PEN-MAR REGIONAL ASSOCIATION OF REALTORS®, INC.
CHIEF EXECUTIVE OFFICER
Overview: Serves as the Chief Executive Officer. Responsible to the Board of Directors for the
effective conduct of the affairs of the Association. Recommends and participates in formulation of
Association mission, goals, objectives and related policies within that framework. Plans, organizes,
coordinates, controls and directs the staff, programs and activities of the Association. Provides
liaison between committees and the Board of Directors.
Specific Responsibilities: Within the limits of the charter and bylaws of the Association and
policies established by the Board of Directors, the Chief Executive Officer, with appropriate
1. Plans, formulates and recommends for approval by the Board of Directors basic policies and
programs which will further the goals and objectives of the Association.
2. Executes all decisions of the Board of Directors except when other assignment is specifically
made by the Board of Directors.
3. Directs and coordinates all approved programs, projects, and major activities of the
Association headquarters staff.
4. Executes such contracts and commitments as may be authorized by established policies or
by the Board of Directors.
5. Ensures that the Board of Directors, the Executive Committee (if any), the officers and
committees are fully informed on conditions and operations of the Association and upon all
important factors influencing them. Attends all meetings of the Board of Directors, the MLS
Executive Committee (if any), and the General Membership.
6. Establishes the administrative policies and procedures for headquarters functions necessary
for the day-to-day administration in accordance with the general policies established by the
Board of Directors.
7. Recruits, indoctrinates, motivates and prescribes the duties of all Association staff
personnel. Develops position description, performance standards, performance appraisals
and compensation system for all staff positions. Is responsible for termination and
establishment of rates of compensation for any staff subject to policy and budget approval
by the Board of Directors.
8. Oversees the establishment of an effective program of membership development and
9. Oversees the establishment of effective educational programs to enhance the
professional/technical/managerial skills of the membership.
10. Organizes and conducts an annual election meeting which includes programs and other
events consistent with the objectives of the Association.
11. Oversees the development of an effective communications program which is responsive to
the needs of the membership.
12. Conducts research necessary for the Association; and informs the Board of Directors,
elected officials, and membership, as appropriate, about the results.
13. Oversees the maintenance of an effective program of internal and external public relations.
14. Serves as a Spokesperson for the Association.
15. Oversees the development of an effective Governmental Affairs Program to represent the
interest of the Association membership to government agencies and community groups.
16. Ensures the legal integrity of the Association is maintained.
Job Description for Chief Executive Officer, Page 2
17. Manages the finances of the Association including preparation of an annual budget and long
range forecasts of needs in conjunction with officer and/or committees responsible for those
activities. Approve all budgeted administrative expenditures of Association funds.
18. Performs a secretarial function for the Association maintaining official minutes of the Board
of Directors' meetings of the organization, provides security for all files, legal and historical
documents, membership data and mailing lists.
19. Plans and coordinates all general meetings, Board of Directors meetings, executive
committee meetings and other meetings of the Association.
20. Provides periodic reports to the Board of Directors along with recommendations of the status
of Association activities.
21. Monitors, assists and cooperates with all committees and elected officials of the Association
in carrying out their assigned functions.
22. Serves as the administrative channel through whom the Grievance Committee and the
Professional Standards Committee correspond and carry out their respective functions.
23. Serves as the Mediation Administrator for the Home Sellers/Home Buyers Dispute
Resolution System of Pennsylvania.
24. Insures and oversees the effective communication to the general membership, including
newsletters, general mailings, news releases and legislative alerts.
25. Maintains an active interest in civic organizations and community betterment.
26. Maintains a strong working relationship with other local Boards and the State Associations.
27. Carries out such other general responsibilities as may be delegated by the Board of
28. Participates in activities and programs offered by State and National Associations, within the
limits of the Association's budget.
CEO Job Description.doc
CHIEF EXECUTIVE OFFICER
Detailed Job Description
1. Manage Office and Staff Employees.
a. Delegate work to staff members.
b. Enforce policies of the Association and make sure staff follows policies.
c. Oversee that all work is done efficiently and properly.
d. Set priorities, to assure most urgent matters are handled promptly.
e. Work towards cross-training with Administrative Assistant to continue smooth
operations during absences.
f. Maintain open communication with staff to keep problems at a minimum.
g. Schedule all meetings and appointments at the Association office and inform staff.
h. Review staff on a yearly basis, and recommend salary increases to BOD, effective
January 1. Discuss goals, and address strengths and weaknesses.
i. Meet with staff as needed to discuss changes or new policies implemented by the
BOD. Work together to improve the overall operation of the Association; address
suggestions by staff to maintain efficiency in procedures.
j. Oversee ordering of office supplies, to keep check with budget and prices.
k. Responsible for hiring staff, reviews and salary, and overseeing their responsibilities.
2. Oversee Preparation of Newsletter to be published monthly.
a. Make sure that committee chairs are aware of when material is needed if they wish
to publish an article in the newsletter.
b. Keep members informed of membership changes, board policies and proposed
Bylaws amendments, MLS updates, update of monthly Board of Directors meetings,
committee activities, membership meetings, continuing education, and all other
c. Make sure that all information reported to members is accurate and correct.
