Volunteer Duties

Duties of the CQA/ACC President

The President is the chief executive officer of the Corporation and presides at all meetings of Corporation and of the Board of Directors. She/he will have the general and active management of the affairs of the Corporation and shall see that all orders and resolutions of the Board of Directors are carried into effect.

  1. Conducts the affairs of the Association.
  2. Ensures that orders and resolutions are put into effect
  3. Supervises the Administrative Assistant.
  4. Negotiates contracts with all contracted employees.
  5. Handles the official correspondence.
  6. Submits a report of activities prior to board meetings and for the AGM.
  7. Calls meetings and sets agenda.
  8. Conducts the Annual General Meeting.
  9. Acts as a liaison between the members of the Board of Directors.
  10. Writes message of greeting to the members for each issue of the Newsletter published during the term of office.
  11. Prepares the annual report presented on behalf of the Board of Directors at the Annual General Meeting (AGM).
  12. Acts as the signing officer on all CQA/ACC legal documents and contracts, and co-signs the Corporation’s cheques.
  13. Sits as an ex-officio member of all CQA/ACC committees and is kept informed of all activities and arrangements.
  14. Sends official welcome to all new Directors, Regional Representatives and appointed positions.
  15. Ensures all documentation is kept up to date and ensures all Directors are informed of any revised documents.
  16. Acts as the liaison between the Board of Directors and the Quilt Canada conference or Alternate Year event chair, to plan the event which will take place during the year she/he serves as Past President.
  17. Speaks publicly on behalf of the Association when a request is received.
  18. Ensures congratulatory or condolence letters are sent on behalf of the Association.
  19. Solicits awards for the National Juried Show and confirms Sponsors for conference.
  20. Selects National Juried Show Jury Co-ordinator, Jury members and Judges for the National Juried Show, in consultation with Board of Directors.
  21. Oversees the process for the National Juried Show in consultation with the National Juried Show Coordinator.
  22. In consultation with the Board of Directors, determines the award prizes for the NJS and Trend-Tex Challenge.
  23. Arranges placement of notice of AGM in the Spring issue of the Newsletter.
  24. Ensures that the By-laws are up-dated and posted in the Policy and Procedure Manual.
  25. Arranges for preparation of certificates of appreciation and gifts to retiring Board members, Regional Representatives, Archivist, Translator and employees of the Association.
  26. Co-ordinates expressions of appreciation for the Past President when she/he leaves the Board.
  27. Delegates duties as necessary.

Qualifications:

Must be a member in good standing for two years previous to their nomination. Excellent leadership, organizational and time management skills are essential. A working knowledge of Microsoft Office programs and email is mandatory.

Term:

The term of office is one year and she/he moves to the Past President position the next year.

Hours:

A minimum of 40 hours per week.

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Duties of the CQA/ACC Vice President
  1. Works with the President and learns the duties of the President.
  2. Conducts meeting and business of the Association in the absence of the President.
  3. Serves as the Chair of the Teacher of the Year committee.  Submits call for Teacher of the Year nominations to Winter issue of magazine.  Promotes nominations among membership
  4. Serves as liaison between the Board and the Regional Representatives: corresponds with them on a regular basis; ensures they have enough stationery, membership forms, and other supplies; advises them of their duties; assists them with any questions they may have; ensures that they have current version of all relevant procedural documents; and advises them on expense reports. 
  5. Advises the Regional Representatives of Regional Report deadlines as set down by the Board. 
  6. Asks Regional Representatives to take turns writing an article about a member shop in their province for the magazine.  Confirms with Editor which issues have space for an article. 
  7. Advises Regional Representative of the due dates for Semi-annual Activity Reports which will be approximately two weeks prior to each Board meeting. 
  8. Prior to each Board meeting ask Regional Representatives if they have any issues to be brought forward to the Board.
  9. Prepares a report for the Regional Representatives after each board meeting, advising them of any non-confidential decisions of the Board and giving them advance notice of any changes to policy or procedure. 
  10. Assists the Nomination Chair to fill Regional Representative Positions being vacated.  Asks the outgoing Regional Representative for suggestions on a replacement.
  11. Co-ordinates fund-raising activities for CQA/ACC, specifically the annual CQA/ACC Trend-Tex Quilters' Challenge, as well as any other fund-raising activities as decided upon by the Board. Photocopy any cheques received as per Trend Tex Challenge procedures.
  12. Attends and prepares a report of activities for each board meeting and a yearly summary report for the Annual General Meeting (AGM).
  13. Performs any other duties as required and/or requested by the President.  Assists other board members with Association business, which may include revisions of documents, procedures, event planning, decisions on policy or the day to day running of the Association.

