Lodge Secretary Training Officer Duties Resources 1 Secretary

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Lodge Secretary Training Officer Duties & Resources 1

Lodge Secretary Training Officer Duties & Resources 1

Secretary of the Lodge • The Secretary position is one of the most important

Secretary of the Lodge • The Secretary position is one of the most important offices in the local lodge. • You must: – Work with the Exalted Ruler and the Board of Directors – Be dedicated to the Order – Should have some type of office experience – Have computer skills – Be detail oriented *Except as specified in Sect. 15. 010 Officer Training Officer Duties & Resources 2

Responsibilities • Keep accurate minutes • Receive all money and pay them over to

Responsibilities • Keep accurate minutes • Receive all money and pay them over to the treasurer • Prepare vouchers using Chart of Accounts for payment of bills • Maintain accounts between the members and the lodge • Keep membership records in CLMS (Chicago Lodge Membership • System) • Keep up to date the Grand Lodge Charity Book Officer Training Officer Duties & Resources 3

A need to be ORGANIZED • Prepare and file the Annual Report to Grand

A need to be ORGANIZED • Prepare and file the Annual Report to Grand Lodge • Assign each new member a number and issue their membership cards to them • Order and receive lodge supplies from the Grand Secretary • Serve as a member of the Membership Committee • Attend all District and State Association meetings Officer Training Officer Duties & Resources 4

Log of Daily Receipts • Receive all money from the Lodge and the Club

Log of Daily Receipts • Receive all money from the Lodge and the Club • Reconcile deposit figures with your figures • Keep an itemized log of all receipts • Issue a receipt for the amount received to the proper sources • List receipts by Lodge Income and Club Income Officer Training Officer Duties & Resources 5

Voucher System • The Secretary receives all bills and must catalog them by account

Voucher System • The Secretary receives all bills and must catalog them by account for the Treasurer • Vouchers for payment are written to ensure that money being paid out comes from the correct sources of budgeted items • Vouchers need to record the correct code from the Chart of Accounts 6 Officer Training Officer Duties & Resources

TECHNOLOGY is YOUR BEST FRIEND • Maintain lodge records – Keep track of dues

TECHNOLOGY is YOUR BEST FRIEND • Maintain lodge records – Keep track of dues – Keep your minutes electronically – Keep in contact with your members – Be sure to update all email addresses as well as standard information Officer Training Officer Duties & Resources 7

CLMS • The Chicago Lodge Membership System is your online resource – Contains membership

CLMS • The Chicago Lodge Membership System is your online resource – Contains membership data and Grand Lodge communications • Data Entry of new members, reinstatements and all member information into the national database • The officers and committee chairs are contained in CLMS • The Lodge Charity Book is updated in CLMS • Lodge supplies are ordered on this site Officer Training Officer Duties & Resources 8

Access your records as well as manuals, order supplies and read Grand Lodge communications

Access your records as well as manuals, order supplies and read Grand Lodge communications Officer Training Officer Duties & Resources 9

USE YOUR TESA ID TO ACCESS MEMBER RESOURCES Officer Training Officer Duties & Resources

USE YOUR TESA ID TO ACCESS MEMBER RESOURCES Officer Training Officer Duties & Resources 10

Establish a good working relationship with the Exalted Ruler • Work side by side

Establish a good working relationship with the Exalted Ruler • Work side by side to keep the lodge running • Smoothly – Keep lines of communication open – Work together to keep members involved • REMEMBER – You are the Lodge secretary…. your job is to promote and maintain the ‘good health’ of the lodge and its members Officer Training Officer Duties & Resources 11

 • Be supportive of the Exalted Ruler. They are taking on the responsibility

• Be supportive of the Exalted Ruler. They are taking on the responsibility of leadership. • Develop a positive rapport. Talk to each other often • Include the Leading Knight when possible. Remember, they are considered the “ER in Training” • Advise the ER when issues arise. Your job is to work hand in hand with the officers to maximize the effectiveness of the Lodge • Remember this is a partnership – work together to promote Membership Officer Training Officer Duties & Resources 12

Don’t stress out! • The secretary’s job isn’t as hard as it seems as

Don’t stress out! • The secretary’s job isn’t as hard as it seems as long as you plan and organize • Take the time to get to know the other secretaries in your district, especially the ‘seasoned’ ones…. They are your best resource! • Take advantage of the Secretaries’ Forum in CLMS 2……secretaries around the nation help each other solve a problem. Officer Training Officer Duties & Resources 13

Contact Carrol Alexander with any questions or problems…. secretary@bpoe 2485. org He’s only a

Contact Carrol Alexander with any questions or problems…. [email protected] 2485. org He’s only a keystroke away! Officer Training Officer Duties & Resources 14