; STATE 4-H RODEO EXECUTIVE SECRETARY JOB DESCRIPTION
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STATE 4-H RODEO EXECUTIVE SECRETARY JOB DESCRIPTION

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									     STATE 4-H RODEO EXECUTIVE SECRETARY JOB DESCRIPTION


The NM 4-H Executive Secretary is appointed on a yearly basis by the State 4-H
Rodeo Board of Directors. The secretary shall receive $2.00 per contestant per
regular season rodeo and an additional fee of $5.00 per contestant for the State
4-H Rodeo Finals. A motel room will provided at the 4-H Finals by the host
committee.

The Executive Secretary shall serve the State 4-H Rodeo Board in the following
secretarial duties and as the State 4-H Rodeo Board Treasurer
Possess computer skills in, Email, Microsoft programs, Quicken, and Excel.
Must have an office available with phone, fax and adequate space for equipment
needed.
Must be willing to work with parents, contestants and host towns with a positive
attitude. Must be willing to adapt to and change when needed to accommodate
job requirements.


Duties: (Secretary) Regular Season Rodeos
    Attend State 4-H Rodeo Board meetings, either in person or on
       conference call (State 4-H Office provides the number and service)
    Audit points and payback within one week of receiving the books from the
       previous weekends 4-H Rodeo.
    Inform Local secretaries of any changes that had to be made in the audit
       process.
    Email placings and points to the State 4-H Office as soon as possible after
       auditing rodeo's books.
    Keep an accurate accounting of points for each member after each rodeo
    Prepare a monthly newsletter, at the first of each month, for all 4-H Rodeo
       project members. Send out to 4-H Rodeo Mailing list and email a copy to
       State 4-H Office. Should include the following:
       Current points of each contestant in each event and all around
       Dates and places of future sanctioned rodeos
       All other information related to rodeos, including State 4-H Rodeo Finals
    Keep all correspondence for reference.
    Other duties as requested by the board
    Stay in direct contact with the State 4-H Office
    Receive all correspondence and bring to Board meetings
    A second copy of all books dealing with points and rodeo records will be
       sent to the State 4-H Office in Las Cruces
    Call for audit of points
Duties (Treasurer) Regular Rodeo Season
    Receive money from each local secretary and match money to the
       number of contestants.
    Type out and make deposit each week from previous week's rodeo
    Using a spreadsheet, divide out the contestants charge into the following
       areas:
       Finals: $8.00 per contestant
       Postage: $2.00 per contestant
       Scholarship: $1.00 per contestant
       Entry Secretary: $2.00 per contestant
    Monthly reconcilement of bank account with balance sheets to board
       meeting
    Take in all sponsorship monies from finals sponsors and keep accurate
       record of name, address, phone number, amount and what the money is
       to be used for.
    Be listed on signature card

FINALS DUTIES
    Serve as the official secretary.
    Rodeo Secretary for the Finals
    Determine the number of contestants in each event who may have
     qualified for the State 4-H Rodeo Finals and notify these contestants
    Carry out needed responsibilities at Finals Rodeo
    Keep an accurate record of points earned by each contestant
    Send out entries for contestants eligible for finals
    Order finals prizes such as belt buckles, belt pins etc as requested by
     directors.
    Provides State 4-H Office with finals sponsors, ads, what the sponsorship
     is for, money etc. for each finals sponsor.
    Before the finals, give the information on sponsors for each event to the
     recording secretary so that thank you notes can be made for the finalists
    Provides name, address and event sponsored to recording secretary so
     that Contestants Photo can be sent to each major sponsor.
    During the finals, the executive secretary receives the day sheets from the
     rodeo secretaries, checks times and placings, awards points and keeps up
     with the points for the lst go, 2nd go and average.
    Writes payback checks to all finalists winning money at the finals.
    Provide sponsor ad information, day sheets etc. to the State 4-H Office so
     they can print the program for the finals.

								
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