Demo

Executive Director

CMC & Associates
Florida, NY Contractor
POSTED ON 2/20/2025
AVAILABLE BEFORE 8/16/2025

(FMCA) is requesting bids from qualified individuals or firms to serve as its Executive Director. This critical role encompasses administrative, financial, and operational responsibilities essential to the FMCA and the FMCF.

The Executive Director is a contracted, non-voting position, reporting directly to the FMCA President and collaborating with the Board of Directors and Executive Committee.

 

Scope of Services

The selected bidder will be responsible for the following:


Administrative Management

  • Work with former Executive Director, Karen Crawford of CMC Associates, over a three-month transition period.
  • Record, maintain, and distribute minutes for all FMCA, FMCF, and Board of Directors meetings.
  • Notify members of upcoming meetings and distribute agendas and related materials.
  • Maintain membership records, including tracking new registrations and ensuring proper classification of members.
  • Implement and oversee a new membership database to manage dues collection and communication effectively.
  • Manage accounts receivable and payable (not a large number of transactions).
  • Maintain FMCA and FMCF historical records.
  • Reporting to the entire membership during the annual meeting and the Board of Directors on a regular basis the associations financial health, membership status and significant changes or impacts to the association.

Financial Oversight

  • Maintain accurate financial records, including a transparent audit trail.
  • Submit monthly financial reports to the President and quarterly updates to the Finance Committee and Board of Directors.
  • Assist in creating and monitoring the FMCA annual budget, providing financial recommendations as needed.
  • Ensure prompt payment of vendors, adhering to a 30-day payment policy.
  • Prepare and distribute annual financial reports for review by the Board and general membership.

Event Coordination

  • Organize Board of Directors meetings, prepare agendas, take minutes, and manage meeting logistics, including setting up Zoom meetings when necessary.
  • Coordinate with the FMCA event planner, CMC & Associates, to ensure the successful planning and execution of FMCA events.
  • Attend key FMCA events such as the Annual Meeting, Dodd Short Courses, Fly-In, and Legislative sessions.
  • Collaborate with the Board of Directors on programming for FMCA events, including CEU submissions.
  • Manage communication and submission for Call for Papers, scholarship applications, travel stipends, award nominations, and election nominations.

Website and Digital Communication

  • Maintain and update the FMCA website, including job postings, events, press releases, announcements, and other relevant content.
  • Collaborate with the Public Information Committee to secure and upload graphics for events.
  • Ensure the Member Portal is current by adding new members, uploading publications, and managing event photos.

Membership Management

  • Send out annual dues’ renewal notices by December 1 of the preceding year and track membership confirmations.
  • Review and ensure accurate classification of memberships, including verifying district budgets from FDACS for Government Sustaining Members.

Compliance and Reporting

  • Ensure timely submission of tax filings and other compliance documentation with state and federal authorities.
  • Maintain a compliance timeline and advise the President and Finance Committee Chair on any necessary financial or operational enhancements.

Additional Responsibilities

  • Provide training and support to Board members and the Finance Committee on financial tracking and operational processes.
  • Offer recommendations to improve financial and organizational processes.
  • Serve as a liaison between FMCA committees, vendors, and the Board to ensure smooth operations and communication.
  • Minimum Qualifications
  • Bidders must demonstrate:
  • Proven experience in organizational leadership, financial management, event coordination, and nonprofit operations.
  • Familiarity with Florida’s regulatory environment and mosquito control operations is preferred.
  • Must be competent in Windows suite, QuickBooks and new membership software (to be chosen by Board of Directors and new Executive Director).
  • Ability to be bonded.


Salary : $55,000 - $65,000

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