AMVETS Department of Florida - Job Description

AMVETS Department of Florida

Job Description – Executive Director

Primary Responsibilities

The Executive Director shall be charged with the administration of the AMVETS

Department of Florida in accordance with the Constitution and Bylaws and Policies in

effect. The Executive Director operates out of his/her home which address will become

the AMVETS Department of Florida official address.

Applicants for the position of Department of Florida Executive Director must:

Be a member in good standing of an active post in the Department of Florida AMVETS

for the past 5 consecutive years.

Initiate budgets.

Manage New Post Charter process.

Manage Revalidation Process.

Manage Membership Process.

Plans for and manages meeting at the direction of the Department Commander. Ensures

required information for SECs and Convention are forwarded to Staff, PDCs, District and

Post Commanders.

Manage the Department of Florida Officer’s Phone Directory.

Monitors all insurance Acord 25s

Monitor all money accounts In conjunction with the Commander and Finance Officer

Other duties as identified by the Department Commander.

Reports to the Department Commander.

Job Duties/Performance Expectations

The normal work week for AMVETS Department of Florida shall consist of 40 productive

hours. When considered an exempt employee you are not governed by a 40-hour week

and may have periods of excessive hours and periods of lull time. Because the

employee works from their home, they can set their schedule to fit the work environment

to better accommodate personal responsibilities and at the same time meet AMVETS

Department of Florida work environment.

Prepares and submits provisional budget requirements for the administrative areas of

responsibility to be submitted to Finance Officer. Works in conjunction with the

Department Finance Officer to complete the total annual budget. Works with Finance

Officer and Accounting firm to ensure IRS Form 990 is completed annually, IRS Form

941 completed quarterly, and any other forms required by any regulatory agency dealing

with revenues, expenses and investments.

Monitor all money accounts in conjunction with the Department Commander and

Finance Officer to ensure honesty and integrity is maintained.

Manages charter process for new Post Startup, suspension, and revocation – Ensures

all required documentation is reviewed for accuracy, submitted to National Headquarters

with a copy filed for the Department of Florida (AMVETS National Constitution, Article X.

and Appendix A. Department of Florida Bylaws, Article VII)

Manages Revalidation Process – Ensures timeliness, accuracy and completeness of all

documentation required for Post, District and Department Revalidation and submits Post

and Department Revalidations to National Headquarters. Establishes process to

perform continuous reviews on submissions that change throughout the year. Ensures

validity of all posts voting at meetings based on proper revalidation, authorized

delegates, and any other requirements for voting. (AMVETS National Constitution,

Article X., National Bylaws, Article VII. Section 3 and Department of Florida Bylaws,

Article XVI)

Manage Membership process – Ensures accuracy of all facets of membership are

obtained. Establishes membership lists by Posts, process membership and makes

payments to AMVETS National for posts not reporting online and Members at Large

(MAL). Maintains a membership list for the Department. Issues periodic membership

lists to Posts for comparison. Works with Department 1

Vice Commander to ensure the

Department of Florida Membership Manual is current with National and Department

Bylaws. (National Bylaws Article VII. Section 5 & 6 and AMVETS Department of Florida

Bylaws, Article I, Section 6 and Article VI.

Plans for meetings as directed by Department Commander. Coordinates rooms,

equipment and accommodations.

Plans, schedules, and coordinates SEC and Annual Convention meetings to include

training and Committee meeting.

Works with the Department Adjutant to compile SEC and Convention booklets and the

printing of the booklets.

Manages all other items as directed by the Department Commander.

Assists Previous Department Commander with Honors and Awards Program, ensuring

reservations for attendance at Freedom’s Foundation are made. Ensures plaques and

AMVET of the Year Awards are on hand for the annual convention.

Essential Functions

Coordination with National Headquarters ensuring that the Department of Florida

complies with directives, rules and regulations required. Ensures the Commander,

Department Officers and Posts are informed of issues passed down by the National

Headquarters, Department Officers and the Commander.

Educational/Training Requirements

Degree/Diploma Obtained

Program of Study Required/Preferred

Business Administration

Basic Accounting

QuickBooks

Bachelors or Certificate

Elementary Degree

Proficiency Knowledge

Preferred

Experience Requirements

Years of

Experience

Type of Experience

1-3 years

2-3 years

Post Commander

District Commander

Department Level Positions

Leadership – completes tasks based on program needs and suspense dates. Sets

goals and objectives for continuous improvement, and project management.

Organizing – Keeps all Department records organized.

Planning coordination and implements – Plans, coordinates and implements

arrangements, meetings and programs dictated by the Department Commander

Interpreting data – Reviews membership and budget data and makes recommendations.

Writing – Must possess executive letter writing skills to handle correspondence going out

of the department.

Communication – must be able to communicate with National, Department, and Post

Officers both written and verbal.

