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Executive Secretary Duties and Responsibilities

In order to facilitate the eventual recruitment by The SETI League, Inc. of an Executive Secretary, the following Duties and Responsibilities have been established as guidelines by the Board of Trustees. This job description is subject to modification by the Board of Trustees in cooperative colsultation with any successful candidate for said position, if and when established.

Working independently and without need for on-site supervision, the Executive Secretary functions as the office manager for The SETI League, Inc. He or she is responsible for the day-to-day operations of the corporation, and provides full Headquarters support to our one thousand members in over fifty countries. The Executive Secretary hires and supervises any paid office staff, coordinates all volunteer office workers, and routinely handles unusual problems under difficult circumstances in what is sometimes an unsettled environment.

The Executive Secretary acts as liaison between management levels within the organization, supporting volunteer Regional Coordinators and Committee Chairs with information, materials and assistance in handling of corporate funds. He or she maintains The SETI League, Inc. Policy Manual; maintains up-to-date Field Organization records; assists with the logistics and organization of the Annual Membership Meeting and any Regional Membership Meetings; and manages all correspondence directed to SETI League headquarters.

The Executive Secretary maintains all corporate books and accounts, receives and disburses funds, and handles all corporate financial transactions in accordance with national accounting standards and accountants' recommendations . He or she provides the Accountant and the Board of Trustees with financial information as required; identifies financial resources; prepares grant applications; assists the Executive Director in fundraising campaigns; participates in the preparation and maintenance of the corporation's budget; handles all billing and collection of funds; maintains inventory of tangible corporate assets for audit and tax purposes; maintains good financial and business relationships with banking institutions, credit card companies, and securities brokers; and maintains good corporate relationships with companies doing business with The SETI League, Inc.

The Executive Secretary assists the Executive Director in maintaining The SETI League, Inc. website; assists with the writing, editing, production and distribution of SearchLites, the Quarterly Newsletter of The SETI League, Inc.; negotiates for printing and mailing of SETI League publications; secures and manages bulk mailing permits as required; meets all reporting obligations of the US Postal Service; and fills requests from individuals, organizations and governments for SETI League educational and scientific publications and software.

The Executive Secretary provides all necessary forms and information to the Payroll Service and Accountants; coordinates and remits payment for all employee benefits; and assures that all corporate and payroll taxes are paid promptly, and associated forms prepared accurately and submitted in a timely manner.

The Executive Secretary is the first point of contact for members and prospective members contacting The SETI League, Inc. He or she assists in recruiting new members by responding promptly to telephone and email inquiries; maintains all membership; prepares and distributes the annual Membership Directory, processes new membership applications and renewals and communicates all necessary information; provides administrative support for the membership at large; provides notification and follow-up for membership renewals; and assists the Executive Director in the planning and writing of membership literature.

Public Relations:
The Executive Secretary is the first point of contact for members of the press contacting The SETI League, Inc. He or she maintains The SETI League, Inc. press list; distributes Press Kits; assists the Executive Director in the writing of Press Releases and Director's Letters; distributes Press Releases and Director's Letters; schedules media and personal appearances by the Executive Director; provides information about The SETI League, Inc. and SETI activities in general in response to telephone, facsimile, email, and postal inquiries; and assists in the preparation and distribution of public relations materials.

The Executive Secretary files all forms, maintains all records, and submits all evidence necessary to maintain The SETI League's federal tax-exempt nonprofit status, and to maintain the corporation's registration as an approved charity and exempt organization within the State of New Jersey.

Computer Literacy: The Executive Secretary is fluent in HyperText Markup Language (HTML); the Windows® 95/98/NT/2000 Operating Systems; and the Microsoft ® Office Professional Edition software suite, including the latest versions of Microsoft ® Word, Access, Excel, Power Point, and Outlook.

These Rules and Regulations shall have the force and effect of Bylaws of The SETI League, Inc. They may be amended as necessary from time to time by the Board of Trustees. Amendments or revisions shall become effective as of the date of their posting to the World Wide Web site of The SETI League, Inc.

(Adopted by resolution of the Board of Trustees of The SETI League, Inc. at its annual meeting on 28 March 1999)

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