the municipal secretary desktop reference manual - Southwestern ...

SECTION II
REPORTING CALENDAR
Foreword
The first key to being organized is to have a schedule and follow it. The SECRETARY=S
CALENDAR is a basic outline of the primary requirements of the Municipal Secretary=s position.
Use it as a starting point to create a “personalized” version by adding regularly-performed tasks, such
as monthly financial reports, if customary. Also add any entitlement grants (see ENTITLEMENT
GRANTS section) that are applied for annually. For further information on specific forms and Auser
guides@ for them, refer to the FORMS section.
The municipal secretary who can organize what must be done throughout the year into a
manageable system will greatly increase their productivity. A simple, yet effective, way to enhance
the following calendar is to use it to organize a set of file folders, one for each month of the year, and
in them place:
! reminders of what is due during that month
! the actual reports that are due during that particular month, as they arrive
! pre-addressed envelopes to other entities (i.e. tax collector, assessment office, etc.) to
which copies of paperwork (building permits for example) are sent monthly
! pre-addressed envelopes to vendors/contractors to which periodic payments are made, for
which no invoice is generated (as in the case of a leased building or other contract).
Include a copy of the document authorizing this payment for reference.
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