REQUEST FOR PROPOSALS

Transcription

1 Rotary International District 5300 REQUEST FOR PROPOSALS Position of District Administrator - Part-time REPORTS TO: JOB DESCRIPTION: HOURS OF WORK: PAYMENT: DISTRICT OFFICE: District Governor Provides general and varied professional administrative and clerical tasks, in support of the position of District Governor and District operations, and manages the activities of a virtual or real District Office. Status to be that of an Independent Contractor. Hours worked expected to be 25 hours per week, not to exceed 30 without District Governor approval in advance; Schedule to be determined by Contractor; however no guarantee of weekly hours; compensation may vary month to month based on hours worked. Attendance and support at certain meetings as needed (to be determined by the District Governor) Pay to be $17.50 per hour. Payment made twice per month based on 25 hours per week for the previous two weeks for a base rate of $ per week. Made within 10 days after receipt of invoice for hours worked attached to a monthly report of activities conducted. Besides hourly remuneration, reimbursement fees for use of a high speed internet line, telephone and other required equipment/technology may be paid. Amount to be negotiated. Includes mileage reimbursement for attendance at events as required by the District Governor. To be provided by Independent Contract within the geographic boundaries of Rotary District 5300, without cost to District. A place where files will be stored, posted mail can be received, telephone calls, and faxed and communication will be received.

2 GENERAL RESPONSIBILITIES are outlined in the attached Scope of Services. KNOWLEDGE, SKILLS, and ABILITIES: 1. Basic understanding of Rotary International and its principles 2. Basic understanding of District 5300 programs, projects and activities 3. Demonstrated organizational skills and attention to detail 4. Strong, clear communication skills 5. Demonstrated team player and able to interface well with volunteers 6. Proven writing and basic accounting skills 7. Experience using Microsoft WORD, EXCEL, MS Outlook/Scheduling, Dacdb and general Internet navigation 8. Demonstrated initiative and ability to multi-task, prioritize and meet deadlines 9. Customer-service orientation, with quick and accurate responses to requests 10. Ability and willingness to work with District Governor The Independent Contractor selected as the best candidate of those applying will work closely with the District Governor and District Governor-Elect. Candidates that are active District 5300 Rotarians, or partners of Rotarians, will be highly evaluated. Those interested candidates shall respond in writing with the following: A cover letter of interest. A resume of past and current work experience including and highlighting Rotary-related volunteer or work experience. References that can attest to the qualifications of the candidate. A written proposal as to how, by whom and where the work will be conducted - ie. home office, or a room in a business office with all attendant equipment including a description of how this employment will fit in with ongoing work, family and/or volunteer or Rotary commitments An agreement statement to the hourly rate proposed or provide reasoning for any other method and amount of payment. An anticipated cost recovery proposal for the partial or full cost of phone lines: including high speed internet, cell phone, dedicated District 5300 phone line and voice mail capabilities, and any other. Include any additional relevant information that will help the Committee. The successful candidate will need to be bonded at his/her own expense. Those candidates deemed most qualified by a selection committee will be invited to come to an oral interview in Las Vegas, NV the week of June 29, 2015.To be considered, candidates must be available for the oral interview.

3 The original term of the contract for services will be for the twelve-month Rotary year (beginning fiscal year July 1, 2015). Annual renewal of services will be determined in May of each year pending a satisfactory performance evaluation. Interested, qualified persons should submit a written proposal including all sections described above not later than 5pm on June 25, 2015 to: Richard Reed District Governor Aide P.O. Box Las Vegas, NV Questions may be ed to DGE Randy Pote at RotaryRandy5@gmail.com prior to the deadline date for receipt of proposals. attached: Scope of Services (3 pages)

4 SCOPE OF SERVICES - District 5300 Administrator General Description: The part-time position of District Administrator supports the Rotary District Governor, District leadership, and Rotary clubs. Manages District receivables and payables and reports to the District Treasurer. Maintains the District data-base roster and manages club attendance reporting. Facilitates communication, responding to inquiries from clubs, Rotarians and the general public, and prepares a monthly newsletter for distribution to clubs and the public via the internet. Additional responsibilities as determined necessary by, and by agreement with, the District Governor. Requires general and specific computer skills and proficiency in: Word, Excel, Powerpoint, Publisher (or Adobe lndesign), Outlook and internet. DaCdb experience a plus. SERVICES 1. General 'Office' Services Provides mail, telephone and support for Rotary Club and Rotarian inquiries. Respond to inquiries by District leaders, Rotary clubs, Rotarians and outside parties as so designated by Governor; direct inquiries to appropriate District staff as necessary. Receives, opens and directs the distributions of District mail and . Office hours to be determined in a real or virtual office setting as determined by the independent contractor and the District Governor. Some set hours are required; other hours can be negotiated. District Website Design and Support - Working with the District Webmaster, makes recommendations for changes to the look and feel of the District 5300 Website ( ). Updates and posts news items of general interest to Rotarians and Rotary Club leadership. District Governor's Newsletter - Working with the District Newsletter and Public Relations Committee Co-Chairs, prepares and distributes a quality electronic publication. Maintains inventory of District equipment and materials - Working with the District Quartermaster, maintains a list of all equipment and materials, their condition and where they are stored and presents a summary report to the District Governor on January 30 of each year. Maintains full backup of all computer files to online backup system/cloud including monthly full backup file copies to be sent by 3 rd day of the month for prior month information to DG.

5 2. Maintains the District library of Rotary I nternational and District publications The Administrator maintains copies of the following District reports on file, for the periods indicated below: a. Reports sent to Rotary International - 5 year period b. Report of the District Conference to RI - 2 year period c. Report of the District Assembly to RI - 2 year period d. Financial report for the Rotary year (including the budget and budget revisions) - 4 year period e. Bylaws & Code of Policies and Procedures - current and 3 years previous f. Report of new clubs established or clubs terminated - 5 year period g. President-Elect Training Report - current h. General reports submitted to The Rotary Foundation, Group Study Exchange and Foundation Awardees - 5 year period 1. Report of any change in District boundaries or adjustment of club territories - 1O year period J. Report(s) of significant developments in the District - 3 year period k. Governor's monthly newsletters - 2 year period I. Hard & electronic copy of the District Directory - current and past m. Copy of District Strategic Plan and updates n. Maintain current Youth Protection Policy & Procedures o. Copy of all District legal contracts and agreements and amendments p. Other reports with designated periods as so established by Governor 3. Financial Responsibilities The District Administrator manages day-to-day accounts receivable and accounts payable, working with the District Bookkeeper and reporting to the District Treasurer, keeping accurate and up-to-date records on Excel spreadsheets Invoices Rotary Club semi-annually and receives all payments made to the District for club dues and assessments, District events, etc. and makes deposits to District bank accounts no less frequently than once per week. Provides monthly summary of bank deposits with supporting documentation, explanation and allocation of funds to which accounts to the District Bookkeeper. 4. District and Club Database Management Maintains District Events calendar on DaCdb, entering new events as provided by the District Governor and future Governor teams. Enters District events and pertinent adjunct information on the District website Calendar. Assists clubs with use of DaCdb system, including general access issues and event registration. Page 2 of 3

6 Assist clubs with use of DaCdb system especially timely adding or terminating of members. Processes mail-in registrations and payments for District events, entering into DaCdb registration system and maintaining a file for the Event Chair and/or Registrar. With the incoming Governor team, assist with obtaining club leadership information to update DaCdb leadership structure and committees. Assist Club Secretaries with monthly reporting of attendance and membership changes. Monitor attendance reporting and prepare attendance reports for the District Governor for Rotary International. Page 3 of 3