Qualifications:

Candidate must be a member in good standing for two years previous to their nomination.  Excellent leadership, organizational and time management skills are essential. A working knowledge of Microsoft Office programs, email communication and social media is mandatory.

Term:

The Term of office for the Vice President is one year.  The Vice President moves onto the Presidency in the second year and Past President in the third year.

Hours:

 A minimum of 25 hours per week.

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Duties of the CQA/ACC Past President
  1. Acts as a consultant to the current officers of the Corporation.
  2. Acts as Chair of the Nominating Committee, working with the other members of the Board to fill positions on the Board of Directors, Regional Representatives, and appointed positions as terms of office are completed.
  3. Ensures publication of Call for Nominations in the Winter issue of the newsletter and on the website by October.
  4. Ensures job descriptions are up-to-date and are available on the website, or in writing by request.
  5. Maintains the Policy and Procedure Manual keeping it current based on Board of Directors decisions. Provides an updated Manual on CD to each Board Member by the Fall.
  6. Ensures that members, who volunteer or are approached to serve, are given the complete job description of the intended position, and are fully informed of duties, skills, and time commitment required.
  7. Reviews nominations or applications with the Nominating Committee. Committee consists of President and one other Board member.
  8. Presents the recommendations of the Nominating Committee to the entire Board for approval.
  9. Publishes the slate of officers in the Spring or Summer issue of the Newsletter. Presents the slate of officers for the coming year at the Annual General Meeting, (AGM), for approval by the membership present, along with her/his report.
  10. Conducts elections, if required, as outlined in By-Laws.
  11. Ensures incoming Board members sign the Consent to Serve Form. Maintains records of Consent to Serve documents.
  12. Ensures that official chatelaines are prepared for incoming Board members.
  13. Orders official name badges for incoming (Board of) Directors, Regional Representatives, and appointed positions.
  14. Continues to act as liaison between Board of Directors and organizers of the Conference or Alternate year event, which will take place during the year of the past presidency.
  15. Ensures evaluation forms are created and distributed at event. Summarizes the evaluation forms (Conference and teacher) from event and sends copies to the Board of Directors.
  16. Adds comments/suggestions to the Conference Reports.
  17. Prepares a year-end report for the Annual General Meeting.
  18. Co-ordinates the President’s Challenge, collecting fabric from each sitting Board member. Ensures that the box of previously donated fabrics is presented to the outgoing President at the AGM.
  19. Performs other duties, as required and requested by the President.

Qualifications:

Must be a member in good standing for two years previous to their nomination.  Excellent leadership, organizational and time management skills are essential. A working knowledge of Microsoft Office programs and email is mandatory.

Term:

The Term of office for the Past President is one year.

Hours:

A minimum of 30 hours per week.

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Duties of the CQA/ACC Secretary Director
  1. Records all minutes and votes at all Board meetings and at the Annual General Meeting. After approval of the President, sends copies of the minutes of the Board meetings to all Board of Directors. Provides a copy of the AGM minutes for inclusion in the Autumn issue of the Newsletter.
  2. Maintains a list of inventory of CQA/ACC materials in the possession of all the Directors.
  3. Handles correspondence, as requested by the President.
  4. Forwards materials to the Archivist, as requested by the Board of Directors or the President.
  5. Creates all Award Certificates, with Seal, including the NJS; the CQA/ACC Trend-Tex Quilters’ Challenges; Teacher of the Year; Dorothy McMurdie; Recognition Certificates for out-going Board Members and Regional Representatives; and Appreciation Certificates for volunteers, including Committee Chairs and Committee Members for both on and off-year conference events. 
  6. The Secretary includes, with the Board Minutes, all Directors Activity Reports and E-mail motions.
  7. Submits a report of activities prior to each board meetings and a summary of activity for the year to be documented for the AGM
  8. Maintains a supply of stationery for the use of the Board of Directors and Regional Representatives.
  9. Ensures that listing of CQA/ACC in all appropriate directories has information updated, as needed, i.e. names of new Directors, etc.
  10. Supervises and maintains the upkeep of the CQA/ACC web page, in consultation with the Web Master, ensuring that all information is updated as required including a listing of resource materials available.
  11. Works with both the Off-Year and On-Year Event organizers and the Board of Directors to publicize the AGM, NJS and any events scheduled in conjunction with the AGM.
  12. Establishes a committee as Chairperson of other Board of Directors to review and recommend the winner of the Dorothy McMurdie Award. Prepares the pages to be added to the Dorothy McMurdie Award Book and announces the winner at the AGM.
  13. Prior to a Conference, prepare and ship paper goods and rosettes required for the NJS and Trend-Tex Challenge.
  14. Submits a report of activities prior to each board meeting and a summary of  activity for the year to be documented for the AGM.
  15. One month prior to Board Meetings, forward activity items for each Board Member.

