establishes and monitors schedule to see that
all filings and submissions conform to published guidelines and dates.
Oversees the preparation and filing of all corporate tax reports and financial documents
to insure compliance with the law. Monitors changes in the tax codes, reviewing
these with the finance office
and the auditing firm where necessary.
If the organization owns real estate, is instrumental in conducting the various
transactions associated with buying and selling property; developing leases for
renting space to tenants; contracting with firms to provide management services;
and monitoring real estate taxes. In the case where the organization is a building
tenant, reviews lease agreements, negotiating or recommending various conditions
and services to be included in the lease.
In this regard reviews all contractual agreements ranging from the purchase of furniture
and equipment to copyright and trademark filings to insure adequate protection and
consideration for the organization's rights.
Some organizations, because of their stated mission, deal regularly with the courts
in various jurisdictions. In such instances, the individual may research, prepare,
file and present to the courts legal opinions, complains, grievances and petitions
supporting the organization's position relative to its stated objectives; or
in the interest of its constituency.
May be asked to render opinions on legislative and regulatory issues, as these might
impact on the organization as a legal entity and its members. Also may contribute
to testimony indicating legal considerations that should be taken under advisement.
A primary responsibility is to compile, analyze, and disseminate a variety of economic
information required to specify and answer analytical and strategic questions on
various government/public, industry issues. This work includes the preparation of
research papers, issue papers, and background papers to support the organization
in the definition of government/public goals, establishment of priorities, and evaluation
of alternatives, and formulation of strategy.
Undertakes research projects ranging from short term data collection to longer run
projects involving extensive independent analysis. For more extensive research projects,
assists in determining the nature and complexity of issues for study and surveys
available information and previous studies of me issues. Develops and recommends
a research methodology for projects carried out within the unit.
Assists in communicating the results of research studies to groups both inside and
outside the organization. This may take the form of internal memos, issue papers,
written reports, articles in publications, outlines of testimony, written testimony
to be presented to legislative or regulatory bodies, meetings with staff and members
committees, and speeches.
Serves as the primary contact on requests for information, both technical and non-technical,
from within and outside the organization. Information requests are received by telephone,
correspondence, or made in person.
Assists in maintaining the library collection of books and publications; assists
staff in locating and obtaining materials; describes or demonstrates procedures
for searching catalog system and shelf collection; searches catalog files and shelves
to locate requested information; arranges display of publications; and provides
information on library services.
Can select reference works and periodicals for purchase as appropriate; fulfills
purchase orders for publications; compiles information of new acquisitions; and
makes arrangements for interlibrary
loans. Searches available reference materials to fulfill requests for information,
or refers requests to other organizations as appropriate.
Assists in classifying and cataloging new acquisitions, preparing the necessary
indexing and tagging materials. May do some original classification as requested.
This position is most often found in the public relations unit of an organization;
but may be housed elsewhere.
Responsible for researching, writing, interpreting and disseminating news and information
about the organization, its programs and activities to the media. Congressional
and government offices, and various publics and; for performing other general writing-editing
assignments.
Writes and edits news releases, special articles for trade and daily press, issued-oriented
booklets, research projects, and other literature as requested, such as speeches,
action proposals, testimony and magazine articles.
Responsible for collecting and selecting potential newsworthy information from various
sources. Assesses what areas and events might be publicized to receive maximum credit
to the organization
and its industry/members. Monitors newspapers, magazines, television, trade publications,
newsletters and other source materials; maintains own source files of contacts and
background materials.
Reviews news clippings received through clipping services to assess effectiveness
of news services publicity efforts. Assists in planning for news releases distribution
and other printed materials; assists in compiling and maintaining media contact
lists. Assists in the operation of the press room and press conferences at meeting
sites, generally providing information beneficial to media representatives and news
coverage.
Normally supervises the daily operations of an accounting unit i.e., payables, receivables,
and cash receipts. When necessary, the incumbent assumes some of the workload to
reduce peak periods or during staff absences.
Reviews disbursement transactions for properly authorized signatures, supporting
documents and coding procedures before preparing checks. Oversees staff payroll
procedures to insure proper overtime and leave credits; changes for various deductions;
for FICA and unemployment taxes.
Reviews daily receipt reports, and all source documents for correct totals, coding,
account credits and deposit slip preparation before deposit of funds to the bank
and entry into accounting system.
Responsible for controlling daily cash balances to insure that adequate funds are
available to cover expenditures and for recommending the timing and level of cash
transfers.
Daily, inputs own journal entries and checks those entered by others for accuracy.
Reviews monthly journal printout reports for discrepancies, reconciles receipt and
payable balances and may prepare monthly financial statements.
Monthly, extracts and summarizes financial information to prepare the monthly financial
statements.
This position may operate in either a centralized or decentralized environment.
In a decentralized setting the routines, procedures and standards will be similar,
but the individual will float between various department units.
Supervises work flow of data entry materials distributed for input to the various
data bases from several terminals located in the departments. Trains data entry
operators as necessary to the operations of the administrative support systems and
in the various program systems. May participate in selecting operators for the various
units.
