PTSA Job Descriptions
For more information about any of these positions, click HERE.
For more information about our current board, click HERE.
President
- Oversees and coordinates the work of an executive board to run a PTA effectively
- Presides over PTSA board and association meetings
- Serves as the official contact, communicator and representative of the PTSA
- Serves as the official contact between the school (Principal and admin)
- Designated as an authorized signer for PTSA checks, contracts and authorizations for payment
- Serves as ex-officio member of all committees except the nominating committee
- Works with other PTSA leaders to connect families, school and community to support student success
Secretary
- Takes minutes at board and association meetings
- Co-signs formal papers with president: authorizations for payment, resolutions and formal letters
- Handles PTSA correspondence as directed by the president
- Maintains and preserves PTSA records and important documents to pass on at the end of the term
Treasurer
- Maintains permanent records to track unit funds and financial transactions
- Chairs budget committee and prepares annual budget for adoption by the association
- Pays all PTSA bills as authorized by board or association
- Prepares reports for every board and association meeting and an annual financial report
- Ensures taxes and reports required by PTSA bylaws, insurance or federal and state governments are completed and submitted by the due dates
Vice President
- Works as the primary aide to the president
- Designated as an authorized signer for PTSA checks
- Helps lead a PTSA towards specific goals consistent with PTSA purposes and policies
- Performs president’s duties in their absence
- Carries out other duties outlined in unit bylaws and standing rules or as assigned
Financial Secretary
- Works closely with the treasurer and other financial officers in handling PTSA funds
- Keeps a record of all PTSA funds collected, deposited and disbursed
- Prepares monthly and annual financial reports
Historian
- Captures, assembles and preserves record of activities and achievements of a PTSA
- Collects volunteer hours for PTSA meetings and events
- Completes and submits the PTSA Unit-Annual Historian Report to council/district PTSA
- Displays or presents brief overview of PTSA year at meeting near the end of the school year
VP - Membership
- Develop a membership plan with attainable membership goals, membership theme, and a budget to support your membership plan and events
- Attract prior and new PTSA members
- Distribute membership cards to all members and maintain list of all active members
- Provide membership updates at PTSA meetings
Communications Chair
- Runs and works with the Communications Committee to effectively communicate and advertise PTSA external communications;
- Including, but not limited to: the newsletter, the principal's email newsletter, social media, graphics design
- Ensures PTSA communications are on-brand, correct, inclusive and representative of our school's population
- Ensures that different spoken languages at home and other communication barriers are mitigated
- Electronic communications: email account names and passwords, web hosting information, domain name information, social media usernames, logins and passwords
- Posts on social media sites and keeps calendar of upcoming posts
Education Chair
- Identify and gather information important to education and the community.
- Become acquainted with the school staff, school district staff, and decision-makers/policymakers, such as members of the site council and/or school board.
- Assist and/or accompany the PTSA president when meeting with decision-makers/policymakers regarding education.
- Inform and educate the PTSA membership through programs, conferences and workshops, projects and newsletters and also inform parents how they can gain access to additional resources.
- Regularly attend school board meetings, gathering information to be shared with the membership.
- Encourage participation on school advisory groups, school site councils, or fact-finding/study committees; provide meaningful and valuable contributions.
- Share information prepared and distributed by the council/district, California State PTA and National PTA.
