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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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