Qualifications:

Must be a member in good standing for two years previous to their nomination. Excellent organizational and time management skills are essential. A working knowledge of Microsoft Office programs and email is mandatory. Web experience is an asset.

Term:

The term of office of the Secretary Director is two years, unless otherwise appointed by the Board of Directors.

Hours:

A minimum of 20 hours per week.

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Duties of the CQA/ACC Treasurer
  1. Keeps an accurate financial record using standard accounting practices.
  2. Manages the income, disbursements and investments of the Association.
  3. Prepares, in co-operation with other members of the Board of Directors, an annual budget. 
  4. Prepares a financial report for each Board meeting (3), including a current income statement and balance sheet.
  5. Prepares special event financial reports or other financial statements, as requested by the members of the Board of Directors.
  6. Prepares and monitors advertising billing for the newsletter, with the approval of the Board of Directors.
  7. Issues receipts for monies not acknowledged by other officers.
  8. Pays accounts with approval of the Board of Directors.
  9. Provides expense account claim forms to Regional Representatives, Board of Directors and appointed positions.
  10. Reimburses Regional Representatives, Board of Directors and Appointees for allowable expenses.
  11. Provides advances/floats for Directors for designated purposes.
  12. Provides appropriate financial records to the Auditor so that an audited statement can be prepared.
  13. Presents the audited financial report to the Annual General Meeting and provides copies to members who have requested one.
  14. Performs any other duties as required and/or requested by the President.
  15. Assists other board members with Association business, which may include revisions of documents, procedures, event planning, decisions on policy or the day-to-day running of the Association.
  16. Attends and prepares a report of activities for each board meeting (3) and a yearly summary report for the Annual General Meeting (AGM).

Qualifications:

Must be a member in good standing for two years previous to their nomination. Extensive knowledge of standard bookkeeping and financial practices is mandatory. Familiarity with computer accounting programs an asset.  Knowledge of Microsoft Office software and email programs is essential.

Term:

The term of office of Treasurer is for two years, with possible extension of two years.

Hours:

A minimum of 20 hours per week.

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Duties of the CQA/ACC Membership Director
  1. Actively promotes the CQA/ACC with a view to constantly increasing membership as well as retaining current membership. Liaises with Board and Executive Director on membership issues that may arise.
  2. Develops a membership recruitment and retention strategy for CQA/ACC, using available information and best practices from other membership based organizations.
  3. Orders membership pins, as necessary.
  4. Gives suggestions to keep current the membership section of website.
  5. Submits an activity report prior to each Board Meeting and a one year summary report of activities prior to the AGM.
  6. Monitors attendance of members at Annual General Meeting.
  7. Develops fundraising and marketing activities and works with other Directors, contractors and staff to implement and track.
  8. Canvasses and ensures all quilting events are published in the current issue of  Canadian Quilter Magazine and posted on the CQA/ACC Web site.
  9. Publicizes the process for ordering rosettes, receives requests for Rosettes, sends them to applicants and keeps records documenting who has received them. If applicants do not send in photos of their Rosette winners within a pre-determined time, contacts the applicants and requests they do so. Coordinate rosette processing if handled by a volunteer.
  10. Posts the winners of the Rosettes, events and Call For Entry submissions on the CQA/ACC Web site.
  11. Participates in the general operation of the Association with the other Directors.

