Volunteer Job Descriptions
Volunteer Job Descriptions – Millet and District Museum and Archives
Administrative
Board Members / Officers
The duties for the positions of Board Members and Officers are included in the MDHS by-laws (Section 6.3). Included are the position descriptions of: The President, The Vice President, The 2nd Vice President, The Secretary, The Treasurer, The Past President, and Ex-officio Positions.
Board Directors accrue approximately 4 hours each month, with the exceptions of: the president (7-10 hours per month), the secretary (7-10 hours per month), and the treasurer (15-20 hours per month minimum).
Board members and other volunteers will put in more hours depending on programs and projects being run and other tasks they take on.
Board Committees
The duties of Board Committees are included in the MDHS by-laws (Section 6.4) and include these Standing Committees: Executive, Personnel, Finance, Nominating, and Policy.
Volunteer Positions
Title:
Financial Officer
General Description:
Responsible for donation recognition and issuing tax receipts
Specific Duties:
Taking membership fees ($10.00 annually as of 2001; Associate members $1.00 annually)
Writing receipts including memorial receipts to donors
Taking memorial names to Ensigns in Wetaskiwin for engraving when donations total $15.00, picking up the plaques when engraved
Contacting families who have given
Send cards to members who are ill in the hospital, sympathy cards to those who have lost someone
Send cards to all members on their birthdays
Qualifications:
Pleasant manner with the public
Able to work independently
Organized
Good communications skills
Hours:
2-5 hours per month
Title:
Advocacy Officer
General Description:
Responsible for contacting members for duties
Specific Duties:
Responsible to phone the members for meetings or special events
Qualifications:
Pleasant manner with the public
Able to work independently
Hours:
2-5 hours per month
Title:
Public Relations Officer
General Description:
Responsible for marketing and promotion of the museum
Specific Duties:
Receive the public and provide information
Promote special events using all types of communication with the public (e.g. radio, television, letters, newsletter, phoning, etc.) and other museums
Distribute Museum brochures
Provide guided tours within the museum
Qualifications:
Pleasant manner with the public
Able to work independently
Organized
Interest and understanding of the operations of the museum
Experience with planning and coordinating events
Hours:
8-12 hours per month
Title:
Museum Representative to the Community
General Description:
Responsible for representing the Museum at various community meetings and events.
Specific Duties:
CARMN
Seniors Housing Representative
Chamber of Commerce
Millet in Bloom
Visual Arts
Writing reports and presenting reports to the board
Qualifications:
Organizational Skills
Good with people
Enjoys working with the public
Good knowledge base
Hours:
(per committee per month0):
CARMN (20); Seniors (5-10 plus 3 day conference annually); Chamber (5); Millet in Bloom (7); Visual Arts (5-10)
Title:
Volunteer Coordinator
General Description:
Responsible for the overall coordination of volunteers.
Specific Duties:
Gathering and entering volunteer hours
Planning volunteer dinner
- List of who will attend (approved by board)
- Selecting and booking caterer, or assigning potluck
- Booking facility
- Planning program
- Printing and distributing invitations
- Checking the RSVP list
- Giving numbers to caterer
- Setting up facility
- Getting money from MDHS treasurer and paying all bills
Qualifications:
Organized
Good with working with volunteers
Cheerful phone manner
Caring
Enthusiasm
Hours:
8-10 per month, 30 hours per dinner (annual)
Public Programming
Title:
Exhibit Design
General Description:
Responsible for planning and designing exhibits and display cases in the Museum and for special events.
Specific Duties:
Planning exhibits
Designing Exhibits
Keeping a record of objects’ locations
Working with incoming loans
Writing accession numbers of objects and putting them in host guide
Qualifications:
A good eye for detail
Interest in local history
Understanding of Museum practice for working with objects
Hours:
Depends on projects; approximately 12-15 hours per month
Title:
Tour Guide
General Description:
Responsible for giving tours to visitors to the Museum and the Town.
Specific Duties:
Touring visitors through the Museum
Touring visitors through the Town for special events
Qualifications:
An interest in the history of Millet
A working knowledge of the Museum exhibits
Knowledge of historical sites in Millet
Likes working with the public
Hours:
2-20 hours per week
Title:
School Program Guide
General Description:
Responsible for helping to guide school tours through the Museum.
Specific Duties:
As required by the Executive Director and as according to the educational program guide.
Qualifications:
Working knowledge of the Museum
Knowledge of Millet’s history
Enjoys working with children
Hours:
3 hours per tour
Title:
Website Design/Maintenance
General Description:
Responsible for the design and upkeep of the Museum’s website.
Specific Duties:
Planning and designing the site
Keeping the site up to date
Qualifications:
Computer literate
Knowledge of current Museum and Town events
Hours:
5-10 hours per month
Title:
Museum Host/Hostess
General Description:
Responsible for tourist information counseling as well as Museum Interpretation.
Specific Duties:
Opening and closing the Museum
Giving tours
Giving tourist information
Handling small amounts of money in the Gift Shop
Answering phones
Answering public inquiries
Qualifications:
Enjoys working with the public
Interest and understanding of the operations of the museum
Knowledge of Museum, Millet History, and Millet area
Ability to work independently or as a team
Ability to multi-task
Hours:
2 – 20 hours per week (in winter)
Title:
Parade Assistant
General Description:
Responsible for helping with the Museum entry in the Millet Days Parade.