Participates with user departments in defining and developing special requirements,
projects and specifications for efficient processing of information.
Reviews audit trials of daily activity for accuracy, researches and reenters corrected
information or advises appropriate department personnel of corrective action to
be taken. Insures timely correction of errors, correct use of data transactions,
codes, and completion of tasks.
Maintains receipt control log of computer access words and their authorized release,
as developed and implemented. Maintains work control and operations logs and assigns
work according to priority and workload.
Responsible for supervising a mail operations unit employing a group of mail/messenger
clerks. The unit processes all classes of mail (domestic and foreign) including;
regular, air and special delivery, parcel post/United Parcel, special and air freight.
May also assist in coordinating bulk mailings for the organization which entail
the assembly, collation and inserting of enclosures, labeling and metering envelopes.
Additionally, responsible for the delivery and pickup of interoffice mail/correspondence;
and for providing messenger services, either personal or by licensed vendors to
pickup and deliver documents/materials around the area.
Responsible for establishing pickup and delivery schedules and routines; the daily
recording of mail processed; assigning mail clerks to tasks to maintain even work
distribution levels; for maintaining and servicing postal machines/equipment; seeing
that postage is paid; and maintaining proper levels of all needed supplies and materials.
Supervises the organization's subscription fulfillment program and operations.
This encompasses all member dues renewals and member and nonmember subscriptions,
using an automated data base fulfillment system. Responsibilities include data entry,
file maintenance, quality control, publication member and nonmember billing, reports,
mailing lists, statistics, and postal regulations. Works with MIS staff in design
of invoices and member renewal forms to meet postal regulations and computer specifications.
Responds to staff and member requests for various member and subscription statistical
reports and listings. Provides statistical analyses support as requested. Responsible
for administering the
preparation of monthly and complimentary labels for mailing.
Coordinates annual member renewal package. Reviews technical specifications, pricing
information, and arranges for production and timely mailing with outside contractors.
Also, monitors appropriate intervals between renewal mailings and coordinates these.
May assist in the preparation of the organization's membership directory, and
is responsible for all aspects of production, including preparation of tapes for
transfer to outside contractors. Some jobs may require, the individual to organize
and coordinate mail house services for all major departmental mailings.
Assists in budget analysis and preparation. Maintains expenses files and monitors
monthly budget statements to ensure prudent fiscal management of subscriptions unit.
May approve requests for rental of organization's membership lists and maintains
rental statistics.
Often times serves as a translator and interpreter between the user departments
and data processing personnel. Must understand and interpret the user's requirements
in order to design a system that will accomplish the intended purpose, while at
the same time translating the process for the programmers/analysts so they can develop
the necessary programming techniques.
Works with user departments to advise and explore the feasibility of designing automated
data systems to accommodate various program area needs, or to further improve/expand
existing systems for greater information retrieval. Develops detailed plans indicating
system design - establishes milestone, developmental cost (both hardware and manpower),
annual projection cost and completion dates.
In designing a system, develops approaches which include the most efficient way
to design the system based on the latest technology in the field; the computer's
capability/limitations; how the application can be integrated in other existing
systems where possible, and make recommendations accordingly; and provide the ability
to accommodate future expansion with minimal modification.
Writes programming specifications outlining the many bases that the program must
consider. Accompanying the specifications will be all file (inputs, outputs and
work files) formats with detail descriptions and meanings of all data elements.
Also included will be systems flow, depicting the total system and the program system
and the program by program relationship with the associates hardware components.
Interfaces with the programming staff to make them aware of the progress and current
thinking on the project. This affords the opportunity to exchange ideas, verifying
assumptions and check on the feasibility of the design.
In considering new systems or changes to existing systems, insures that program
specifications are maintained in an up-to-date state and that departmental standards
are adhered to. Is expected to maintain and make recommendations for changes and
updates to departmental standards. Maintain the systems schedule of current and
projected projects.
Develops and implements grade-appropriate curricula to meet the academic and other needs of
children in a K-12 classroom setting. Ensures safety and health of students. Participates in development and implementation of IEPs for specific students, as needed. Assesses and documents students’ progress. May participate in implementing therapeutic programs for students. May supervise teaching assistant(s). Typical Requirements: Bachelor's degree and State Teaching Certificate for assigned grade level.
Assists the teacher in implementing educational plans and curricula in a classroom with special emphasis on maintenance of discipline and one-on-one tutoring. Reviews lesson plans with teacher to contribute information and ideas as appropriate. Supervises and works with students in small group learning situations. Implements behavior management techniques. Corrects/grades completed work.
Determines the needs of adult clients and develops/implements appropriate curricula to meet those needs. Conducts educational sessions with adult clients to improve skills and functioning. Responsible for providing classroom and/or on-the-job instruction. May provide on-the-job training to clients transitioning to employment.
Assists trainer in conducting educational sessions with adult clients to improve skills and functioning. Responsible for providing classroom and/or on-the-job instruction. May provide on-the-job training to clients transitioning to employment.