Job Descriptions: PTSA Executive Board
Interested in being part of an awesome PTSA team next school year? We are looking for passionate, active members of the Mercer community who would be willing to serve – please see below for the positions and position descriptions. Please send an email to [email protected] to indicate your interest.
All Board Members
1. Update notebooks for smooth transition to new board
2. Update all pertinent documents on the team’s Google drive
3. Attend district, state and national PTA training, meetings and forums, as schedule permits.
4. Provide any necessary updates for weekly announcements
President
Time commitment is approximately five hours per week.
1. Preside at all meetings of the association.
2. Coordinate the work of the officers and committees of this local association in order that the purposes may be promoted.
Vice President, Communications
Time commitment is approximately 6 hours per month.
Vice President, Events
Time Commitment is approximately 5 hours per week, during events and peak time.
Vice President, Fundraising
Time commitment is approximately 1 hour per week.
Secretary
Time commitment is approximately 3 hours per month.
Treasurer
Time commitment is approximately 5 hours per month.
All Board Members
1. Update notebooks for smooth transition to new board
2. Update all pertinent documents on the team’s Google drive
3. Attend district, state and national PTA training, meetings and forums, as schedule permits.
4. Provide any necessary updates for weekly announcements
President
Time commitment is approximately five hours per week.
1. Preside at all meetings of the association.
2. Coordinate the work of the officers and committees of this local association in order that the purposes may be promoted.
- Treasurer:
- Ensure three board members listed on bank account and two signatures are on each check.
- Work with treasurer to submit VA PTA dues by designated due dates.
- Work with treasure to ensure 990N is submitted on time to IRS.
- Ensure Treasurer submits audit and necessary paperwork to VaPTA to keep unit in good standing.
- Be aware of due date for PTSA insurance renewal for board members and renew insurance.
- Submit local unit officers’ form and verification of the local unit’s employer identification number (EIN) to the state office immediately upon the election of officers and no later than June 15 annually.
- Perform such other duties as may be prescribed in these bylaws or assigned by the association.
- Serve as an ex-officio member of all committees of this local association, except the nominating committee.
- Act as liaison between parents, principal, and staff.
- Recruit PTSA committee chairs.
- Collaborate with the board to create annual PTA budget.
- Collaborate with principal to create annual school calendar.
- Speak at Back to School Night, PTSA general meetings, and other association events.
- Read and abide by unit by-laws.
- Become familiar with follow Roberts Rules of Order.
- General membership approval is necessary for expenses above $300 and changes in budget line items.
- In partnership with the treasurer, receive and distribute all incoming mail to the proper individuals, in a timely manner.
- Prepare an outline agenda for association and executive board meetings, detailing all agenda items.
- Attend district, state, and national PTA training, meetings, and forums, as schedule permits.
Vice President, Communications
Time commitment is approximately 6 hours per month.
- Act as aide to the president.
- Answer and forward, to the appropriate officer, any correspondence received.
- Review, edit, and respond to all external and internal communications from and to the association.
- Responsible for promoting, managing, and updating all social media functions (Facebook, Instagram, Twitter, etc.).
- Responsible for maintaining and updating association website.
- Solicit input from the Executive Board and submit weekly announcements for the school newsletter.
- Responsible for advertising all fundraising campaigns.
- Support all communication and outreach efforts related to family engagements and meetings.
- Create a mailing list for all parents, to use for various outreach efforts.
- Perform other delegated duties as assigned.
Vice President, Events
Time Commitment is approximately 5 hours per week, during events and peak time.
- Communicate, coordinate and assist in running all non-fundraising events.
- Work with school administration, suppliers, and other parties to facilitate and manage events.
- Maintain the calendar containing an accurate schedule of all events.
- Act as aide to the president.
- Perform the duties of the president in the absence or inability of the officer to act.
- Serve as volunteer coordinator and be responsible for soliciting, coordinating, and arranged for volunteers to monitor all association and middle school sponsored events, as well as maintaining a volunteer database or file.
- Ensure that school and association events are properly planned, staffed, and executed.
- Perform other delegated duties as assigned.
- Support efforts related to planning and executing family engagement events.
- Update/create event reports for all events.
Vice President, Fundraising
Time commitment is approximately 1 hour per week.
- Act as aide to the president.
- Coordinate and assist in running all fundraiser committees.
- Perform other delegated duties as assigned.
- Support efforts, objectives and strategies related to fundraising.
- Oversee the community partnerships with the association.
- Coordinate fundraising events.
- Recruit a committee to assist in collection, counting and submitting to appropriate companies.
- Prepare fundraising relevant information for parents, newsletters, website, list serves etc.
- Organize contests to motivate the students.
- Develop relationships with additional community partners for donations and sponsorships.
- Develop a sponsorship program, ensuring sponsors receive thank you letters and all agreed upon benefits (e.g. product placement, advertisements, etc.).
- Spirit Wear – work with Spirit Wear vendor to update merchandise and open the store three times per year (Sept, Nov, Feb)
Secretary
Time commitment is approximately 3 hours per month.
- Record the minutes of all meetings of the local association and distribute them in a timely manner.
- Keep the official copy of the local unit’s bylaws in his/her files.
- Perform other delegated duties as assigned.
- Send reminder emails to board members prior to each meeting with meeting agenda and minutes from previous meeting attached.
- Make copies of minutes from the last board meeting for distribution (and approval) for board meetings.
- Submit approved minutes to the Treasurer, submit to VP Communications for inclusion on website and posting on association bulletin board.
- Attend executive board meetings, participate in discussions and decision-making, take minutes for preparation and distribution to the other officers.
- Maintain a complete file of all approved minutes, agendas, and materials distributed at any official association meeting.
Treasurer
Time commitment is approximately 5 hours per month.
- Have custody of all funds and finances of the local association.
- Keep a full and accurate account of receipts and expenditures, in a binder organized by month and in-order.
- Make disbursements as authorized by the president, executive board, or general membership in accordance with the budget adopted by the general membership.
- Have checks or vouchers signed by two (2) officers, preferably the treasurer and the president.
- Present a written financial statement at every meeting of the local association and at other times when requested by the executive board.
- Prepare an annual financial report at the close of the fiscal year.
- Have the accounts examined according to the auditing procedures outlined in the bylaws.
- Submit a copy of the fiscal year-end audit report to the Virginia PTA state office within fifteen (15) days following the adoption of the audit by the membership.
- Submit a 990N, 990EZ, or 990 form per IRS regulations. A copy of this form shall be sent to the Virginia PTA state office within fifteen (15) days of filing.
- Remit by November 1 to the Virginia PTA state office, state and National PTA dues for memberships received prior to November 1. Remit by March 1, dues for memberships received after November 1. Remit by June 30, dues for memberships received after March 1.
- Perform other delegated duties as assigned.
- Pay bills and reimbursements as required.
- Collaborate with the president to generate the annual association budget.
- Coordinate petty cash boxes for events.
- Reconcile the association’s bank account every month and have PTA members review and sign-off on the reconciliation.
- Know renewal date for PTSA insurance for board members and renew insurance.
- Upload new members to Membership database (that joined via paper application – usually teachers).
- Provide monthly reports from Membership Database to Board regarding numbers of members (Parents, Teachers, and Students).