Specific Duties:
Planning, designing, and helping with the Parade entry
Could include: Being a part of the entry or handing out candy along the parade route
Qualifications:
An eye for detail
Enjoys working with the public
Can work with a deadline
Hours:
10-20 hours once a year
Fundraising
Title:
Bingo Representative
General Description:
Responsible for representing board and workers at Bingo Association Meetings
Specific Duties:
Attend quarterly Bingo Association Meetings and voice club concerns
Inform board and workers of any change of rules
Supply volunteer workers with dates of year’s Bingo events
Phone and advise volunteer workers of date and position required to work
Ensure all positions are covered
Qualifications:
Pleasant manner with the public, volunteers, and board
Able to work independently
Organized
Experience with planning and coordinating events
Good communications skills
Hours:
5 hours four times per year (Meetings)
5 hours per event
Title:
Bingo Chairperson
General Description:
Responsible for Bingo Operations
Specific Duties:
Ensure volunteers know what is required of them
Monitor the volunteers to ensure they give good customer service
Monitor floorwalkers during event
Effectively and efficiently handle cash
Ensure completion and signing of Bingo control forms
Ensure expense cheques are signed and submitted at each event
Ensure deposit is completed accurately and in accordance with the guidelines
Ensure all cash and cards are physically counted
Ensure deposit is validated and signatures are obtained
Qualifications:
Good public relations with Advisors, volunteers, staff and patrons
Knowledgeable with handling money
Basic knowledge of banking
Knowledge of Bingo event operations and rules
Knowledge of good customer service
Organizational skills to ensure all tasks are completed
Leadership skills
Hours:
8 hours per event
Title:
Bingo Paymaster
General Description:
Responsible for handling cash
Specific Duties:
No socializing with members while Bingo is in play
Accurately handle all cash, count and verify all amounts given to you
Accurately handle all cash payouts, efficiently calculate and count
Assist the caller with locating any Bingos
Accurately complete appropriate control forms
Qualifications:
Must be able to handle a hectic pace
Knowledgeable with handling money
Basic knowledge of banking
Knowledge of Bingo event operations and rules
Hours:
6 hours per event
Title:
Bingo Floorwalker
General Description:
Responsible for handling cash.
Specific Duties:
Call back Bingo
Pay out prizes received from paymaster
Qualifications:
Physically capable of standing and walking 4-5 hours
Pleasant manner with public
Hours:
5 hours per event
Title:
Bingo Counter Worker
General Description:
Responsible for selling cards and counting cash.
Specific Duties:
Selling cards
Counting cash
Qualifications:
Pleasant manner with public
Able to handle cash
Hours:
5 hours per event
Title:
Casino General Manager
General Description:
Responsible for opening and closing as well as providing relief.
Specific Duties:
Ensures volunteers are signed in with name tags on
Opens and closes casino with casino staff and advisor
Provides relief for other volunteers as required
Qualifications:
Ability to work independently
Can fill quiet time by reading, etc.
Hours:
Two full days biennially
Title:
Casino Banker
General Description:
Responsible for opening and closing bank and cashier, as well as transferring money and chips.
Specific Duties:
Opens and closes bank with advisor
Opens cashier and transfers money to cashier
Transfers chips to the chip runner
Closes cashier and transfers money and chips back to bank.
Qualifications:
Ability to work independently
Ability to work with large sums of cash and chips
Can fill quiet time by reading, etc.
Hours:
Two full days biennially
Title:
Casino Cashier
General Description:
Responsible for exchanging chips and currency.
Specific Duties:
Exchanges chips from the players for cash
Exchanges US currency
Qualifications:
Ability to handle large sums of cash and count chips
Can fill quiet time by reading, etc.
Hours:
Two full days biennially
Title:
Casino Chip Runner
General Description:
Responsible for opening and closing tables and delivering chips.
Specific Duties:
Opens and closes table with casino staff
Delivers chips to tables
Qualifications:
Ability to count large amounts of chips
Can fill quiet time with reading, etc.
Hours:
Two full days biennially
Title:
Casino Count Room Supervisor
General Description:
Responsible for recording money counted from each table.
Specific Duties:
Counting money
Qualifications:
Ability to handle large sums of cash
Can fill quiet time with reading, etc.
Hours:
Two full days biennially
Title:
Casino Count Room Worker
General Description:
Responsible for handling cash.
Specific Duties:
Sorts, counts, and bundles cash
Qualifications:
Ability to work with large sums of cash
Hours:
Two full days biennially
Title:
Raffle Coordinator
General Description:
Responsible for the Museum Raffle.
Specific Duties:
Collecting Raffle item
Acquiring Raffle license
Printing Raffle tickets
Making ticket booklets
Distributing booklets
Keeping track of booklets and money
Entering all sold tickets into draw
Ensuring winner receives prize
Ensuring tickets are kept
Put date to destroy in bag with tickets (7 years)
Qualifications:
Can handle small amounts of cash
Organizational Skills
Working well with volunteers
Hours:
30 hours once a year
Title:
Event Assistant
General Description:
Responsible for assisting with event planning and execution.
