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Association Manager

2 months ago

Austin, United States Professional Bondsmen of Texas Full time

Professional Bondsmen of Texas Association Manager Job Description The Professional Bondsmen of Texas (PBT), a non-profit professional association for bail bondagents, has an opening for an Association Manager (AM) to handle the day-to-day business aswell as QuickBooks entry of all financial matters, meeting planning, assist in sponsor/exhibitor/fund raising solicitations for annual convention and spring event. PBT has approximately 300 members with the potential to grow and offers all Texas bondsmen continuing education courses to receive the required 8 hours every two years. Administrative Duties Day-to-day responsibilities which include, but not limited to, answering telephone and emailsfrom members, non-members and the general public and either handle or transfer toappropriate board member/committee chair; check mailbox and handle/distribute snail mail asneeded; maintain permanent and database files; maintain/update board roster; maintain storagefacility with Logo Store items and files and take or ship items to meetings/classes as needed.Email board and committee meetings notices and reminders. Develop flyers/notices/forms for allmeetings and events. Financial Duties Working with the PBT Treasurer and using QuickBooks, receive, record, code, and process allcash, checks, deposits, and credit card charges. Prepare and send invoices as needed withappropriate follow-up. Prepare a check request to Treasurer twice a month for approval to paybills and process checks once approved. Reconcile bank statements, prepare financial reportsfor the Board packet that includes a balance sheet and Profit and Lost statement, andreconciliation as well as year-to-year comparison. Assist Treasurer in the development of anannual budget and assist in monitoring compliance. Prepare financial reports as requested. Legislative and PAC Duties Coordinate Legislative Committee meetings (hotel, food and beverage) and email meetingnotices to committee members. Deposit and code all PAC money received/deposited. Email listof donors with necessary information to PAC Treasurer. Transfer any PAC money in the generalbank account to the PAC account. The PAC Treasurer will provide the AM a financial statementto be included in all board meeting packets. General Membership and Board Meetings There are 3 board and 2 general membership meetings held each year in conjunction with otheractivities: January: Yearly planning session, bail bond course, and board meeting; March/April:Spring Fling with combined Board and General Membership meeting, and, October/November:annual convention with separate Board and General Membership meeting. The AM willcoordinate/contract with hotels for meeting space, audio visual needs, sleeping rooms, food andbeverage, parking, etc. and prepare a Board Meeting packet which includes minutes from thelast meeting, financial reports, committee reports and prepare meeting/event report, etc.Working with the President, prepare Board and General Membership meeting agendas, preparemeeting notices and reminders as outlined in the bylaws and set up Zoom meetings as needed.Revise registration form for all general membership meetings. AM attends these meetings. Allied Organizations PBT exhibits at 5/6 other non-profit association conventions. AM is responsible for registeringand paying booth fees as well as ordering carpet, electricity and WiFi as needed and orderingand sending committee chair booth handout items. Management does not attend these events. Annual Convention– Oct/Nov General: Attendance 200+p, 10-11 exhibits, auction, skeet shoot and educational sessions.Perform site visits to potential hotels and make recommendation to the committee chair andPresident. Negotiate/sign contracts and agreements for all venues. AM will handle all meetingarrangements (i.e. food and beverage, reception, breaks, audio visual, sleeping rooms, auction,exhibits, social events, transportation, etc.). Revise and/or develop all convention forms,receive all registration forms and enter all data in an excel spreadsheet, prepare/revise exhibit,sponsor and special event forms and send to other staff member to post on website. Write on-site program and daily announcements for the President. Prepare signage, lists for ribbons,forms for election, bring registration supplies/credit card machine, etc. Order trophies andplaques. Prepare pre & post-convention report, and write and send thank you letters to sponsors, speakers and exhibitors. Assist in counting election ballots and collect payments from the auction. AM is the on-site coordinator. Manage and staff the onsite registration deskas needed. Spring Fling – Mar/Apr General: 75+ attendance. Includes a golf tournament and outdoor BBQ, combined general membership and board meeting, bail bond course, and legislative committee meeting. AM isresponsible for all meeting planning activities such as contracting hotel, food & beverage, etc. as well as finding and contracting a golf course. AM will work with the Golf Chair to solicit golfsponsors. Working with the golf course contact, order boxed lunches, order hole sponsor signsand attend event. Assist with golf registration and bail bond course registration as needed andattend the Board meeting. Bail Bond Courses General: 50+ attendees. PBT holds 6-8 classes yearly at locations throughout Texas. Another staff employee is responsible for all pre, on-site and post course activities (enters all registrations,prepares name badges and attendee handouts, money collection/payments, etc.). AM willassist the Education committee chair in completing, sending and paying application fee with the StateBar of Texas. Management is responsible for site visits (if needed) and contracting with hotels andmaking staff and instructor hotel rooms. AM will attend classes if preregistration is 75p or more. Legislative Committee Meetings General: Committee meetings are held following a board meeting and before and during in alegislative year. AM will locate hotel(s) that will allow PBT to make a reservation for 3 sleepingrooms on a weekly basis and allow room changes on a last-minute basis with no penalty.Working with the legislative committee chair, AM will order food and beverages as needed andwill send meeting notice to committee members when needed. AM is not required to attendthese meetings. Membership Committee Assist the committee chair with ideas to recruit members, email committee meeting notices,keep track of members who volunteered to attend each bail bond course to solicit newmembers. Meeting planning experience, QuickBook use, general computer programs (word, Excel, etc). Graphic artist experience would be helpful but not required. able to multi-task, out going personality and ability to talk to board, industry leaders, members and non-members. general business practices.

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