What are the responsibilities and job description for the Chapter Specialist position at CONCERNS OF POLICE SURVIVORS, INC.?
GENERAL PURPOSE OF THE JOB:
The Chapter Specialist plays a critical role in ensuring the operational efficiency, compliance, and success of chapters across the organization. This position serves as the primary point of contact for chapters, providing support, oversight, and guidance to ensure adherence to bylaws, standard operating procedures (SOPs), and federal/state regulations. The Chapter Specialist is responsible for maintaining accurate records, facilitating training, ensuring leadership development, and fostering strong relationships between chapters and national leadership.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Shall work with chapters to ensure they are operating in compliance with bylaws, SOPs, and federal/state laws, collect mandatory reporting requirements, and provide resources from the office.
- Shall serve as the first point of contact with each Chapter.
- Shall record, file, and monitor compliance of all chapter reports and perform follow-up with chapters regarding delinquent items, working to get them current.
- Shall consult with chapters on questions and concerns that fall outside the bylaws and SOPs.
- Shall assist the Chapter & Survivor Support Director with planning, coordinating, and presenting educational sessions at National Police Week (NPW) and Board/Chapter Training.
- Shall assist with coordination of Board/Chapter Training.
- Shall arrange and attend the Quarterly Chapter Support Zoom Calls.
- Shall perform random audits on financial documents and minutes to ensure expenditures are approved.
- Shall communicate with all National Board Region Trustees regarding the chapters in their region.
- Shall serve on assigned National Board committees as needed.
- Shall submit semi-annual reports to the National Board.
- Shall distribute the quarterly e-newsletter Chapter Connection.
- Shall generate the chapter status report.
- Shall record by-law changes or board actions.
- Shall assist with communication of deadlines and opportunities to chapter boards.
- Shall assist with ensuring consistency across website, email addresses, etc., representing chapters.
PERIPHERAL DUTIES:
- Occasional amount of out of town travel.
- Attend and assist with assigned Weekends and Camps, and other C.O.P.S. events.
- Other duties as assigned.
SUPERVISORY RESPONSIBILITIES:
None
EDUCATION, EXPERIENCE, CERTIFICATES AND LICENSES:
- High school diploma required
- College preferred
- Minimum 2 years of office experience
- Experience with nonprofit chapter management, governance, or compliance preferred
- Familiarity with online learning platforms and virtual training facilitation preferred
SKILLS:
- Problem Solving and Reasoning Ability: Ability to resolve problems in a timely manner and deal with a variety of situations where organization is required. Develop alternative solutions. Deal with a variety of situations where only limited instruction is offered.
- Strong organizational and time-management: Ability to plan, prioritize, and manage tasks and resources efficiently, while allocating time effectively to achieve goals and meet deadlines. Ability to work independently while maintaining collaboration with leadership.
- Analysis and Attention to Detail: Ability to analyze and interpret bylaws, Standard Operating Procedures, and compliance requirements; possessing strong attention to detail and accuracy in documentation. Ability to conduct financial audits and report analysis.
- Coaching and Training Skills: Shall possess skills necessary to train chapter representatives in various computer software programs including, but not limited to, Microsoft Office Suite, C.O.P.S. basic database usage, and Google programs.
- Communication Skills: Excellent written and verbal skills; ability to clearly deliver and receive communications to new and “seasoned” survivors as well as law enforcement personnel. Ability to write reports and routine correspondence.
- Conflict Resolution and Mediation Skills: Navigating disagreements and disputes effectively, fostering understanding, and finding mutually acceptable solutions through strategies like active listening, empathy, and problem-solving.