Position Description—Convention Secretary

Title: Convention Secretary

General Purpose:

The Convention Secretary is responsible for taking minutes of OPA convention business meetings.

Classification: Appointed

Level: National Coordinator

Relationships to Other Positions:

Appointed by:        Executive Director

Accountable to:         Executive Director

Support from:        Director of Administration, Executive Director

Works with:        Elections Coordinator, Director of Administration, Executive Director, Convention Coordinator, District Summit Coordinator, ADOs, CSCs, Convention Parliamentarian

Term of Service:        One-year appointment during convention year

Time Commitment:        Must be present at all convention business meetings. 1-2 hours per week following convention until convention minutes are approved and published.

Required Qualifications:

• Lifetime member in good standing with alum status
• Must be able to attend all business meetings held during the national convention
• Must keep confidential information completely private
• Familiar with Roberts Rules of Order

Preferred Knowledge/Abilities/Experience:

• Organized

• Able to track all aspects of a convention discussion at a very detailed level

• Prior active participation in at least one OPA national convention business meeting
• Ability to remain calm and capture details of discussions especially while others may be having debates or discussions around the room

Duties and Responsibilities

• In the weeks prior to convention, prepare by reviewing Robert's Rules of Order, Rules of the Day from prior conventions, and prior convention minutes
• Prepare tally sheets and other logging devices to help keep track of convention business debate and get ready for roll call votes
• Review the legislation packet and proposals that will be discussed and have them ready in an electronic file to be available for quick changes and amendments
• Keep an accurate record of the proceedings of all national organization meetings (i.e., national convention, mid-year meeting, and any other Board of Director meetings as assigned)
• Assist in facilitating breakout meetings at the request of the chair (Ex: a parallel Candidates Forum session)
• Assist parliamentarian in counting votes during the meeting, either by show of hands or by roll-call tally, and advise the chair whether a motion met the required plurality to pass
• Assist with counting election ballots and inform the chair of the results
• Prepare business meeting minutes in a clear and timely fashion

• Solicit feedback and edits for provided meeting minutes
• Revise meeting minutes with feedback and edits, provide revised copies to Executive Director

Convention/Mid-year/Summit/Leadership Training attendance required?  Yes/No/No/No