PACT Charter School Committee Clerk

Committee Secretary Board Approved 10/11/2007
PACT Charter School
Committee Clerk
Job Description
Job Title: Committee Clerk
Reports To: Administrative Office Manager
Prepared By: Bernice Humnick
Prepared Date: August 16 th , 2007
Status: Non-exempt, Part-time year around
Approved By: School Board and Personnel
Approved Date: 9/20/07 and 10/11/07
Modifications Approved:
SUMMARY
The Committee Secretary works with the committee chairperson in preparing documents for the
meeting. They also attend and take minutes at all assigned committee meetings and maintain official
records for that committee.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be
assigned.
1. Before the Meeting:
Ensure that the meeting agenda and meeting documents are distributed at least 48 hours prior to the
meeting.
• Collect and coordinate meeting handouts with committee chair’s agenda.
• Send agenda to designated person for posting on the committee bulletin board and the website.
• Packet should include unapproved, reviewed minutes from previous meeting and revised
• Make hard copies of the committee meeting packet (agenda and handouts) for all committee members,
the official minute’s book and four extras for possible visitors.
• Distribute packets in mailboxes.
2. During the Meeting:
Attend designated PACT Committee meetings, track attendance and take minutes. Minutes should
include the following:
• Note corrections to the previous minutes should,
• Use the existing template for new minutes,
• Must note date/time/place of meeting and members and guests that are present,
• Provide open microphone sign up sheet,
• Provide attendance sheet
• Motions should be noted verbatim, if not passed unanimously members who oppose or abstain
must be noted,
• Note summaries of presented arguments,
• Record actions to be taken and who is responsible for those actions,
• Obtain one copy of each hand out and place in the master Minute's book.
3. After the Meeting:
Forward electronic copy of the unapproved, open, minutes to Administration, the Committee
chairperson and the designated office personnel.
• Critical changes should be incorporated and then forwarded to the designated office personnel
for posting on the committee board.
1/2

Board Clerk Job Description
• Once approved, the final copy of the Minutes should also be emailed to the PACT Webmaster
for posting on the PACT web site and to the Volunteer Coordinator.
4. Attend special committee meetings if possible (notice may sometimes be short).
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill,
and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.
EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); or one to three months related experience
and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS
Ability to read and interpret documents submitted to the Board. Ability to summarize information and
write grammatically correct minutes and correspondence.
COMPUTER SKILLS
Ability and/or willingness to learn to use and understand compatible software tools for documents,
letters and other written communications in order to effectively communicate information for the School
Board. Ability to type at least 35 words per minute, 50 words per minute preferred. Ability to process
information by e-mail and respond to Board through e-mail.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as totals, discounts, interest, percentages, area,
circumference, and volume.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only
limited standardization exists. Ability to interpret and summarize a variety of instructions furnished in
written, oral, diagram, or schedule form.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to visually observe the
meeting, sit, talk or hear, and keyboard.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Page 2/2