COMMUNICATIONS ASSISTANT

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Last Updated on 2 years by IMYM Tech Lead

(02/22/19)
Purpose

Historically, responsibility for maintaining mailing lists and preparing and distributing Yearly Meeting documents rested with the IMYM Presiding Clerk and Recording Clerk. It still does. Most recently, the Web Clerks provided assistance for the details of this duty, especially for preparing documents for circulation on the imym.org Website. The Registrars maintain the directory of those attending the annual gathering, and also prepare registration information in advance of the annual gathering. All this information needs coordinating.

We need communications assistance so that IMYM can choose Clerks who show leadership skills but might not possess clerical and Internet skills. The Registrars, the Delegates Committee, and the Peace and Service Committee may also benefit from assistance in preparing their documents for Web Clerks to upload to the IMYM Web Documents in Advance.

Term and Gifts Needed

The appointment will be made for a two-year initial term, reviewed annually thereafter and renewable so long as the arrangements prove satisfactory for all involved. The work requires intermediate information-processing skills with documents and spreadsheets, including tables, sorting, merging documents of differing types, reformatting, and image processing.

Responsibilities

Under the direction of the Recording Clerk, IMYM Clerk, and Web Clerk, the Communications Assistant will:

  1. Work with the Clerk and Recording Clerk to prepare minutes, attached reports, and other documents from the IMYM business meetings held at the annual gathering, and prepare them for the Web Clerk to upload to the Website as appropriate.
  2. Work with the Representatives Committee Clerk and the Arrangements Committee Clerk to prepare minutes and documents for the Web Clerk to upload to the Website as appropriate.
  3. Maintain the contact lists (Monthly Meeting Clerks, Regional Meeting Clerks, Representatives Committee members, and Arrangements Committee members) and make them available. These lists are password protected. After receiving a request for distribution of these lists, the Communications Assistant will consult with the Presiding Clerk and IMYM guidelines as developed. Sources for updating the contact lists can come from individuals, from the registrar’s directory, or from the IMYM Directory maintained by the IMYM Directory Assistant.
  4. Keep updated on the Website the document, Current Appointment to Committees, under People and Positions. The Nominating Committee will provide the current list of positions, with names, terms, and Meetings for inclusion on the Website, and provide updates and changes as needed.
  5. Work with the Registrars in preparing documents from the Registrars for the Registration Packet for the Web Clerk to upload to the Website.
  6. Work with the IMYM Presiding Clerk, the Recording Clerk, the Representatives Committee Clerk and Recording Clerk, and the Arrangements Committee Clerk to prepare their documents for upload to the Documents in Advance (e.g. State of the Meeting reports, memorial minutes, and internal reports, like Finance).
  7. Receive materials from these sources and compile that material for the Documents in Advance and other postings to the Website, as is current practice.
  8. Prepare IMYM Minutes and Proceedings Attachments for easy access and archiving.
  9. Design simple, clear, readable screen and print documents, giving attention to page layout, font selections, pagination, heading clarity and other graphic design factors, respecting the quality and integrity of Quaker communication.
  10. The Web Clerk will provide detailed technical assistance and guidance for the Communications Assistant as appropriate and necessary.

Financial Arrangements

Routine financial needs can be reimbursed to the Communications Assistant with prior Recording Clerk approval. Expenditures for major equipment and software need prior approval by the Web Clerk and the Finance Committee Clerk before being reimbursed by the Treasurer. The Communications Assistant would not need to attend the annual gathering as part of the job, although that would be helpful.