Specific Duties:
Depends on event
I.e. Trade Show, Volunteer Dinners
Qualifications:
Works well under a deadline
Works well independently and with a team
Good Organizational Skills
Promote the museum within the business community by organizing tables at the community registration and the Millet Days Tradeshow
- Collect all materials required for display, e.g. sale items of books, brochures, photos and store items that include candy as well as tablecloth, cash box
Hours:
Vary, 20-25 hours per event, approximately twice a year
Title:
Booth Sales
General Description:
Responsible for fundraising and sales at booths on behalf of the MDHS.
Specific Duties:
(Can Delegate)
Preparing for and manning booths at:
- Millet Days Tradeshow (May)
- Community Registration Night (September)
Applying for booth by phone/mail (Contacting people)
Collect all materials needed
Find volunteers
Set up/take down
Count and reconcile money
Putting goods away
Making a report to the Board based on event
Qualifications:
Organizational Skills
People skills
Can work with cash
Hours:
Millet Days Tradeshow (30 hours annually)
Registration Night (10 hours annually)
Collections
Title:
Archivist
General Description:
Responsible for the arrangement and maintenance of the Museum’s Archives.
Specific Duties:
Cataloguing
Arranging fonds
Locating documents and photos as required
Qualifications:
Knowledgeable of Rules of Archival Arrangement
Well organized
Good penmanship
Computer and typing skills
Knowledge of the history of the community
Excellent command of written and verbal communication skills
Good reading skills e.g.
- Good reading speed
- Good comprehension
- Ability to focus
- Patience
- Ability to work independently
Professional Development:
Hours:
10 hours per month (minimum) plus special projects
I.e. Cataloguing - 7 photos per hour plus research
Title:
Researcher
General Description:
Responsible for conducting research for museum exhibits and collections as well as historic news articles
Specific Duties:
Working with archival documents
Phoning people for information
Looking up information for public requests
Looking up information for Museum projects
Qualifications:
Knowledge of the history of the community
Excellent command of written and verbal communication skills
Good reading skills e.g.
- Good reading speed
- Good comprehension
- Ability to focus on purpose of research item
- Ability to adequately write research report
- Patience to research more than one source of information for a particular item
- Knowledge of how to read maps
- Ability to work independently
- Typing and organizational skills
- Experience in research techniques an asset
Professional Development:
Hours:
Depends on projects
I.e. 12-15 hours per News Article
Conservation
Title:
Conservation Technician
General Description:
Responsible for stabilizing the condition of the artifacts and for administering cleaning and general care of the collection
Specific Duties:
Clean artifacts
Stabilize artifacts in the collection
Ensure proper care and handling of artifacts
Reorganize storage facilities as needed
Monitor temperature and humidity
Monitor, replace bug traps as needed
Walk around building to check for pests
Qualifications:
Knowledge and experience in basic museum practice
Accurate, neat worker
Able to work independently
Self-motivated
Knowledge of sewing, e.g. sewing machine
Provide necessary equipment
Professional Development:
Hours:
5 hours per month
Title:
Seamstress - Hanger and Garment Covers
General Description:
Responsible for sewing hanger and garment covers
Specific Duties:
Sew padded hanger covers to be placed on hanger before garment is hung
Measure garment to be covered, allowing for seams and hems to have 12 percent shrinkage of unbleached cotton after washing
A pocket is attached at the lower edge of the cover to hold a card with the garment accession number and a brief description
Completed covers are to be washed and ironed, returned to the museum, and placed over the garment
Qualifications:
Must have access to sewing machine
Must have access to a vehicle necessary to complete the assignments
Basic knowledge of sewing necessary
Self-motivated
Must be able to measure quantity of material needed
Must be able to work alone to construct hanger covers and garment covers
Hours:
Per item: 2 hours prep (gathering materials, etc.) plus 8 hours per garment, 2 hours per hanger
Title:
Hat Mount and Mannequin Maker
General Description:
Responsible for the making of hat mounts and mannequins.
Specific Duties:
Hat mounts
Mannequins
Qualifications:
Access to supplies
Ability to make hat mounts and mannequins
Hours:
Title:
Museum Building Maintenance Person
General Description:
Responsible for the care and upkeep of the Museum building.
Specific Duties:
Ensuring the cleanliness of the Museum
Ensuring that the Museum building and equipment is in good working order
Walk around outside of building to check for repairs needed, holes (potential entrances for pests)
Qualifications:
Knowledge of Museum Practices
Tidy and organized
Able to multi-task
Mechanically inclined
Hours:
6 hours per month
Title:
Museum Grounds Maintenance Person
General Description:
Responsible for the care and upkeep of the grounds around the Museum.
Specific Duties:
Ensuring the cleanliness of the grounds
Weeding and watering in summer
Snow removal and salt in winter
Qualifications:
Tidy and organized
Able to multi-task
Likes working outdoors
Mechanically inclined
Physically capable
Hours:
20 hours per month
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