HOA Secretary Duties and Responsibilities: Everything You Need to Know

If you’re part of a homeowners association (HOA) or own property in an HOA-managed community, you may be wondering exactly what an HOA secretary does—and why the role matters.

The HOA secretary handles much of the administrative backbone of the organization, from documenting board decisions to managing key records and communications.

Understanding these duties can help property owners better evaluate HOA performance, or help board members decide whether to handle responsibilities in-house or hire a property management company.

In this guide, we’ll break down the core HOA secretary duties, outline best practices for staying compliant and organized, and help you determine whether outsourcing this role makes sense for your association.

What Are HOA Secretary Duties?

The HOA secretary is responsible for managing the administrative functions of the HOA board. This role requires strong organizational skills, attention to detail, and the ability to keep accurate records over time. While the specific responsibilities can vary depending on the association’s bylaws, most HOA secretary duties fall into a few key categories:

• Record-keeping and documentation
• Meeting preparation and minutes
• Homeowner communication
• Compliance and legal filings
• Election support and voting procedures

Each of these responsibilities plays a direct role in keeping the HOA organized, compliant, and transparent.

In smaller associations, the secretary may handle all these tasks directly. In larger communities, some responsibilities may be shared with a professional property management company or delegated to other board members.

1. Record-Keeping and Documentation

One of the most important HOA secretary duties is managing the association’s official records. These documents serve as the legal and historical foundation of the HOA and must be accurate, complete, and accessible to the board and, in some cases, homeowners.

Common documents maintained by the HOA secretary include:

• Meeting minutes
• Governing documents (bylaws, CC&Rs, rules and regulations)
• Board resolutions and amendments
• Member rosters and contact lists
• Vendor contracts and insurance policies
• Financial records (often shared with the treasurer)

Many associations now rely on cloud storage or property management software to organize these files digitally. Whether kept physically or electronically, the secretary must maintain a clear filing system and update records regularly to reflect the latest board decisions.

Mistakes or disorganized documentation can lead to compliance issues, disputes, or even legal problems. That’s why consistent record-keeping is a non-negotiable part of effective HOA operations—and a key reason some associations choose to hire professional help.

2. Meeting Preparation and Minutes

The HOA secretary plays a lead role in organizing and documenting board meetings. This responsibility includes everything from preparing agendas to distributing official minutes after each session.

Typical meeting-related duties include:

• Preparing and distributing meeting agendas in advance
• Notifying homeowners of upcoming board meetings (as required by state law or governing documents)
• Taking detailed, objective minutes during meetings
• Recording motions, votes, and action items accurately
• Finalizing and distributing approved meeting minutes to board members or the community

Accurate minutes provide a written record of what was discussed and decided, which protects the board in case of disputes and keeps homeowners informed about how decisions are made. Many HOAs use a standardized format or template to keep minutes consistent and easy to follow.

In some cases, a property manager or third-party recording secretary may assist with taking minutes, especially if the board prefers to focus on discussion during meetings. But even in those cases, the HOA secretary is responsible for reviewing and approving the final version.

3. Homeowner Communication

Clear and consistent communication keeps homeowners engaged and informed—especially in larger communities where not everyone attends meetings. The HOA secretary typically manages much of this communication on behalf of the board.

Common communication responsibilities include:

• Sending official notices (e.g., meeting announcements, rule changes, violations)
• Distributing newsletters, updates, or community-wide emails
• Coordinating mailings for annual meetings or elections
• Managing homeowner complaints
• Responding to homeowner requests for records or information

In many associations, the secretary also maintains the official contact list for all members, including mailing addresses, emails, and phone numbers when provided. This list must be kept current and protected, especially if the association falls under state-level privacy or data management laws.

The HOA secretary often works closely with the board president or property manager to make sure messages are accurate, timely, and aligned with the board’s priorities. Well-managed communication helps reduce misunderstandings and can improve relationships between the board and the homeowners it serves.

4. Compliance and Legal Filings

Beyond everyday communication and meeting support, the HOA secretary is often responsible for helping the association stay legally compliant. This means managing required filings, maintaining official records, and working with the board to uphold the HOA’s legal standing.

Common compliance-related duties include:

• Filing annual reports or statements of information with the state
• Maintaining the association’s corporate status (especially for incorporated HOAs)
• Managing the association’s registered agent documentation
• Keeping copies of board-approved governing documents and amendments
• Tracking document retention timelines based on state or local requirements

In many states, the HOA secretary is also responsible for signing and attesting board documents, including meeting minutes, resolutions, and notices. Some associations delegate these filings to a property management company, but even then, the secretary remains the official point of contact for many legal and regulatory functions.

Failing to meet these requirements can lead to fines, loss of corporate status, or legal challenges. That’s why this aspect of the role carries long-term consequences and deserves careful attention.

5. Election Support and Voting Procedures

HOA elections require clear processes, impartial oversight, and accurate record-keeping—responsibilities that often fall to the HOA secretary. This part of the role ensures that board member elections and community votes follow the rules set by the governing documents and state law.

Typical election-related duties include:

• Coordinating the nomination process and collecting candidate forms
• Preparing and distributing ballots (paper or electronic)
• Verifying voter eligibility based on current member rosters
• Recording vote counts and announcing results
• Maintaining records of election outcomes and ballots (as required)

In some states, election procedures must follow specific timelines and disclosure rules. The secretary often works closely with the board or a third-party inspector of elections to make sure the process stays transparent and compliant.

