Job Position: Department of New Mexico Adjutant Classification: Salary - Exempt
Education/Technical Knowledge: Strong knowledge of The American Legion, Department of New Mexico policy and procedure. At a minimum, a post-high school degree from an accredited college or university, comparable to military education and experience, long-term experience in department employment, or equivalent professional experience may be an acceptable alternative.
In addition:
- Must be U.S. Citizen.
- Must submit to a criminal and background check and valid NM Driver's License.
- Excellent computer skills (PC environment, MS operating system, Quick books financial accounting program or equivalent).
- Must have a strong knowledge of accounting. Must be able to interpret a Balance Sheet and Profit and Loss Statement as well as a zero-balance budget.
- May require moving and/or transporting heavy, bulky supplies, materials and/or items weighing up to 50 pounds.
Additional Skills: Leadership & Administration, Program Planning and Management, Financial Planning and Management, Communications, and Risk Management Experience. Eligible for Membership in The American Legion - Honorable Discharge Veteran Status.
Job Description: The Department Adjutant is charged with carrying out the Department of New Mexico Constitution and By-Laws, administering the policies and mandates of the Department Convention, the Department Executive Committee, and the Department Commander. The Adjutant shall perform other such duties as are usually incident to the office. The Adjutant is the custodian of the Department of New Mexico books and records.
Primary Duties and Responsibilities Leadership & Administration
- Act as a liaison to the National Organization, frequently communicating with National Headquarters
- Carry out all National Headquarters requests in writing and within the annual Department Adjutant's Manual
- Lead staff and managing personnel regarding their duties and ensure efficient job performance of their tasks
- Serves as Secretary to the Department Executive Committee (DEC)
- Collaborate and assist the Department Commander and any other elected or appointed Officers
- Record proceedings of the annual department convention and DEC meetings and publish them on the Department website.
- Foster effective teamwork between the DEC, Department Officers, and Department Staff
- Prepare official correspondence on behalf of the Department Executive Committee as appropriate
- Create, maintain, and distribute a department calendar for the DEC and members of the organization
- Maintain and organize speaking requests for Department Officers who are asked to speak at Posts, Counties, Districts, and outside organization functions
- Receive, record, edit, and number, resolutions submitted to Department by Posts, Districts, Committees, or the Department Executive Committee, and assigned to the appropriate Committee or Convention Committee
- Record, archive, and maintain District information regarding appointments, conferences/conventions, and biographies
- Professionally advise the Department Executive Committee of Department operations
- Work to enhance the Department's community and State profile
- Organize, manage, and communicate information from Districts regarding elections and appointments to District and delegates to conventions for both National and Department
- Receive Post correspondence and complaints and route to the appropriate persons and maintain post files at Department Headquarters
- Collaborate with Department Historian and Department Judge Advocate to ensure proper archiving of historical documents and Post Files within the Department Headquarters and maintain all books and records for the Department
- Attend District Fall and Spring Conferences
- Attend National Conventions, Washington DC Conference and site surveys as required
Program planning and management
- Oversee the planning, implementation and evaluation of the Department's programs and services
- Ensure that the programs and services offered by the Department contribute to the Four Pillars and reflect the priorities of the Department Executive Committee
- Monitor the day-to-day delivery of the programs and services of the Department to maintain or improve quality
- Oversee the planning, implementation, execution and evaluation of special projects
- Participate in developing a vision and strategic plan with the Department Executive Committee to guide the Department operations
Human resources planning and management
- Determine staffing requirements for organizational management and program execution
- Oversee the implementation of the human resources policies, procedures and practices including the development of job descriptions for all staff
- Establish a positive, healthy, and safe work environment in accordance with all appropriate state legislation and regulations
- Interview and select staff that have the appropriate technical and personal abilities to help further the Department's mission
- Ensure that all staff receives an orientation to The American Legion and that appropriate training is provided
- Implement a performance management process for all staff which includes monitoring the performance of staff on an on-going basis and conducting an annual performance review
- Coach and mentor staff as appropriate to improve performance
- Discipline staff when necessary, using appropriate techniques; release staff when necessary, using appropriate and legally defensible procedures
Financial planning and management
- Act as the Fiscal Agent for The American Legion Department of New Mexico
- Work with the Department Finance Committee and Staff to prepare a comprehensive budget for presentation and approval by the Department Executive Committee
- Secure adequate funding for the operation of the Department
- Research funding sources, oversee the development of fund-raising plans and write funding proposals to increase the funds of the Department
- Participate in fundraising activities as appropriate
- Approve expenditures within the authority delegated by the Department Executive Committee
- Ensure that sound bookkeeping and accounting procedures are followed
- Administer the funds of the Department according to the approved budget and monitor the monthly cash flow of the organization
- Provide the Finance Committee and Department Executive Committee with comprehensive, regular reports on the revenues and expenditure of the organization
- Ensure that the Department complies with all legislation covering taxation and withholding payments
Communications
- Communicate to the organization so that Legionnaires are kept informed
- Oversee proper usage of the Department social media outlets (Facebook, Twitter, etc.)
- Establish good working relationships and collaborative arrangements with community groups, funders, politicians, and other organizations to help achieve the goals of the organization
Risk management
- Identify and evaluate the risks to the organization's people (clients, staff, management, volunteers), property, finances, goodwill, and image and implement measures to mitigate risks
- Identify, access, and inform the Department Executive Committee of internal and external issues that affect the Department
- Ensure that the organization carries appropriate and adequate insurance coverage
- Ensure that the Department Executive Committee and staff understand the terms, conditions and limitations of the insurance coverage
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