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 at PTSA board and association meetings
• Serves as the official contact, communicator and representative of the PTSA
• 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 his or her 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

• 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
• Meet with communication board members (President, newsletter editor, website manager, etc.) to develop a communications plan.

 

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