Handling elections properly builds trust between the board and the community—and protects the HOA from disputes over legitimacy or favoritism.

6. Document Validation and Correspondence

The HOA secretary often serves as the board’s official witness and signatory for association documents. This includes certifying that meeting minutes are accurate, verifying official resolutions, and managing formal correspondence on behalf of the board.

Common duties in this category include:

• Signing approved board resolutions and meeting minutes
• Attesting to the authenticity of governing documents and amendments
• Issuing formal letters on behalf of the board (e.g., violation notices, legal responses)
• Maintaining written correspondence records with homeowners, attorneys, vendors, or government agencies

In many cases, the secretary is the point of contact for official requests—such as document inspections or legal notices—especially in self-managed HOAs. The ability to handle these interactions professionally and accurately is key to protecting the association’s credibility and legal standing.

While some of these tasks may be shared with a property management company, the HOA secretary remains the board’s designated administrator for official documentation and written communication.

Best Practices for HOA Secretaries

Managing HOA secretary duties effectively requires more than just completing tasks—it takes consistency, organization, and attention to legal details. Whether you're serving in the role yourself or evaluating how well your board functions, these best practices can help keep operations smooth and compliant:

1. Use Templates for Consistency

Standardized templates for meeting agendas, minutes, and election notices save time and reduce errors. They also help maintain consistency from meeting to meeting, which is helpful when new board members come on board.

2. Digitize and Organize Records

Store all governing documents, meeting notes, and correspondence in a secure digital format. Use folders by year and category, and consider cloud storage or HOA management software to streamline access and sharing.

3. Know Your State’s Requirements

HOA laws vary by state. Stay familiar with your state’s rules around meeting notices, document retention, and election procedures. The secretary often plays a direct role in compliance.

4. Communicate Clearly and Neutrally

All official notices and homeowner correspondence should be clear, factual, and objective. Avoid editorializing or using emotional language, especially when documenting board actions or homeowner violations.

5. Coordinate with the Property Manager

If your HOA works with a property management company, clarify who handles which tasks. Even if the manager assists with recordkeeping or meetings, the secretary remains legally responsible for final approvals and signatures.

Qualities of an Effective HOA Secretary

Not everyone is suited to the role of HOA secretary. The best secretaries bring a mix of administrative skill, reliability, and impartiality—traits that help the board stay organized and the community stay informed.

Here are the key qualities that make someone effective in the position:

1. Detail-Oriented

From documenting votes to managing filings, small errors can lead to big problems. A strong secretary pays attention to details and double-checks their work.

2. Organized

The role involves tracking documents, dates, and communications across multiple channels. Secretaries need to stay organized and maintain structured systems for files and records.

3. Reliable

Meeting minutes, legal filings, and official correspondence can’t be skipped or delayed. An effective secretary consistently follows through on their responsibilities.

4. Objective

HOA secretaries must take accurate notes, issue fair notices, and avoid injecting personal opinions into records or communications. Neutrality builds trust and prevents conflict.

5. Strong Communicator

The secretary is often the go-between for board members, homeowners, and vendors. Clear, professional communication—both written and verbal—is a must.

If your board lacks someone with these qualities, it may be time to delegate or bring in professional support. A disorganized or absent secretary can slow down operations and expose the HOA to risk.

How Property Managers Can Support HOA Secretary Duties

Many HOA boards—especially those in larger communities or self-managed associations—turn to professional HOA property management companies for help managing administrative responsibilities. While the secretary remains the board’s official recordkeeper, a qualified property manager can handle many of the day-to-day tasks that fall under HOA secretary duties.

Here’s how property managers typically support this role:

1. Record-Keeping and Document Storage

Property managers often maintain digital archives of governing documents, meeting minutes, and official correspondence. They use software platforms that keep records organized, accessible, and compliant with retention rules.

2. Meeting Preparation and Minute-Taking

Managers can draft agendas, send meeting notices, and take minutes during board meetings. Afterward, they share a draft with the secretary for review and approval, streamlining the process.

3. Communication with Homeowners

From community newsletters to violation notices, property managers can handle communications on behalf of the board. This frees up the secretary to focus on oversight and approvals rather than administrative execution.

4. Filing and Compliance

Managers are familiar with state-level filing requirements and corporate maintenance. They can submit annual reports, track deadlines, and coordinate with legal counsel if needed—all under the secretary’s direction.

5. Election Coordination

Many companies provide third-party election support, including ballot preparation, candidate coordination, and vote tabulation. This keeps the process transparent and reduces board involvement in contentious elections.

Working with a property manager doesn’t remove the secretary’s responsibility—it strengthens it. By outsourcing routine tasks, secretaries can stay focused on oversight, accuracy, and leadership.

Why it’s Important to Have a Strong HOA Secretary

The HOA secretary plays a foundational role in the health and efficiency of any homeowners association. From documenting key decisions to maintaining legal compliance and communicating with homeowners, the responsibilities tied to this role keep the board accountable and the community informed.

If you're a board member considering who should serve as secretary—or if you’re evaluating whether to handle these duties in-house—it’s worth taking a close look at the time, skill, and organization the job demands. Many associations ultimately decide to work with a professional property management company to take over the administrative workload while the secretary remains in an oversight role.

Whether managed internally or with outside help, clear processes and consistent execution of HOA secretary duties create stronger boards, smoother meetings, and better outcomes for the entire community.

If you’re interested in exploring HOA management professionals near you, consider using our free search tool to find the right team for your association.