PTA Job Descriptions

Not sure which PTA board position is a good match for you? Use these descriptions to help you select the perfect job for your talents and availability.

President:

  • Duties: Coordinate the work of officers and committees of the association in order that the purposes may be promoted.
    Preside at all meetings of the association and the executive board
    Be a member ex officio of all committees except the nominating committee.
    Appoint the parliamentarian, the chairmen and members of committees, subject to the ratification of the executive board.
    Prepare the list of association officers and chairmen required for directory data and submit through channels as directed by council.
    Sign all authorizations for payment as required by the executive board or association.
    Be responsible for preparing the association annual report required by the California State PTA.
    Be the official representative of the association at council and district meetings.
    Have all newsletters, flyers and/ or notices approved by the principal, prior to distribution.
    Have all contracts and/or legally binding documents approved by the association, prior to signing a contract along with another elected officer.
    Be authorized to sign checks, and not be related by blood or marriage or reside in the same households as the other authorized signers for the association’s financial accounts.

Executive Vice President:

  • Summary: The most important roles of the EVP are to assist the president and to be prepared to perform the duties of the president in case of absence/disability.  The EVP should be familiar with the duties of each committee chairperson and be able to provide guidance on policies and procedures (become familiar with CAPTA Toolkit, bylaws, etc.).  The EVP should also help facilitate smooth transitions with incoming officers and committee chairs.
  • School visits: Attend monthly PTA meetings, PTA sponsored functions, and as needed to support committee chairs
  • Time Commitment: A few hours a month, more or less- depending on what events are going on at the time

Treasurer

  • Summary: Responsible for keeping the PTA accounting on Quick Books. Write check for the expenses, run monthly financial reports for PTA members at the meeting. Organize the books for the audit.
  • Computer skill requirement: Quick Book knowledge helpful but will train, very easy to learn. Use of excel, word, and adobe would be helpful. Photo copy, scan and etc.
  • Visits to school: Once a week to meet with president to write checks and get signatures. Attend PTA/Association meeting, about once a month during school year. Maybe once in summer for planing/budget meeting.
  • Time Commitment: 2 to 4 hours a month, depends on events. If you do weekly, maybe 1 to 2 hours a week.

Financial Secretary

  • Summary: Responsible for counting checks and receiving monies from PTA fundraisers. Money has already been counted by other people and needs to be re-counted and confirmed and recorded and deposited in Bank.
  • Computer skill requirement: Standard – need to keep records, photocopy/scan checks (School copier/scanner available). PayPal.com account familiarity a bonus but tutoring available.
  • Visits to school: Once a week at beginning of school and during Jogathon / Spring Fundraiser, otherwise only sporadic / as needed. Visits are quick – just to pick up deposits and drop off reports.
  • Other visits: Deposits to First Bank in Ralphs center at Culver & Walnut.  Otherwise, all work done at home.
  • Time Commitment – during fundraising times (beginning of school year, fundraisers) can be heavy, but light the rest of the year. PTA meetings monthly.

Secretary

  • Summary:  The recording secretary takes notes at the meetings and records any motions or votes. These notes are used for audit purposes, and for reference at future meetings.  The recording secretary also acts as a second signature to the Treasurer on all Warrants (check requests) written by the Treasurer as part of “checks and balances” procedure.
  • School visits:  The recording secretary visits the school once or twice per month, depending on how many PTA Meetings are scheduled
  • Time Commitment: 2 hours per month if (1) meeting or 4 hours per month if (2) meetings.  Meetings are typically one hour.  The Recording Secretary would spend an additional hour or less typing the notes into a document that would be presented at the next meeting. The signing of warrants with the Treasurer usually happens during the meetings, so this requirement doesn’t require extra time.

Auditor

  • Summary: The purpose of an audit is to:
    Determine the accuracy of the books and records of the financial officers; Detect and recommend correction of errors; Protect the financial officers and relieve them of responsibility except in case of fraud; Assure the membership that the association’s resources and funds are being managed in a businesslike manner within the regulations established for their use.
  • School visits: Books must be audited semi-annually; so attend one executive and association PTA meeting for each audit.
  • Time Commitment: The California State PTA recommends that the audit is completed within two (2) weeks after the completion of the term of office.

Historian

  • Summary: Captures, assembles and preserves record of activities and achievements of a PTA, Collects volunteer hours, Completes and submits the PTA Unit-Annual Historian Report to council/district PTA, Fills out Historian Summary Report and files copies, Displays or presents brief overview of PTA year at meeting near the end of the school year

IPSF Ambassador:

  • Summary: Responsible for distributing information from IPSF to College Park Elementary, nad to provide community input to IPSF, on your own behalf as well as on behalf of the school.
  • School visits: Two meetings per year.
  • Time Commitment: Two meetings per year, and passing on information sent from IPSF via email to the College Park families.