Qualifications:

Must be a CQA/ACC member in good standing for two years previous to nomination. Excellent organizational and time management skills are essential. A working knowledge of Microsoft Office programs, in particular Word and Excel, and email are mandatory. Experience in communications and marketing would be an asset.

Term:

Term of office for Membership Director is 2 years with a 2-year renewal option.

Hours:

A minimum of 10 to 20 hours per week.

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Duties of the CQA/ACC Social Media Director
  1. Write and execute a social media strategy designed to increase the recognition of the association as a principal source of Canadian quilting information.  Create and adhere to a calendar and schedule for updates.
  2. Generate, edit, publish and share content (original text, images, video) that builds connections designed to educate and encourage members and other quilters to take action on Twitter, Pinterest, Facebook, Instagram,  CQA/ACC blog and other social media platforms that arise.
  3. Set up and optimize CQA/ACC pages within each platform to increase the visibility of our social content.
  4. Respond to member participation in social media.
  5. Continuously improve our social media presence by capturing and analyzing the data/metrics, insights and best practices; then acting on the information.
  6. Communicate and coordinate with the other directors about trends and possible news items and work towards consensus about the posting of time-sensitive information (e.g. conference deadlines).

Qualifications:

Must be a member in good standing for two years previous to their nomination.  Established social networking experience and the ability to analyze campaigns launched on social media.  Positive attitude shown in learning and constantly developing skills around online marketing.  Organizational skills demonstrated in the use of technology and the software necessary to promote CQA/ACC.

Term:

The term of office of the Social Media Director is two years, unless otherwise appointed by the Board of Directors.

Hours:

A minimum of 10-15 hours per week.

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Duties of the CQA/ACC Regional Representatives
  1. Serves as liaison between the CQA/ACC members in their province or territory, quilting groups or educational groups and the Board of Directors, working under the direction of the Vice President.
  2. Promotes CQA/ACC and Quilt Canada and encourages membership in the association, dispenses CQA/ACC literature to guilds and shops in their province or territory as able. (A CD containing the NJS and Trend-Tex winning quilts will be provided to the Regional Representative. This may be used for publicity purposes, such as guild presentations.)
  3. Updates the list of guilds and shops in their province or territory and forwards this information to the Vice President and Administrative Assistant annually at the request of the Vice President.
  4. Prepares a report for each quarter (Spring, Summer, Autumn, Winter) concerning quilting activities in their province or territory, following the current submission guidelines. Reports are due September 15, December 15, March 15 and June 15 to the Vice President and will be published on the CQA website.
  5. Submits directly to the Vice President, on an approved expense form, expenses relating to work performed on behalf of CQA/ACC. Please refer to the Expense Guideline for CQA/ACC Regional Representatives for allowable expenditures and procedure for filing your expense forms.
  6. Responds to communications from Board Members and Guilds in a timely manner. Shares suggestions for advertising/ promotional opportunities in their region or province with the Board of Directors. Approval must be received from the Vice President before proceeding.
  7. Writes and submits two Activity Reports annually to the Vice President. This report summarizes activities attended or performed on behalf of CQA/ACC. The reports are due one week prior to each of the two semi-annual Board meetings.  The Vice President will provide dates of scheduled Board meetings. 
  8. Works with the Past President, if required, to recruit members to serve on the Board of Directors or as Regional Representatives.
  9. Forwards inventory, files and other related materials to the incoming Regional Representative within one month from date of the new representative’s appointment by the Board of Directors.

Qualifications:

The representative should be a member in good standing for two years prior to their nomination. Excellent public speaking and public relation skills are essential. A good working knowledge of Microsoft Office, particularly Word and Excel, and email programs are mandatory.

Term:

The term of a Regional Representative is two years following appointment by the Board of Directors and ending with the submission of the June Regional Reports for the CQA/ACC website. The Board of Directors may extend this term.

Hours:

Approximately 5 - 15 hours per month.


