Charlotte Chapter of the American Payroll Association

Officer Duties

PRESIDENT

 

  1. Leads, plans, directs, and oversees all Chapter activities to ensure full benefits to all members while protecting the integrity and intent of the Chapter and the Institute.
  2. Conducts and presides over all meetings and conferences.
  3. Periodically forms working committees that will perform assigned tasks.  Chairpersons may be volunteers.  All volunteering candidates must be approved by 3/4ths majority of the current officers.
  4. Gives guidance to Committees and receives regular activity reports and project updates. 
  5. Acts as an ex-officio member of all committees.
  6. Acts as general manager and supervisor of the affairs of the Chapter.
  7. Answers questions from the membership (verbal or written) within the limits of the office’s realm of government regulations.
  8. Selects, purchases and distributes awards as determined by majority of officers.
  9. Selects, purchases and distributes gifts for speakers.

 

      VICE PRESIDENT

 

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Will fulfill/assume the duties and responsibilities of the President as needed or directed by the Membership. A new Vice President will be elected in the event that the vice president must permanently assume the duties and responsibilities of the president.  If the Vice President cannot for any reason assume the Presidential duties, then an election to fill the position of President will be held.
  3. Assists the Chapter President in all administrative functions.
  4. Secures speakers for program presentations at meetings and seminars.
  5. Works directly and purposely with the Education Chairperson to ensure fulfillment of the needs or directed by the Membership. 
  6. Maintains Honorarium relationships to guarantee continued support from previous and potential speakers and other professional contacts helpful to the Chapter.

SECRETARY

 

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Records minutes, resolutions, votes and other pertinent issues and events at each meeting, or obtains from a substitute, and submits to each Officer following each such meeting.
  3. Gives proper notice of meetings to all members and officers.
  4. Ensures that all correspondence, minutes and records regarding the business of the Chapter are duly obtained, maintained, and safeguarded.
  5. Produces and distributes newsletter to all active and prospective members, based on database maintained by Director, Membership.
  6. Handles all chapter correspondence, including confirmations, thank you notes to speakers, and notifications of meetings.
  7. Orders and maintains current and adequate supplies of stationary, brochures, etc., for availability and convenience of the Membership.
  8. Acts as center for information, either to relay or gather, by telephone or in written format, to officers, membership and APA National.
  9. Provides reports and records to the Institute as required.
  10. Submits regular reports of activities and project status to the President.

TREASURER

 

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Collects dues, and other receivables of the Chapter.
  3. Supplies receipts for dues paid upon request.
  4. Reviews and pays bills of the Chapter.
  5. Maintains records of the financial activity of the Chapter in accordance with generally accepted accounting principles, and safeguards permanent financial records of the Chapter.
  6. Maintains in dual custody with the President, the Chapter Bank Account(s).
  7. Obtains new and proper signatories for the Chapter accounts and tax returns.
  8. Regularly gathers incoming mail and redistributes as necessary and depositing all incoming moneys to the Chapter bank account(s) in a timely manner.
  9. Assists and prepares proposals and costs estimates for programs and activities for the Chapter.
  10. Submits monthly financial reports to the President and membership as requested. 

DIRECTOR, EDUCATION

 

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Provides educational programs, and materials to enhance the knowledge of the Chapter members.
  3. Works directly with the President and Vice President to ensure the educational programs and materials promote the integrity and the intent of the Chapter and the Institute.
  4. Coordinate speaker information with the Vice President for CEU purposes.
  5. Submits form(s) to obtain Continuing Education Units (CEU) credits for monthly meetings and special events, programs and seminars.
  6. Completes and distributes CEU forms to members.
  7. Obtains committee members as required and acts as Chairperson at Education Committee meetings.
  8. Coordinates study group for the CPP examination.
  9. Submits regular reports of activities and project status to the President.

 DIRECTOR, MEMBERSHIP

 

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Maintains current databases for contact and mailing purposes. 
  3. Required categories: a. Regular Members, b. Guests, c. Speakers, d. Other Chapters.  Database should include basic member information:  name, title, company, mailing address, phone number, Institute membership number, Chapter membership number; membership date for use in renewal of membership and collecting annual dues
  4. Obtain committee members as required and act as Chairperson at Membership Committee meetings.
  5. Contact new Institute members to invite them to become a member of the Chapter.
  6. Requests updated mailing lists from APA National to boost local membership
  7. Verifies that all members of the local chapter are members of the Institute.
  8. Provide sign-in roster for meetings and special events.
  9. Register members/guests upon arrival at meetings.
  10. Maintain member/guest nametags including distribution/collection at monthly meetings and preparation for new members.
  11. Submits regular reports of activities and project status to the President.

DIRECTOR, HOSPITALITY AND SPECIAL EVENTS

 

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Arranges for refreshments for Chapter meetings by purchase with Chapter funds, or by contacting sponsors. 
  3. Maintains and operates 50/50 drawing at Chapter meetings.
  4. Submits routine reports of activities and project status to the President.
  5. Provides announcement of refreshment sponsor at meetings and maintains Chapter refreshment supplies
  6. Must stay and help clean up after the meetings.
  7. Maintains and operates 50/50 drawing at Chapter meetings.
  8. Solicits and distributes prizes for special events.
  9. Maintains Chapter scrapbook.
  10. Selects, assembles, and submits materials for programs sponsored by the Institute, e.g. The Chapter of the Year Award.
  11. Sends in photos and information to APA National for possible publication in PayTech Magazine or Payroll Views and News
  12. Coordinates all Chapter and National activities and programs connected with National Payroll Week. 

 

Webmaster

  1. Works directly with the President in the planning and protection of the integrity and intent of this Chapter.
  2. Works closely with all officers to maintain up-to-date information on the website.
  3. Post jobs as they are made available to Chapter members.
  4. Submit routine reports to the Chapter President concerning projects and any suggestions to make the site more user friendly 

 
 
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