Positions Available
PTA President
Characteristics:
• Desire to serve the PTA, the school, and ultimately
the students
• Understanding of the organization’s mission
• Willingness to delegate tasks
• Good listening skills
• Effective communication skills
Responsibilities:
• Preside at general PTA meetings and executive board
meetings
• Serve as the primary contact to the principal and represent
the PTA at meetings of other groups, if needed
• Serve as an ex-officio member of all committees
• Retain all official records of the PTA
Typical Monthly Tasks:
• Prepare for and lead executive board meetings
• Prepare for and lead PTA meetings
• Review the treasurer’s report
• Have regular check-in meetings with the principal
• Thank volunteers for their efforts
Typical Annual Tasks:
• Finalize the activities calendar with the principal
• Set the schedule of monthly executive board meetings for the year
• Hold a committee chair orientation
• Update the signature cards at your PTA’s bank
• Double-check key organizational dates, including your PTA insurance policy renewal, incorporation with the state, and IRS
Form 990 or 990-EZ, if applicable
• Determine which officer and committee chair positions might need to be filled next year, and reach out for volunteers
Training and Resources:
• One-on-one with outgoing president
• PTO Today’s Leader’s Toolkit
• Articles about president topics
• Past files and examples
• Computer files
Characteristics:
• Desire to serve the PTA, the school, and ultimately
the students
• Understanding of the organization’s mission
• Good listening skills
• Effective communication skills
• Good computer skills
• Strong organizational skills
The secretary’s responsibilities include both record-keeping and
communications. Some PTAs divide the job into two positions, a
recording secretary and a corresponding secretary.
Recording Secretary Responsibilities:
• Prepare agendas for general meetings
• Record and distribute minutes of executive board meetings
and general meetings
• Maintain a complete file of all approved minutes, agendas,
and materials distributed at any official PTA meeting
Typical Monthly Tasks:
• Attend executive board meetings and participate in discussions
and decision making
• Record minutes of executive board meetings
• Prepare agendas for general meetings, as developed in the
executive board meeting
• Photocopy the minutes from the last general meeting for
distribution (and approval) at the upcoming general meeting
• Record minutes of general meetings and distribute them in a
timely manner
Typical Annual Tasks:
• Familiarize yourself with Robert’s Rules of Order, especially
the instructions about the content and format of an agenda
and minutes
• Set up a filing system at your house and on your computer
Secretary Training and Resources:
• One-on-one with outgoing secretary
• PTO Today’s Secretary’s Toolkit
• Articles about secretary topics
• Past files and examples
• Computer files
PTA Secretary
PTA Treasurer
Job Description
The PTA treasurer is the custodian of the parent group’s funds. The treasurer helps develop the budget, collects fundraising money, writes checks for purchases and reimbursements, tracks income and spending, makes financial reports, and organizes the books for annual audit. As a member of the executive board, the treasurer represents the parent group, and thus her actions reflect upon the reputation of the group and the school.
Characteristics
• Desires to serve the PTA, the school, and ultimately the students
• Computer literate—must know how to use Excel and MoneyMinder or be willing to learn
•Appreciates the value and power of a balanced budget
• Appreciates the value of a paper trail; willing to follow through on tight financial controls
• Honest, organized, and tenacious; not put off by paperwork, forms, documents, numbers
• “In touch” with school activities and PTA business, or wants to become in touch
• Understands that this role is the custodian of other peoples’ money
Time Commitment
• Board meeting monthly
•General PTA meetings monthly
•Most work can be done on your own schedule
Typical Monthly Responsibilities
•Post financial transactions to our financial system as they occur throughout month
• Create monthly PTA treasurer reports (transaction report, performance to budget report)
•Reconcile checkbook
• Write checks as needed (two signatures and proper paperwork required)
•Make deposits in a timely fashion, as needed
•Keep financial transaction forms available for all volunteers
•Preserve financial records, including invoices and control forms
Typical Annual Responsibilities
• Lead annual budget development process in August
•Present budget for approval at September PTA meeting
• File Form 990-EZ (annual IRS information return required for 501(c)(3) groups)
•Renew incorporation with the state
•Facilitate annual financial review (audit)
Training and Resources
• One-on-one with outgoing treasurer
•Articles about treasurer topics
•Past files and examples
•Computer files
•PTO Today Treasurer’s Toolkit
PTA Vice Presidents
Characteristics:
• Desire to serve the PTA, the school, and ultimately the students
• Understanding of the organization’s mission
• Good listening skills
• Effective communication skills
Responsibilities:
• Assist the president
• Perform the duties of the president if the president is absent or unable to serve
• Participate in executive board meetings and provide input for decisions
• Be an ambassador for the PTA and the school
Additional duties as defined in the PTA’s bylaws.
Common additional duties include:
• Oversee committees, train committee chairpeople, and act as a liaison between committee chairpeople and the executive board
• Oversee fundraising selection, planning, and evaluation
• Serve as a bylaws expert
• Be a liaison for new families
• Lead the annual membership drive
Typical Monthly Tasks:
• Participate in executive board meetings
• Participate in general meetings
Typical Annual Tasks:
• Familiarize yourself with Robert’s Rules of Order
• Familiarize yourself with the PTAs bylaws
• Other tasks as designated by the executive board
Training and Resources:
• One-on-one with outgoing vice president
• PTO Today’s Leader’s Toolkit
• Articles about vice president topics
• Past files and examples
• Computer files
