Recording Secretary

Department: Executive Board

Position Class: Volunteer

Location: Deanwood, Washington, D.C.

Duration: January 1, 2026 - December 31, 2027

The Recording Secretary serves as an integral member of the Deanwood Citizens Association (DCA) Executive Board, responsible for capturing, preserving, and communicating the official record of the Association’s activities. This volunteer role ensures organizational transparency and continuity by maintaining accurate minutes, attendance, and governing documents. The Recording Secretary helps advance DCA’s long-standing mission to foster connectivity, civic engagement, and neighborhood improvement.

Core Duties and Responsibilities

The Recording Secretary’s core responsibilities include:

• Write minutes of all meetings. Distribute them to the Executive Officers at least ten (10) days before the next board meeting. Minutes to include a reminder of the Executive Officer and the next General Body meeting date.

• Maintain a historical file of minutes.

• Maintain and preserve the Constitution and Bylaws of the Association.

• Promote membership in the Association and organize improvement projects or other activities to further the objectives and purposes of the Association.

• Maintain attendance records.

• Train the incoming Recording Secretary.

General Duties and Responsibilities: 

The general duties and responsibilities of the Executive Officers of the Association are:

• Setting policies for the association's operation and ensuring the provisions of the organization's Constitution and bylaws are being followed. 

• Setting the organization's overall program from year to year and engaging in longer-range planning to establish is General course for the future

• Establishing fiscal policy and guidelines with budgets and financial controls.

• Ensuring adequate resources are available for the activities of the organization through direct Financial contributions and commitment to fundraising. 

• Developing and maintaining a communication link to the community, promoting the work of the organization.

• Preparing an agenda for executive officer meetings and general body meetings. 

• Each officer should be consulted on what needs to be covered in the general body meeting for that month.

• Ensure that every Association member has the opportunity to speak and have their views heard during meetings.

• Officers should remain impartial at all times.

• Make sure members and guests are comfortable, feel welcomed, and are engaged at meetings and events.

• Maintain an officer's notebook of pertinent information to facilitate successful officer transitions.

Candidates for the Recording Secretary position should demonstrate strong organizational, administrative, and communication skills, along with a commitment to civic engagement and community service. The ideal candidate will have the ability to write clear and accurate meeting minutes, maintain organized records, and handle official documents with attention to detail and discretion. Familiarity with nonprofit or civic organization governance processes and proficiency in standard office and digital communication tools are beneficial.

Interested candidates should send a cover letter expressing interest to info@deanwoodcitizens.org.