Grand Lodge Office Staff
Office Manager / Asst. to the Grand Secretary
Annual Grand Communication Planning (Primary Contact for Hotel); Public Relations; Assist the Grand Secretary with Special Projects; Assist the Grand Master with Correspondence, Executive Orders, Proclamations, Dispensations; Resignations; Masonic Digest Questions; Penal Affairs Files; Proofread ALL Publications; Preparation of Monthly Mail Correspondence; Corporate Board Preparation/Minutes; Board of Trustees Minutes; U.D. Lodge Files; D.D.G.M. Orientation; Coordinate with Vendors; Order Supplies/Publications.
Assistant Office Manager
Oversee and manage the Resident Guest files, Property files, Estate files, and Penal Affairs Files; MH Admissions Applications (distribution, general info and new admissions); Non-Resident Relief Applications (distribution and semi-annual updates from BOT); Emergency Relief Applications (distribution); Prepare Monthly Reports for Corporate Board; Conduct Corporate Board polls on behalf of the Grand Master; Inter-Jurisdictional Membership Transfer Correspondence; Grand Communication meal tickets; Assist the Office Manager with special Projects.
Publications / Project Specialist
Publications: Proceedings, Digest Inserts, MLT Inserts, all Printed Booklets for Annual Grand Communication and Masonic Education, Florida Directory, Master and Secretaries Directory; Process Business Card Orders; Prepare Stationery and Envelopes for printing; Annual Committee Awards; Florida Time in Service Awards; Printing Masonic Education Certificates and updating Membership Records for Masonic Education; Outgoing Weekly and Monthly Mail; Past Master Certificates and Cards; Grand Lodge Appointment Cards; Maintaining the 990 List per Lodge as Received; Assist Information and Data Specialist; Assist in all departments as needed.
Information & Data Specialist / Annual Returns
Prepare, Print, Mail, and Audit of Annual Returns; Prepare, Print, and Mail Renewal Notices and Dues Cards; Membership Data Entry from Portal, Email, and Snail Mail; Weekly, Monthly, and Standing Order Labels to Lodges; Troubleshoot Membership Issues; Maintain Address Changes and Bad Addresses from returned mail; Monthly Member Information Sheets.
Account Department Manager
Preparation of all financial reports; Investments and Banking statements; Filing of Corporate Returns for Lodges; preparation of reports for State of Florida on behalf of the Masonic Home; coordinates with auditor for annual audit; annual budget preparation; coordinates with insurance company for the Grand Lodge and Masonic Home insurance; Solicitation Act Annual Reports; maintain Masonic Charities and Child ID Funds; Executive Order Budget Transfers; and IRS Reporting; Grand Lodge Payables.
Personnel Clerk / Accounts Payable
Oversee and prepare the payroll for The Grand Lodge of Florida and the Masonic Home of Florida. Prepare quarterly tax reports and year end closing for payroll, including W2's for employees and Internal Revenue Service. Maintain insurance records and reconcile to companies monthly invoices. Prepare checks for all Grand Lodge and Masonic Home expenses through system and manually. Prepare all disbursement transfers. Maintain Accounts Payable Vendors list. Maintain a check register log for all checks. Mailing of checks, filing of invoices and checks. Preparation of 1099's.
Perpetual Membership / Accounts Receivable
Processes all Perpetual Memberships; printing and mailing of Financed Perpetual Statements; Monthly Sales Tax Reports; processes all funds received at the Grand Lodge office by preparing and posting daily deposits; posts all Requisitions for Supplies for Lodges to the Accounts Receivable Program along with payments received; prepares and prints monthly invoice statements for all Lodges and Masonic Home residents; processes monthly Resident Guest Fees for all MH residents and maintains their personal accounts. Reports for the Order of the Eastern Star; back-up for accounts payables and payroll.
Answer Incoming Calls; Courtesy Funeral Services; Processing and Tracking of all Courtesy Awards from other Jurisdictions; Distributing Time and Service Awards for Masons who live out of state; Process and Track Supply Requisition Orders; Posting and Processing of all Donations and tracking of Donation Programs and Awards for the Grand Lodge and Masonic Home; Appreciation Certificates; Honorary Membership Certificates; Master Mason Certificates; Eagle Scout and Girl Scout Award Certificates; Masonic Youth & Leader Award Certificates.
Shipping / Receiving / Printing
Package and Ship orders from Requisitions; Print all publications (free and resale); Print letterhead, envelopes, booklets, Grand Communication Booklets; Directories, etc.; Outgoing Mail (daily, monthly, and weekly); Maintenance (light duty); Supply/Inventory; Package and Ship Digest Inserts, and Proceedings, and other publications.