Tâches d’une représentante régionale de la CQA/ACC
  1. Travaillant sous la direction de la vice-présidente, la représentante régionale sert de liaison entre les membres de la CQA/ACC de sa province ou territoire, les groupes de courtepointe ou les groupes éducatifs, et le conseil d’administration. Un CD contenant les courtepointes gagnantes de l’ENJ et du défi Trend-Tex sera fourni à la représentante régionale. Celui-ci pourra être utilisé à des fins publicitaires, comme une présentation à une guilde.
  2. Distribue au mieux de ses capacités la documentation de la CQA/ACC aux guildes et boutiques de sa province ou territoire. Mets en valeur et encourage l’adhésion à l’association.
  3. Mets à jour les listes des guildes et magasins de sa province ou territoire et fait suivre l’information à la vice-présidente et l’assistante-administrative deux fois par année les 1er octobre et 30 mars.
  4. Pour chaque sortie de la revue, prépare un rapport sur les activités des guildes de sa province ou territoire en suivant les directives en cours pour les soumissions. Les rapports doivent être remis le premier septembre, décembre, mars et juin pour le numéro d’hiver, de printemps, d’été et d’automne du The Canadian Quilter.
  5. Soumets ses dépenses reliées au travail fait pour la CQA/ACC directement à la vice-présidente, sur un formulaire de dépenses approuvé. Veuillez vous référer au Expense Guideline For CQA/ACC Regional Representatives (mars 2011) pour les dépenses admissibles et les procédures pour remplir le formulaire des dépenses.
  6. Réponds aux courriels de l’administration de la CQA/ACC et des guildes dans les meilleurs délais.
  7. Partage avec le conseil d’administration ses idées pour faire de la publicité/promotion dans sa région ou province. L’approbation de la vice-présidente doit être reçue avant de mettre l’idée à exécution.
  8. Écrit et soumet à la vice-présidente deux rapports d’activités par année. Ce rapport résume les activités qu’elle a accomplies ou auxquelles elle a participé au nom de la CQA/ACC. La vice-présidente communiquera les dates (pour des réunions du conseil d’administration).
  9. De concert avec la présidente-sortante, recrute au besoin des membres pour remplir les tâches de directrice ou de représentante régionale.
  10. Lorsque son terme se termine, transmets à la nouvelle représentante régionale les manuels, dossiers et autres informations reliées au poste et ce à l’intérieur d’un mois après la date de l’Assemblée générale annuelle ou lors de la remise du rapport d’automne à la rédactrice en chef de la revue.

Qualifications:

Doit avoir été membre en bonne et due forme deux ans avant sa nomination. Une facilité à parler au public et des aptitudes en relations publiques sont des qualités essentielles. Une bonne connaissance de Microsoft Office, particulièrement Word, et des programmes pour courriels est obligatoire.

Terme:

Le terme d’une représentante régionale dure deux ans. Il débute à la nomination lors de l’AGA et se termine avec la remise du rapport final pour le numéro d’automne du The Canadian Quilter. Le conseil d’administration peut allonger le terme.

Heures:

Un minimum de 10 à 15 heures par mois.

P.S : La forme féminine utilisée dans ce document désigne, s’il y a lieu, aussi bien les hommes que les femmes.

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Duties of the CQA/ACC Archivist
  1. Organize and maintain all documents and materials as received from the Board of Directors.
  2. Provide a yearly up-to-date inventory, due annually by the end of August.
  3. Forward files or copies of, upon request from any Board member.
  4. Maintain a record of activities. Activity reports to be submitted to the President prior to each Board Meeting.
  5. Receive and file quarterly indexes of the newsletter received from the Newsletter Editor.
  6. Receive and file, from any Board member, pictures of promotional items, advertising, etc.
  7. Receive and file copies of the minutes of Board of Directors meetings of the previous fiscal year (January – December) following the AGM as received from the Secretary/Publicity Director.
  8. Receive and file the minutes of the Annual General Meeting as received from the Secretary/Publicity Director.
  9. Receive and file NJS and Trend-Tex Challenge pictures.

Qualifications:

Must be a member in good standing for 2 years prior to nomination. Must be able to provide safe storage in a smoke-free environment for the Association’s archives. Should have working knowledge of Microsoft Office software including email.

Term:

This position is made by appointment of the CQA/ACC Board of Directors and is a two-year position that may be extended by the Board of Directors.

Hours:

A minimum of 5 hours per month.

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Duties of the CQA/ACC Official English/French Translator
  1. Translate several articles for each of the four issues of The Canadian Quilter including the President’s Message and the Notice Board.

  2. Translate other documents for the Association, as required by the President.

  3. Reports to the Director at Large.

Qualifications:

Member in good standing for 2 years prior to appointment.  Working knowledge of Microsoft Word and email is essential.
Fluency in spoken and written English and French.

