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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