The Christmas Tree Farmers Association of New York seeks to contract with an individual or organization for provision of administrative services. The Administrative Secretary will work at the direction of, and in coordination with, with the President and Board of Directors of the Association to accomplish the tasks listed below in 'Scope of Work'. Of value as well will be the ability to add a broader scope of work to include typical 'Executive Director' tasks, within the next year or so.

Scope of Work - Administrative Services

Financial

• Provide bookkeeping services for approximately: 100 expenditures, 300 membership dues deposits, and 50 sponsor payments, annually.
• Collect membership dues by checks and credit card payments, immediately.
• Collect all payments from sponsors, donations, refunds, etc. by checks, immediately.
• Deposit all payments of all kinds through the bank lockbox system, immediately.
• Prepare a review or audit of financial records, annually.
• Oversee preparation & filing of IRS form 990, no later than May 15, annually.
• Provide reports from bookkeeping and bank records to the Board, for budget development and financial analysis, as requested.
• Maintain records according to legal retention and/or destruction schedule requirements, as appropriate.

Membership

• Issue membership dues notices and two follow-up notices, by both email and paper mail as appropriate, annually.
• Update membership database of paid-up, unpaid, and lapsed members, quarterly.
• Update website with all relevant membership business changes, monthly.
• Provide membership database updates to the GLCT Journal and Board members, quarterly.
• Assist in recruiting new members and respond to all membership information requests, immediately.

Communication

• Collect from officers and others as appropriate all Board meeting materials and distribute, at least one week before each Board meeting.
• Take minutes at all Board meetings and distribute, within two weeks.
• Receive all telephone calls to the Association number, and either respond or forward as appropriate, immediately.
• Receive all correspondence to the Association addresses, whether by email or paper mail, and either respond or forward as appropriate, immediately.
• Assemble, edit, and issue a newsletter to all members, by both email and paper mail as appropriate, quarterly.
• Update the website to announce member-related events & resources, and public-related announcements as appropriate, quarterly.
• Perform website maintenance through corrections, additions, and deletions of text and graphics as needed, quarterly.

One Time Transition Tasks

• Communicate directly with officers and acting executive directors to facilitate transition of administrative services as appropriate, immediately.
• Transfer data onto the Administrator’s computer system as appropriate, immediately.
• Establish new or updated banking services as appropriate, within one month.
• Notify all members of the organizational change by paper mail, within one month.
• Notify all relevant outside parties (sponsors, service providers, affiliated organizations) of the organizational change, within one quarter.
• Complete 2021 membership dues notices & mailings, within one quarter.
• Perform first website update, and issue first newsletter, within one quarter.