ASSOCIATION MANAGER

 

POWERS AND DUTIES

 

ô€‚ƒ To maintain permanent address, phone, email address and fax number for AzLA. 

 

􀂃To handle all pertinent correspondence and telephone calls.

 

􀂃 To maintain inventory of association stationery, forms, supplies including the credit card machine.

 

􀂃To maintain files.

 

􀂃 To maintain the official calendar of association, with dates and times of all scheduled events.

 

􀂃To coordinate Executive Board and Interest Group elections; verify membership of petition signers and candidates; prepare ballots and biographical information for printing and distribution; process ballots.

 

􀂃To provide email address lists, printouts, and labels for appropriate association, division and interest group leaders (allow at least 3 working days).

 

􀂃 To publish AzLA Newsletter on the AzLA website within one working day of receipt.

 

􀂃To purchase AzLA Annual Awards plaques and certificates.

 

􀂃To coordinate printing and photocopying of:

 

oAll membership applications and promotional materials.

oAll membership statistical reports.

oAll AzLA stationery.

o Conference and Regional Forum registration forms, badges, and programs or other materials as requested.

o Election ballots, biographical sheets and correspondence.

o All Executive Board and Executive Committee meeting notices, agendas, minutes

and related material.

o All AzLA Handbook updates.

o To maintain and update AzLA Membership Directory on the

 

􀂃 Printing and photocopying for Executive Board, Executive Committee, division and interest group activities will be done from original, camera-ready copy provided by appropriate AZLA officials.

 

􀂃To coordinate mailings of:

 

o All membership acknowledgments, solicitations, applications, and the Membership Directory according to the deadlines set by the AzLA President.

o Election ballots, biographies and correspondence

o General association correspondence

o Conference and Regional Forum registration forms and preliminary programs and other forms as requested.

o Executive Board, Executive Committee, division and interest group notices, meeting agendas, minutes, reports and publications.

o AzLA Handbook

 

􀂃 Mailings will be made using e-mail, first class, third class and third class bulk rates depending upon the urgency and volume of mail.

 

􀂃 To perform the following functions related to Membership:

o Routine data entry and updates to maintain an accurate database of the membership.

o Protect the security of databases and perform routine file backup.

o Coordinate membership solicitation campaigns with the Membership Committee.

o Receive all membership dues, process and transmit dues to the AzLA Treasurer on a weekly basis with a roster that includes: name of member, issuer of check, amount of check, date of check and check number and credit card information, if applicable.

o Provide required membership statistical reports to the association, division and interest group leaders as requested.

o Provide disks for the membership database as requested or to the Secretary.

 

􀂃 To attend meetings of the Executive Committee at the President’s request.

 

􀂃 To provide appropriate status reports and recommendations on AzLA activities as requested.

 

􀂃 To work closely with the AzLA President to maintain association business.

 

􀂃 To produce and maintain Executive Board official roster

 

􀂃 To provide the following services for the Regional Forums:

 

o Investigate potential meeting facilities and make recommendations to the Chair or the AzLA Executive Board.

o Negotiate with hotels/facilities for favorable meeting space and sleeping room rates on behalf of AZLA if requested.

o Promote the Regional Forum via the AZLA Newsletter and membership mailings.

o Receive and process registrations and hotel reservations for the

o Regional Forums if requested.

o Process Regional Forum checks and/or credit charges and transfers them to the AzLA Treasurer.

o Coordinate all physical and logistical aspects of Regional Forums if requested.

o Assist the Regional Forum Chair if requested.

 

􀂃 To collect from the Secretary minutes, newsletters, and the annual report for deposit in the association archives at the State Records Center annually.

 

ô€‚ƒ To maintain log of expenses to be reimbursed and a mileage log for travel outside the Phoenix area (reimbursement at current State of Arizona rate).