Every organization needs some type of system for recording and filing information that is discussed during meetings. In your chapter, you are the individual who is responsible for maintaining this system. Although your job is not very difficult, it requires organizational skills. You will need to find a system that works best for you and that is easily understandable for those with whom you will be working on a day to day basis. You must keep your files up-to-date, legible, and complete. This chapter will explain your duties in detail and give you tips on how to be successful. You will also learn just how important your job is in maintaining and ensuring continuity of information within the chapter for years to come.
Your primary duty is to record the minutes of all chapter meetings; however, there are several other areas that you are responsible for overseeing. Besides recording the minutes of the chapter meetings, you must also record the minutes of the administrative committee. These meetings are less formal, but still require thorough notes of topics discussed. Other areas of responsibility include maintaining full and complete records of the membership register (roll book), suspensions and expulsions, and the alumni address file. In addition to these duties, you will organize all the chapter files. If your predecessor has left the files well-organized, you will be able to step right in and get to work. If not, you can get advice from fellow officers or your chapter adviser.
The continuity of chapter operations depends on your ability to organize the chapter files. When we speak of continuity, we are referring to not only your time in office, but also every recording secretary who follows you. Though it is difficult to maintain continuity from year to year, because of the natural turnover that occurs, by keeping your files organized, it will be easier for your successors to maintain a consistent flow of information. How well you do your duties, therefore, will impact your entire chapter. By excelling, you will make a difference in your chapter. An excellent chapter is a well-organized chapter.
- Keep the minutes of all chapter meetings
- Record the minutes of the administrative committee
- Maintain full and complete records of the membership register (roll book), suspensions and expulsions, and the alumni address file
- Organize all chapter files and archives
- Serve as a member of the Executive Committee