Recording Secretary Mobile Meals of Westfield

Position Summary

The Recording Secretary is responsible for ensuring accurate documentation of the organization’s governance activities. This role maintains official records of Board and committee meetings, supports organizational transparency, and ensures that meeting minutes and documentation are properly recorded and distributed.

Key Responsibilities

• Record accurate minutes of all Board of Directors meetings and, when applicable, key committee meetings.
• Ensure meeting minutes capture attendance, key discussions, decisions, motions, and votes.
• Distribute draft minutes to Board members for review in a timely manner following meetings.
• Maintain organized and secure records of approved minutes and official governance documents.
• Assist the President in preparing and distributing meeting agendas and supporting materials when needed.
• Maintain an archive of organizational records including bylaws, policies, and historical meeting documentation.
• Track and document action items and follow-ups from Board meetings.
• Ensure compliance with nonprofit governance best practices related to record keeping.
• Support the Board during meetings by referencing prior minutes or governance documents as needed.

Skills and Qualifications

• Strong attention to detail and accuracy in documentation.
• Excellent written communication and note-taking skills.
• Ability to maintain confidentiality regarding sensitive Board matters.
• Strong organizational and record-management skills.
• Familiarity with nonprofit governance practices is helpful but not required.
• Proficiency with basic tools such as Word, Google Docs, or meeting platforms.

Time Commitment

• Attend all scheduled monthly Board meetings
• Approximately 2–4 hours per month to finalize and distribute meeting minutes and maintain records.