Term:

This volunteer position is made by appointment of the CQA/ACC Board of Directors, and is a two-year position that may be extended by the Board of Directors.

Hours:

Variable

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Duties of the CQA/ACC Youth Program Volunteer

The role is to develop and implement programs for youth, both long and short term, within the CQA/ACC and on behalf of the CQA/ACC. 

  1. Research and find stories/articles and volunteers to write for “The Next Generation” in The Canadian Quilter.  Work with the editor to develop this section of the magazine. The editor will always have the final say on what is published in the Magazine.
  2. Research and find stories/postings and volunteers to write for The CQA/ACC blog.  The postings will go through the Director At Large.  The Director At Large will always have final say on what is posted to the blog.
  3. Prepare a theme, and the Guidelines, for the annual CQA/ACC Cantik Batiks Youth Challenge.  Mail the challenge fabric, answer enquiries about the challenge and look for ways to expand entries in the challenge.
  4. All CQA/ACC communication regarding youth will be cc’d to the Youth Program Volunteer so they can maintain an archive of youth programs and related activity.
  5. Maintain and build an archive of youth programs and related activity.  This can be electronic files.  All paper files and information received will be scanned and maintained on electronic files.  The electronic files will also be kept on DVD/USB flash, as back up.  All the electronic files and backup will be passed to the next person who takes on the position of Youth Program Volunteer.
  6. Work towards long term goals:
    • Develop a relationship with shops, guilds and regional reps, to aid in developing opportunities to expand youth programs. 
    • Develop and work with a group of volunteers who will work within their provinces to help find opportunities to develop youth programs.
    • Work towards a social media program geared towards youth.  This might include a separate youth blog, Twitter and/or Instagram.  All social media will go through the Director At Large.  The Director At Large will always have final say on all social media postings.
    • Work towards a separate youth membership within the CQA/ACC. 
    • Research school programs, government grants/programs and youth organizations that might offer opportunities to expand quilting opportunities with youth. 

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Duties of Website Director

  1. Coordinates and administers the CQA/ACC website, manage content in consultation with other directors, maintain Web design.
  2. Maintains current content in all areas of website. 
  3. Analyzes and provides website usage statistics to Board members. 
  4. Carries out quality assurance checks on content.
  5. Submits an activity report prior to each Board Meeting and a one year summary report of activities prior to the AGM.
  6. Participates in the general operation of the Association with the other Directors.

Qualifications:

Must be a CQA/ACC member in good standing for two years previous to nomination. Must have demonstrated experience in managing websites and content management systems.  Required skills include good attention to detail, teamwork and knowledge of information technology.   Must have knowledge of search engine analytics to maximize traffic to websites.  A working knowledge of Microsoft Office programs is mandatory.


Term:

Term of office for Website Director is 2 years.


Hours:

A minimum of 10 to 20 hours per week.

 

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Duties of Marketing and Promotion Director

  1. Designs and executes a marketing campaign to increase the profile of CQA/ACC within the quilting and general public. 
  2. Actively promotes the CQA/ACC with a view to name and brand recognition, with the goal to increasing membership as well as retaining current membership.
  3. Design and execute a marketing plan for Quilt Canada and other events.
  4. Compose announcements and documents for website, publicity for magazine, newsletters and bulletins. 
  5. Work with Social Media Director to promote and publicize AGM, NJS and events.
  6. Coordinate with the media to disseminate advertising (not related to the magazine).
  7. Plan and prepare marketing materials to be used by the association.
  8. Prepare budgets and submit estimates for program costs as part of campaign plan development.
  9. Submits an activity report prior to each Board Meeting and a one year summary report of activities prior to the AGM.
  10. Oversees all marketing activities for the Association.
  11. Participates in the general operation of the Association with the other Directors.

 

Qualifications:

Must be a CQA/ACC member in good standing for two years previous to nomination. Excellent marketing, organizational and time management skills are essential. A working knowledge of Microsoft Office programs, in particular Word and Excel, and email are mandatory. Experience in marketing is essential.

Term:

Term of office for Marketing and Promotion Director is 2 years with a 2-year renewal option.

Hours:

A minimum of 10 to 20 hours per week.

 

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