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Western Pension & Benefits Council

Orange County Chapter

Chapter Administrator

o      Chapter Management

l    Create and maintain Board of Directors contact list upon election and update throughout the year as necessary.  Create member meeting calendar in the spring for the following membership year for review and approval by the Board. 

l   Confirm location for Board meetings; prepare and send Board meeting reminder email; prepare draft agenda for President.

l   Attend Board meeting. Prepare reports for Committee Chairpersons – Membership, Financials, Program, Newsletter, Governing Board Webinars. Take notes to prepare minutes of the Board of Directors meeting. Send to Secretary for approval.

l   Provide and maintain the Chapter’s official mailing address, business phone and email address.

l   File annual Statement of Information Form SI-100 with State of California Secretary of State.

l   Purchase and maintain supplies as needed.

l   Archive documents in accordance with the Chapter’s Records Retention Policy.  

l   Retain custody of the Chapter’s computer and LCD projector.

o       Membership 

l   Maintain membership database including historical records of membership both on the website and in offline database. 

l   Maintain email mailing list of approximately 900 names to receive meeting announcements in addition to the members.

l   Through annual evaluation of Chapter costs, develop recommendation for annual membership pricing for review by Membership Chair and Board.  Upon approval of offerings, update Membership Application, Corporate Sponsor Application and Chapter Brochure, and print supply of such documents for use at meetings.

l    Draft Membership marketing collateral for approval of the Membership chairpersons.

l   Prepare and distribute all membership drive materials; track and post payments; prepare and distribute reminder invoices.  Attempt to locate lost or moved members.  

o      Meetings – In-person

l   Contract with event facility for all breakfast meeting dates; review and approve all banquet event orders, including room layout, menu, services and A/V requirements.  Audit hotel invoices for accuracy and compliance with contract, and secure corrected invoices in the event of a discrepancy; submit invoices to Treasurer and President for approval and payment.

l   Contact speaker to secure program title, speaker biography and program description; secure speaker signature on Speaker Guidelines; get speaker’s presentation in order to pre-load on Chapter computer and print handouts for meeting attendees; reconfirm speaker attendance week of event.

l   Create and distribute meeting announcement and reminders via email; maintain all event information on website.  Take meeting reservations by website, phone and email; process manual credit card transactions as needed and deposit payments made by check.

l   Create attendee opinion surveys for each meeting; print and circulate to attendees; collect and tabulate responses; report results to Board.

l   Staff the registration desk at the meetings; check-in all attendees; prepare and provide name tags, handouts, upcoming meeting flyers and other special announcements.  Set up computer and projector for the presentation.  Reconcile attendance and maintain historical attendance records; issue continuing education certificates.

l   For Technical Lunch Forums and Webinars, many of the same activities occur although the location is a private office or online, rather than the hotel. 

o      Meetings- Online Webinars

l With Webinar Committee determine speaker and presentation. Engage speaker, sending Confirmation email. Secure speaker to secure program title, speaker biography and program description; secure speaker signature on Speaker Guidelines.

l Secure speaker’s PPT presentation and Questions & Answers to pre-load onto Global Meet. Create follow-up Speaker survey.

l Create and send multiple email blasts to contact database. Take meeting reservations by website, phone and email; process manual credit card transactions as needed and deposit payments made by check.

l Schedule and conduct a Speaker ‘Run-Through’

l Apply for the appropriate Continuing Education credits, paying fees where necessary.    Create CE certificates.

l Conduct Webinar. At conclusion, determine eligibility for CE credit and send CE appropriate certificate to those who qualify. File CE attendance with AIF, CFP and ERPA. Maintain attendance records.

l Send Speaker survey results to the Board of Directors.

o      Continuing Education

l   Annually review requirements of continuing education programs for numerous certifications.  In 2020, we offer continuing education for AIF certifications, ASPPA certifications, NIPA certifications, Certified Employee Benefits Specialists, Certified Financial Planners, California CPAs, CRPS certification, and MCLE for California attorneys.  Via the Governing Board, we can offer continuing education for Enrolled Retirement Plan Agents.

l   Review each presentation to determine its eligibility for CE for each certification.  Prepare CE materials as appropriate for the meeting.  (Not all presentations qualify as CE for all certifications.)

l   Maintain Continuing Education Sponsor Registration and register individual programs for credit by the Certified Financial Planner Board of Standards.  Maintain Multiple Activity Provider status with The State Bar of California.  Pay all fees as needed.

l   Maintain historical records of each meeting, including speaker biography, handouts, sign-in sheets and other materials as specified and required by each individual CE program.

o      Financial Matters

l   Make all bank deposits of check payments for membership dues and meeting fees.

l   Process manual credit card transactions via the website, as needed to support members and guests.

l   Receive all invoices for the Chapter; review for compliance with contracts and agreements; submit to President and Treasurer for final review and approval.

l   Handle all bookkeeping for the Chapter via QuickBooks, to include posting all check and credit card deposits as well as post all invoices received and payments made against same.  Reconcile bank account on a monthly basis.

l   Prepare preliminary financial reports on a monthly basis and submit to Treasurer for review and approval. 

Send resume and salary requirements to: Marti Hack at 


Western Pension & Benefits Council Orange County Chapter
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