Computer Skills – Must be proficient in Microsoft office suites. Must be capable of

producing computer-generated statistics, documentation, posters and letters.

QuickBooks Skills – Must have working knowledge of QuickBooks Accounting System

Education and prior experience will be given equal weight.

Licensing Requirements

Certificates/Licenses/Registration

State

Must be able to be bonded by a reputable insurance company

handling surety bonds in the amount of the annual Department

Budget

Florida

Decision-Making Authority

Routine decisions to assist National, Department and Posts keeping Department

Commander in the loop on changes. Coordinates with Department Commander on any

changes that may affect the operation or organization of the AMVETS Department of

Florida

Degree of Supervision Received

Must be able to operate with little to no supervision.

Administrative Responsibilities and Supervision

Responsible for all facets of the Department.

Position Supervised and Evaluated by:

Commander, AMVETS Department of Florida

Work Environment

This position requires a Home Off

ice with internet connection and fax capabilities.

Equipment Use

Rarely

Occasionally

Frequently

Telephone

Fax

Copier X

Computer

Stamp Machine X

Commitment to Core Competencies

In AMVETS, certain values shape and influence all our decisions and actions. These

core competencies demonstrate directly to results related to quality, safety, service,

membership, finance, operations, and growth.

Employee Core Competencies

Must have a thorough understanding of the rules and regulations regarding 501C19 not

for profit organizations.

Must have thorough knowledge of National and Department Constitution and Bylaws

and National programs, membership manuals.

Attention to Detail on regulatory matters.

Must have a working knowledge of Federal, State, and local laws, statutes and

ordinances as they affect the AMVETS Department of Florida

Annual Competency Assessment and Wage Benefits

The Executive Director will receive an annual review from the Department Commander.

Send the evaluation form to the Executive Director to document their accomplishments

based on duties and responsibilities. The Executive Director will send the evaluation

form back to the Commander for review. The Department of Commander will complete

the evaluation and make comments on the evaluation form. The Department

Commander will complete the evaluation and after a face-to-face meeting with the

Executive Director, make recommendations for wage adjustments to the personnel

committee then to the finance committee. Any negative comments will result in no wage

increase.

This position will have a minimum range and maximum range pay scale and based on

exempt employee requirements as an Administrator. The base salary is commensurate

with the minimum salary for an exempt employee set by the Department of Labor. All

candidates will start at the minimum pay scale and increases will be annually based on

the Commander evaluation. A tiered adjustment will be based on points scored on the

evaluation form. A score of 1-6 will get a 1% raise, a score of 7-12 will get a 2 percent

raise, and a score of 12-18 will get a 3% raise. A successful Executive Director

candidate will be on probation for the first 180 days. Performance evaluations will be

conducted at the end of each 60 days of probationary period by the Department

Commander and presented to the Personnel Committee. All three evaluations must be

positive for the candidate to continue as Department of Florida Executive Director.

Continuing evaluations will be conducted annually and submitted to the Personnel

Committee, then to the Finance Committee along with any recommendation for pay

raises.

Gross Pay Scale for Executive Director:

Min Max

|---------------------------------------------------|

$35,568 $49,235

The Executive Director will have a budget for administrative expenses to cover expenses

while traveling for AMVETS Department of Florida business and maintaining Department

equipment and software requirements. The budget will be approved annually through the

budget process. Additionally, the Executive Director will receive $700.00 per quarter to

maintain a home office and defray costs for maintaining internet, utilities, and phone

services.

Office equipment will be furnished by the AMVETS Department of Florida and

maintained by the Executive Director.

Employee Statement of Understanding

I have read and understood the job description for the Executive Director. I am able to

perform all the essential functions for this position.

I agree to comply with the Constitution and Bylaws, Personnel Policy and all laws, rules,

regulations and standards of conduct relating to my position. As an employee, I

understand my duty to report any suspected violations to the Department Commander.

As an employee, I will strive to uphold the Preamble and Aims of the organization.

All officers are required to adhere to the values in all their interactions with National,

Department and Post Officers and Members.

I have read, understand, and will comply with the requirements of the Department of

Florida Executive Director Job Descriptions.

SIGNED _______________________________ DATED _____________________

EXECUTIVE DIRECTOR

Job Description Approval

The Executive Director Job Description is approved and takes effect immediately upon

the s

igning date of the Chairman of the Personnel Committee and the Chairman of the

Finance Committee.

Recommend approval by the PERSONNEL COMMITTEE:

SIGNED:

Doug Furgeson DATED: October 28, 2023

(Personnel Committee Chairman)

Recommend approval by the FINANCE COMMITTEE:

SIGNED: __________________________ DATED: October 26, 2023

(Finance Committee Chairman)

Approved by a majority vote of the membership on 29 Oc

tober 2023 and effective on the

date signed by the Adjutant:

(Date)

SIGNED: __________________________ DATED: October 29, 2023

(Adjutant)