Niles Rotary Club of Fremont
Secretary
Job Description
The Club Secretary serves as the primary administrative officer of the club and is responsible for maintaining accurate club records, membership information, meeting documentation, attendance reporting, and official communications with Rotary International and the Rotary District. The Secretary helps ensure the club operates efficiently, remains compliant with Rotary reporting requirements, and maintains organized historical and operational records.
The Secretary may delegate certain tasks to an Assistant Secretary; however, the Secretary remains ultimately responsible for ensuring all duties are completed accurately and on time.
Primary Responsibilities
Membership Records & Reporting
- Maintain accurate and current club membership records in ClubRunner and My Rotary.
- Process membership additions, resignations, transfers, and status changes promptly.
- Review the club membership roster regularly to ensure accuracy for Rotary International billing and reporting purposes.
- Submit required membership reports to Rotary International, including:
- Semiannual membership reports due January 1st and July 1st
- Prorated membership reports due October 1st and April 1st
- Membership change reports as required throughout the year
- Review Rotary International invoices twice annually and coordinate with club leadership to remove inactive or resigned members prior to billing deadlines to avoid unnecessary dues charges.
Attendance Tracking & Reporting
- Record attendance at weekly club meetings and club events.
- Input attendance records into ClubRunner.
- Submit monthly attendance reports to the District Governor immediately following the final meeting of each month.
- Maintain accurate attendance records for club reporting and historical purposes.
Meeting Administration & Recordkeeping
- Send notices and communications regarding club meetings, Board meetings, and committee meetings.
- Prepare agendas and meeting materials in coordination with the Club President.
- Record, maintain, and preserve minutes from club meetings and Board meetings.
- Upload Board minutes, Treasurer’s reports, and important club documents to ClubRunner.
- Maintain organized and accessible records of:
- Club bylaws
- Policies and procedures
- Meeting minutes
- Board motions and official actions
Board & Club Support
- Attend Board meetings and maintain official records of Board actions and motions.
- Provide procedural and administrative support to the Club President and Board of Directors.
- Assist with club elections, officer transitions, and annual administrative updates.
- Update ClubRunner security roles and access permissions for incoming Board members effective July 1st annually.
- Support continuity and training for incoming Secretaries.
Rotary Administration & Compliance
- Utilize My Rotary and ClubRunner administrative tools to maintain club compliance and reporting requirements.
- Complete Rotary administrative training and e-learning modules when appropriate.
- Collect and remit subscriptions to Rotary publications as required.
- Maintain communication with Rotary district leadership regarding club administration and reporting matters.
Additional Duties
Delegate administrative functions to an Assistant Secretary when appropriate while maintaining oversight responsibility.
Goal of the Position
To provide effective leadership and management for the Niles Rotary Club of Fremont by promoting Rotary values, supporting meaningful service projects, strengthening fellowship and membership, and ensuring the long-term success and positive community impact of the club.