Executive Administrator

Job Description

Career Opportunity
Executive Administrator Position

The Professional Appraisers Association of South Dakota (PAASD) is seeking to fill the position of Executive Administrator. This is a non-benefitted contract labor position. PAASD is a membership-based organization for licensed appraisers in SD (approximately 150 members). The purpose of the organization is to serve Real Estate Appraisers with the overall goal to resolve issues in the Appraisal Industry in a proactive manner, by benefiting the public, appraisers, and the entire housing and lending industry.

More information about our organization is available on our website: www.paasd.com.

The hours will fluctuate daily, weekly, and monthly depending on the needs of this non-profit organization. The hours range from 15 to 80+ hours, in any particular month,

depending upon the activities of the organization. The job description and minimum qualifications are listed below. The location of the position is remote with requirements to travel to locations in SD two – three times per year.

The hourly compensation is commensurate to experience required by the duties of the

position and is negotiable. The starting range is from $21 to $28 per hour, depending on

experience.

Required skills and qualifications:

• High School Diploma or GED
• Five or more years of experience in an administrative role and working with a non-profit board of directors
• Excellent written and verbal communication skills - communicating with members of the organization
• Strong time management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency in office productivity tools (WORD, EXCEL, Quick Books, Publisher, or similar presentation program, Doodle Poll, Survey Monkey), and an aptitude for learning new software and systems.
• Ability to maintain confidentiality of information related to the association and its members.

I. DAILY DUTIES

1. Answer member questions by phone or email on the same business day if possible

2. Update web site as needed, including membership database, course offerings and current events of interest to PAASD

3. Maintain the organization’s physical files and archives

II. WEEKLY AND MONTHLY DUTIES

1. Receive and pay bills

2. Deposit PAASD funds as received

3. Deposit/reconcile asset account balances against bank statement

4. Prepare monthly financial reports for treasurer

5. Work with website provider to resolve technical issues or obtain needed enhancements

IV. QUARTERLY DUTIES

1. Prepare quarterly financial reports for treasurer

ANNUAL DUTIES

1. File the requisite 990 Form with the IRS

2. Annual renewal of non-profit paperwork with Secretary of State

3. Annual Member meeting and Fall meeting

   1. Coordinate the date and location with the President and the Education Chairman

   2. Coordinate educational offering choices with Education Chairman

   3. Arrange site facilities, instructor(s), course materials for the classes and Board Meeting

   4. Publicize well in advance the course offering(s) through mailers, website and emails

   5. Inform Board Members well in advance of the Board Meeting and coordinate any special needs. Provide the Board Members with all financials, past minutes, etc., for study prior to the meeting

   6. Apply to Real Estate Commission and Appraiser Certification Program for course approval if anything other than an Institute Course is offered. Apply to Minnesota Commerce Department for approval of the 7-Hour USPAP Update Course

   7. Monitor registrations on the website and handle all questions regarding the education offering. Generate Attendance Roster from the Website.

   8. Create class roster(s) and CE certificates (if applicable) in advance

   9. Confirm registration numbers with site personnel and course providers. Receive and distribute all educational materials as required and transport to the site. Arrange for virtual attendance.

   10. Attend conferences, review room set up, and arrange for a staff registration table.

   11. Work with the site personnel to keep conference on schedule and pleasant for members (coffee/food/meals/copies and equipment for instructor and Board of Directors)

   12. Attend Board Meeting, record official minutes and distribute thereafter to all Board Members. Post approved minutes to the website.

   13. Reconcile the income/expenses of the CE Course(s) and provide a statement of profit/loss to the Board Members

   14. Create and maintain a permanent file with all pertinent records for the educations course(s)

   15. Inform entire membership well in advance of the General Membership Meeting and prepare any materials and handouts necessary

4. Summer Board of Directors’ Meeting

   1. Coordinate the date, location and/or video conference needs with President

   2. Arrange site facilities or video conference connection for meeting

   3. Inform Board Members well in advance of the Board Meeting and coordinate any special needs. Provide the Board Members with all financials, past minutes, etc., for study prior to the meeting.

   4. Attend the meeting, record official minutes and distribute thereafter to all Board Members

5. Other duties as assigned