Family Engagement Chair
- Plans and organizes family engagement outreach, programs and activities for the school year
- Publicizes family engagement activities and events using newsletters, website, social media and backpack express
- Works with committee and other chairmen
Financial Reviewer
- Reviews the books and financial records of a PTSA to determine their accuracy
- Presents written reports on financial reviews to the board for review and the association for adoption
- Uploads copies of adopted financial reviews to the document retention system as indicated in unit bylaws
Fundraising Chair
- Focuses on raising the amount of funds needed to meet the unit’s budget
- Presents reports on proposed fundraising activities at board and association meetings for approval
Hospitality Chair
- Works with committee and other chairman to organize and set up refreshments, food, decorations, registration, greeters and potentially baby-sitting for PSTA meetings and events
- Maintains hospitality supplies and equipment and an updated inventory for them
- Presents hospitality budget for approval at executive board meeting at start of the PTSA year and monitor authorized budget
- Reports on hospitality plans at board meetings for forthcoming PTSA events
Programs Chair
- Works with committee and other chairmen to plan and organize programs for the school year
- Collaborates with principal, PTSA president, other committee chairmen and volunteers to coordinate, plan and implement programs
- Develops annual program calendar and presents it at PTSA association meeting for adoption
- Publicizes approved program calendar using newsletters, website, social networks and school handbook
- Oversees and delegates volunteer recruitment for implementing and running programs
Classroom Coordinator Coordinator
- Works with the PTSA president, principal and teachers to coordinate Classroom Coordinators at the school to build stronger family-school partnerships to support student success
- Collaborates with other PTSA board members, teachers and administrators to identify how parents can get more involved at school
- Oversees the recruitment and training for parent volunteers as Classroom Coordinators for a classroom or grade level
- Promotes PTSA goals, membership and activities on campus as a committee chairman or officer
Classroom Coordinator
- Works with teacher(s) and parents/guardians, as a parent contact and liaison, to build stronger family-school partnerships for a classroom or grade level
- Encourages easy, two-way communication between teacher(s) and parents on what’s happening in the classroom to support student success
- Collaborates with the teacher(s) to identify how parents can assist with classroom activities
- Recruits parent volunteers and delegates volunteer assignments for a classroom or grade level
- Helps to promote PTSA goals, membership and activities on campus
Volunteer Coordinator
- Works with the PTSA president, principal and teachers to coordinate volunteer assignments at the school to support student success
- Collaborates with other PTSA board members, teachers and administrators to assess and identify how parents/guardians and community members can get more involved at school as volunteers
- Oversees volunteer recruitment, training and assignments
Reflections Chair
- Become familiar with the materials on the California State PTA website at capta.org, the National PTA website at pta.org and the Reflections Packet sent to presidents in the service mailing.
- Develop a Reflections Program planning calendar using council and district PTA due dates; identify key steps to meet the calendar due dates. (Note that this program runs early in the school year for local units; therefore athletic events may need to be taken into consideration when planning the calendar.)
- Submit a Reflections Program budget to the budget committee for approval.
- Explain the Reflections Program to the principal and school staff; encourage their support and participation. Inform parents and community members. Share information about the Reflections Program at a PTSA meeting, share examples of last year’s entries and have current entry forms and rules available for distribution.
- Publicize the Reflections Program, theme and due dates in the school or PTSA newsletter. The local newspaper or cable TV station also could be contacted for publicity.
- Follow guidelines from council and district PTA regarding the number of entries that may be submitted. Adhere to council and district PTA due dates
- Make certain each entry meets all judging criteria with regard to size, mounting, etc.
Comfort Closet Chair
- Work with school counselor to check inventory, needs, and communication for the Comfort Closet drive, ensuring that all of our students have basic care items available
Founders' Day Chair
- Work with the PTSA president to create the vision for the event, schedule and lead meetings aimed to plan and execute the event
- Work as a team to plan and execute the Founders' Day celebration
Holiday Shoppe Chair
- Help plan, organize and shop for items for the RV & WG Holiday Shoppe programs (this is not a fundraiser)
Jog-A-Thon Chair
- Help execute the annual Jog-A-Thon by coming up with a theme and helping to organize the fundraiser
- Execute the JAT Assembly later in the year recognizing our school community's efforts to reach our goal
Red Ribbon Week Chair
- Work with the school principal and/or counselor to schedule week activities
Science Night Chair
- Help plan and organize the annual Science Night event
JEDI Chair
- Help the board evaluate PTSA programs, fundraisers, and communications through the lens of Justice, Equity, Diversity & Inclusion
- Educate the community on issues pertaining to JEDI
Spirit Wear Chair
- Plan and create spirit wear for the school year
- Maintain inventory and sales of spirit wear
- Work with other program and event chairs to utilize spirit wear and run booths at events
Website Coordinator
- Maintain and upkeep riaptsa.com, its calendar and registrations
- Serve on the Communications Committee
Garden Club Chair
- Work with the school, community partners, and RIA families to maintain gardens at both campuses
Fall Festival / International Fair Chair
- Help plan, organize, and execute either of our largest school community events
- Align the various aspects of the event to our school's and PTSA's mission and goals
- Collaborate with other chairs to ensure maximized potential
Upcoming Events
- Wednesday, November 20
- Friday, November 22
- Monday, November 25
- Tuesday, November 26
- Wednesday, November 27
- Thursday, November 28
- Friday, November 29
- Monday, December 2
- Tuesday, December 3
- Wednesday, December 4