Adjutant is the corporate/recording secretary for
Detachment meetings and affairs. In
addition, the Adjutant provides support to Detachment officers and
project leaders through correspondence, documentation, written
communication, media releases, and other staff assistance.
The Adjutant, by direction of the presiding officer, may prepare
agendas for meetings, record member participation and attendance, and
prepare and monitor the calendar of events for the Detachment.
Moreover, the Adjutant is responsible for official notifications
Characteristics and Traits
Ability to accurately record resolutions and carried
motions of the Detachment
Ability to accurately record minutes of meetings
Ability to organize information, and maintain and file
Attention to details, and capability for recall of
Ability to print/write legibly, type, and/or utilize
computer for permanent Detachment records
Capability for assembling information, and providing
officers and members data regarding Detachment actions, programs, and
While not mandatory, a computer and computer skills
(particularly word processing) are extremely helpful for this job
Narrative on Job
Accountability and Responsibilities
ACCURATE MINUTES OF MEETINGS
- The purpose of
recording minutes at meetings is to keep accurate records, for review
and audit, of activities and decisions made on behalf of the Detachment.
Members and officers memories are best served with a written
commentary on meeting events, reasons for decisions, and actual actions
taken. For some decisions, the record is required for legal reasons -
both state corporate requirements and for League audit purposes.
The presence of minutes and records is indicative of
organization, and providing information for future use within the
may be kept in writing, shorthand, or by use of recording device. It is
not important to write every detail, but salient points of discussion,
and actions taken are necessary.
AND TRANSCRIBE MINUTES FOR PERMANENT RECORD OF DETACHMENT
- Minutes should be transcribed to permanent records
immediately after a meeting as taken place. Information or other factors
appropriate for recording will still be in the Adjutants memory when
done immediately following the meeting.
Minutes and records should be transcribed into a book or binder
that passes to each succeeding Adjutant for the Detachment.
Periodically, the Adjutant may want to include an index of topics (i.e.
annually) for easy reference in the future.
The records should be maintained in chronological or reverse
order, and include meeting date, location, type of meeting, officers
present, and members present if appropriate.
THAT RESOLUTIONS ARE MAINTAINED AS CORPORATE RECORDS
- The minutes of
meetings, particularly resolutions (decisions made that affect how
business is to be conducted, amendments/changes to by-laws, and other
decisions regarding finances and programs), must be maintained as a
permanent record of the Detachments activities and actions within its
corporate charter. While unusual, these records are subject to audit by
the state within which the Detachment is incorporated.
Because the Detachment is chartered as a non-profit organization,
its activities must conform to the letter and spirit of that
corporate charter. Such
resolutions, decisions and actions do not need to be maintained
separately they should be included with minutes of the meetings
transcribed for permanent records of the Detachment, as described above.
BULLETINS, AND COMMUNICATIONS -
The Adjutant also serves as secretary in support of official
correspondence, bulletins, and other written communications of the
Detachment. As directed,
the Adjutant should assist in providing letters and completion of
documents on behalf of the officers of the Detachment.
Such assistance may include specific letters, form letters, and
agendas, listings of members and prospects, Detachment contact lists,
bulletins of special meetings, contacts with officers/members to attend
addition, the Adjutant is responsible for completion and mailing of the
Detachment Installation Report upon election and installation of
officers, completing and mailing (in conjunction with the Board of
Trustees) annual Department convention materials as prescribed, and may
be responsible for or assist in the completion and mailing of Membership
Transmittal forms monthly.
Adjutants responsibility is to assure timely and quality written
records and communication, working closely with the Board of Trustees.
DETACHMENT RECORDS -
In addition to preparing Detachment minutes, records, and other
communications, the Adjutant is responsible for maintaining, organizing
and filing pertinent records and documentation for the Detachment. This
should include correspondence and letters/certificates of merit (in
absence of Historian) that will preserve a chronological documentary of
Detachment actions and events.
OFFICIAL NOTICES -
Most by-laws require the Adjutant to post notice of meetings (which for
regular membership and officer meetings may be included in a
newsletter), special meetings, and other official business meetings.
Depending on the bylaws, this will probably be a written
AT MEETINGS -
During the course of a business meeting, or officers meeting, the
Adjutant will be called on to report and summarize the minutes and
records of the last meeting. The
Adjutants report should be concise, and emphasize business issues
that include resolutions, decisions, actions, and discussion.
The report may be modified from the floor if warranted before
being approved. If separate officer meetings are held, it is advisable
to read minutes of those meetings at the general membership meetings if
decisions have been made by the officers.
- Other duties of the Adjutant may include:
Signing certificates of awards and recognition to members
Assisting in the writing and development of by-laws,
policies, and procedures
Assisting in the development and printing of promotional
and marketing materials
Assisting in the writing, editing, and printing of
Assisting with copying and printing requirements
Adjutant plays an important role in Detachment operations by providing
records of decisions and programs, and by assisting the officers in
communication activities. In addition to the fact that minutes and
records are legal documents, both for the Marine Corps League and the
state, the information can be extremely useful, particularly for future
Boards of Trustees, in determining why courses of action were chosen,
and what programs (and their results) have been tried before.
Over a period, the history that is developed through this
documentation can be used to provide a more readable form of history for
the Detachment and its members.