ASSOCIATION MANAGER
POWERS AND DUTIES
To maintain permanent address, phone, email address and fax number for AzLA.
To handle all pertinent correspondence and telephone calls.
To maintain inventory of association stationery, forms, supplies including the credit card machine.
To maintain files.
To maintain the official calendar of association, with dates and times of all scheduled events.
To coordinate Executive Board and Interest Group elections; verify membership of petition signers and candidates; prepare ballots and biographical information for printing and distribution; process ballots.
To provide email address lists, printouts, and labels for appropriate association, division and interest group leaders (allow at least 3 working days).
To publish AzLA Newsletter on the AzLA website within one working day of receipt.
To purchase AzLA Annual Awards plaques and certificates.
To coordinate printing and photocopying of:
oAll membership applications and promotional materials.
oAll membership statistical reports.
oAll AzLA stationery.
o Conference and Regional Forum registration forms, badges, and programs or other materials as requested.
o Election ballots, biographical sheets and correspondence.
o All Executive Board and Executive Committee meeting notices, agendas, minutes
and related material.
o All AzLA Handbook updates.
o To maintain and update AzLA Membership Directory on the
Printing and photocopying for Executive Board, Executive Committee, division and interest group activities will be done from original, camera-ready copy provided by appropriate AZLA officials.
To coordinate mailings of:
o All membership acknowledgments, solicitations, applications, and the Membership Directory according to the deadlines set by the AzLA President.
o Election ballots, biographies and correspondence
o General association correspondence
o Conference and Regional Forum registration forms and preliminary programs and other forms as requested.
o Executive Board, Executive Committee, division and interest group notices, meeting agendas, minutes, reports and publications.
o AzLA Handbook
Mailings will be made using e-mail, first class, third class and third class bulk rates depending upon the urgency and volume of mail.
To perform the following functions related to Membership:
o Routine data entry and updates to maintain an accurate database of the membership.
o Protect the security of databases and perform routine file backup.
o Coordinate membership solicitation campaigns with the Membership Committee.
o Receive all membership dues, process and transmit dues to the AzLA Treasurer on a weekly basis with a roster that includes: name of member, issuer of check, amount of check, date of check and check number and credit card information, if applicable.
o Provide required membership statistical reports to the association, division and interest group leaders as requested.
o Provide disks for the membership database as requested or to the Secretary.
To attend meetings of the Executive Committee at the President’s request.
To provide appropriate status reports and recommendations on AzLA activities as requested.
To work closely with the AzLA President to maintain association business.
To produce and maintain Executive Board official roster
To provide the following services for the Regional Forums:
o Investigate potential meeting facilities and make recommendations to the Chair or the AzLA Executive Board.
o Negotiate with hotels/facilities for favorable meeting space and sleeping room rates on behalf of AZLA if requested.
o Promote the Regional Forum via the AZLA Newsletter and membership mailings.
o Receive and process registrations and hotel reservations for the
o Regional Forums if requested.
o Process Regional Forum checks and/or credit charges and transfers them to the AzLA Treasurer.
o Coordinate all physical and logistical aspects of Regional Forums if requested.
o Assist the Regional Forum Chair if requested.
To collect from the Secretary minutes, newsletters, and the annual report for deposit in the association archives at the State Records Center annually.
To maintain log of expenses to be reimbursed and a mileage log for travel outside the Phoenix area (reimbursement at current State of Arizona rate).
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