Group Records Coordinator Job Description
The elected Officers and appointed Coordinators (3-year term) are the Board members of Southern California World Service of AFG, Inc., a California Nonprofit Public Benefit Corporation and a charitable 501(c)(3) tax-exempt entity per the Internal Revenue Service. SCWS Officers must live within the California South Area during their entire term. The officers act in accordance with the spiritual principles of Al-Anon Family Groups while conducting the prudent management of the Area. The Officers accept additional demands on their time and possess some special skills relevant to their position. Members of Al-Anon in SCWS who also are members of A.A. are ineligible to hold Al-Anon service positions that vote in matters affecting another group or Al-Anon or A.A. as a whole.
Eligibility and Qualifications
Is accessible, available, responsive, and is able to communicate effectively, prepare written documents and meet deadlines. Must be in good financial standing with the Area. Continues to be an active member of Al-Anon in CA(S), with working knowledge of the 12 Steps, Traditions and Concepts, current Al-Anon/Alateen Service Manual and Knowledge-Based Decision-Making (KBDM). Has an understanding of the Area and World Service structure. Must maintain confidentiality of non-public information.
Official Duties and Responsibilities
- Attend Area Meetings
- Serves as primary contact between the Area and WSO regarding Al-Anon Group Records.
- Receives and distributes WSO group records information to the District Representatives (DRs).
- Uses the WSO Online Group Records application to register the groups, make group changes and generate reports as needed.
- Informs groups in Area that mail from the WSO goes to Current Mailing Address (CMA) and not to Group Representative (GR) unless the GR is the CMA.
- Reports about record-keeping at the Area level.
- Encourages members to use the WSO Online Group Records application, and assists them in how to access it.
- Communicates with Al-Anon Information Services in the Area, including sending the Intergroup Offices new meeting information, location changes.
- Updates Area’s records with all changes received from groups or the WSO.
- Run reports from WSO group records database as requested by SCWS Board, DRs or AIS Offices.
- Process temporary on-line meeting forms.
- Update SCWS roll call document.
- Works with other Area Coordinators and DRs to strengthen the Area’s Groups. Maintains lists of Area AIS/LDC contact information.
- Sends new groups a welcome letter via email.
- Informs groups which districts they are located in and provides the name and contact information of their District Representative.
- Provides training for new DRs and GRs in how to access e-Communities, if assigned by the Area.
- Prepare and present written report for each quarterly SCWS meeting and email to Secretary and Bulletin Editor.
Basic Skills, Personal Qualities, and Experience Needed
- Strong computer and Internet skills.
- Is accessible, available, responsive, and flexible.
- Is able to communicate effectively, prepare written reports and meet deadlines.
Additional Skills Needed
Has a strong sense of responsibility, able to prioritize and work independently or as a team member.
Equipment and Technology Needed
Access to computer, printer, Internet connection. Participates in conference calls and online meetings.
Realistic Time Commitment of this Position
5-10 hours per week. Additional time just prior to Assembly as new Group Representatives are registering. Attend the Annual SOS and support events of other Coordinators. See Mandatory Area Meeting Attendance table below.
Preparation
- Working knowledge of WSO Guideline, G-36.
- Meet with outgoing SCWS Group Records Coordinator for orientation and training. Notebook with detailed procedures will be provided at Turnover Meeting.
Travel
Attends one service event outside SCWS Area during three-year term. Makes own travel arrangements, within budget guidelines.
Meetings
| Meetings | Months | Days | Time |
|---|---|---|---|
| Officers | January, February, April, May, July, August, October and/or as needed | Saturdays or Sundays, as agreed | 3 to 6 hours, as needed |
| SCWS Board | January, May, July, October | 3rd Saturday or to be determined | 9:00am to 3:00pm |
| Area World Service Committee (AWSC) + new DR Orientation | February, August | 3rd Saturday and 1st Saturday (New DR Orientation) | 9:00am to 4:00pm 10:00am to 12:00pm (New DR Orientation) |
| Area Assemblies + new GR Orientation | May, November | 3rd Saturday 1st Saturday (New GR Orientation) | 9:00am to 4:00pm 10:00am to 12:00pm (New GR Orientation) |
| Sharing of Service (SOS) | January | 3rd Saturday | 10:00am to 4:00pm |
| Longtimer's Event | Last year of 3-year panel | 3rd Saturday | 10:00am to 4:00pm |
Revised: 09/2024