3. Grievance & Professional Standards Committees.
a. Speak with all members and public who wish to file a complaint.
b. Explain the procedures to them, and instruct them on how to file a complaint.
c. When written complaint is received, contact Grievance Chairman, and turn the
matter over to them for their review.
d. If complaint warrants a Hearing, contact Professional Standards Chairman.
e. Panel is selected and they are notified of the date, time and place of hearing.
f. Complainant and Respondent are notified of the Hearing by certified mail, and
copies of all evidence submitted is forwarded to them.
g. Must keep track of all days involved re legal counsel and witnesses, and make sure
that "due process" is followed. If any parties obtain legal counsel, then Association
attorney should be present. Regardless, the Association attorney should be
informed of all hearings, in order to be available for advice, if needed.
h. This is the most important aspect of a CEO's responsibilities. It is very time
consuming and procedures must be followed accordingly. (A Professional
Standards Manual was established which contains NAR Manuals, procedural
outlines, letters guide, and proper forms.) Assistance is available at all times through
NAR Board Policy Division.
i. Prepare the Conference Room for Hearings. Make sure that all equipment is in
proper working condition (digital recorder), and download recording of hearing. In
addition, the panel members must have all evidence in the case presented to them
for their review one hour prior to the commencement of the Hearing.
j. Once the hearing is over, and if no appeal is filed, (1) Ethics - prepare copies of
decision for next BOD meeting for confirmation, then notify all parties of the outcome
within the specified number of days. (2) Arbitration - notify all parties of the outcome,
subject to appeal, within specified number of days.
k. If an appeal is filed, notify the President, and present the file along with the evidence
to the Board of Directors. Following their decision, all parties should be notified.
4. Accounting for Association.
a. Process payables and payroll using QuickBooks on a bi-weekly basis. Maintain
changes to payroll withholdings. Sign checks, obtain second signature (Treasurer,
Pres. or Vice President), sort, mail, and file check stubs and invoices.
b. File deposits and corresponding paperwork.
c. Calculate and prepare all forms for monthly and quarterly payroll tax payments. This
includes Federal W/H, State W/H, and State Use Tax (on quarterly basis). Prepare
quarterly forms for all income taxes and unemployment taxes due. File all tax
returns in a timely manner to avoid interest and late charges.
d. When preparing checks and invoices, expense all items to the proper accounts.
e. Reconcile bank statements.
f. Prepare and input monthly general journal entries; run backup reports and file.
g. Run monthly financial statements to be distributed to BOD at their monthly meeting.
h. Back up QuickBooks after any changes made.
i. Work with accountant when expertise required on problems related to financial
j. Provide quarterly statements to membership at the membership meetings, and
forward to the Budget & Finance Committee for review.
k. Oversee total budget, and prepare for yearly meeting to determine next year's
budget. Provide as much detail as possible to assist in setting budget. BOD
approves final budget prior to start of fiscal year (January).
5. Membership Orientation. Coordinate Membership Orientation with Membership Committee.
Fill in if any presenter unable to attend. (NOTE: In order to be added to the roster, a new
member must make application and submit their one-time application fee, along with dues.)
Explain the obligations and requirements of membership and inform new members of
services available through the Association as follows (go through notebook):
a. Explain that once approved by BOD, must be installed within two membership
meetings, or required to repeat orientation(s) again.
b. Identify and explain that the Bylaws are the governing documents of the Association,
and identify importance of understanding Code of Ethics.
c. Explain the three-way agreement between NAR, MAR/PAR, and the local
d. Discuss Education Seminars, and importance of staying abreast of changes.
e. Give brief update of current events, and encourage participation.
f. Emphasize importance of keeping informed by reading newsletters, flyers and
g. Explain importance of networking and getting involved in committee work.
6. Prepare and Expedite Correspondence.
a. Inform Administrative Assistant of all meetings scheduled so that memorandums can
be distributed to notify committee members of date, time, place, and purpose of
b. Prepare correspondence and memos from President, Board of Directors, and
committee chairs, notifying membership of new policies, changes to existing policies,
c. Notify President and Secretary of incoming correspondence that need their attention.
d. Notify and prepare for the Secretary all correspondence that will need to be
presented at the BOD meeting.
e. Prepare miscellaneous correspondence as needed.
7. Meetings: Board of Directors, Membership Meetings & Committee.
a. Prepare Agendas and materials for Membership meetings.
b. Coordinate membership meetings with Program Chairman, including menu, possible
speaker, number of reservations, proper equipment needed for program, etc.
c. Coordinate installation of new members, and welcome new member firms and
d. Make sure that staff is present to collect moneys, and properly bill those members
who did not pay or did not show up. Also, prepare 5% additional meals for "walk-ins"
who did not make reservations.
e. After meeting, collect all remaining materials concerning the Association, and return
them to the office to insure confidentiality of financial information and other assn.
f. Prepare and distribute BOD packages including Agenda, Secretary's minutes,
financial statements, CEO Report and pertinent information for review prior to the
g. Prepare conference room for BOD meetings. Distribute copies of information to be
discussed that were not previously mailed prior to the meeting.
h. Prepare conference room for committee meetings, and attend, if necessary.
8. Oversee Membership Dues and Records (for details, see Administrative Assistant's job
9. Miscellaneous Duties.
a. Attend seminars, conferences, and meetings approved by BOD.
b. Answer any and all members' questions and offer assistance when needed, as well
as assist the public.
c. Assist committees. Work closely and coordinate efforts of all committees.
d. Oversee the overall operations of the Association.
e. Maintain Committee Time Schedules.
f. Coordinate miscellaneous printing projects.
g. Update Policy & Procedures Manual, Employee Benefit Manual, and Professional
h. Strive to maintain a good working relationship with staff, and address any needs and
concerns, with an "open door policy".
i. Maintain a strong working relationship with other local Boards and the State
Associations, and serve as liaison.
j. Perform any other duties as requested by the BOD.
CEO Job Description.doc