PTA Job Descriptions

 

pta job descriptions

pta job descriptions

President

  • Entrusted to keep the PTA board and membership clearly focused on the PTA’s mission statement.
  • Oversees PTA unit organization, meetings, membership, governance, elections, programs, member training, finances, advocacy
  • Responsible for coordinating the work of officers, board, and committees of the PTA
  • Prepares agenda for and presides over board and general PTA Meetings
  • Communicates on behalf of the PTA to the school community through meetings, emails, website, social media, newsletters, and other vehicles
  •   Works closely with the principal to plan and coordinate activities
  • Serves on the school’s SBLT (leadership) Team

 

Vice President

  • Entrusted to assist the PTA board and membership clearly focused on the PTA’s mission statement
  • Performs specific duties, as provided for in the bylaws
  • Assumes responsibilities for duties designated by the president
  • Represents the president in his or her absence, or upon request
  • Presides over the Nominating Committee
  • Presides over the Audit Committee

 

Secretary

  • Entrusted to enhance communication between the various committees of the PTA
  • Records minutes of PTA meetings, with special attention given to motions (recorded exactly as stated) and action taken
  • Keeps secure the official, permanent PTA records, including all originals of approved minutes
  • Maintains a copy of current bylaws and standing rules
  • Maintains membership list
  • Brings the following items to all scheduled meetings: minutes of previous meeting, copies of previous treasurer’s report, list of unfinished business to be discussed, agenda, current bylaws and standing rules, current membership list, list of committee chairs, materials for notes and minute taking
  • Maintains all PTA correspondence, including incoming and outgoing communications with members and notifications for all meetings
  • Presides over the Membership Committee

 

Treasurer

  • Entrusted to manage and oversee the financial dealings of the PTA in a fair, moral, legal, and ethical manner
  • Ensures that the PTA’s financial records are reviewed according to the bylaws before assuming duties
  • Ensures that there are three signatures on file at the bank, including both treasurer and president, as well as one additional officer, as an alternate
  • Writes checks, obtaining two signatures for every check written
  • Collects all money from persons delegated to collect or raise funds during a local unit activity, and providing a written receipt for those funds
  • Deposits all money in the name of the local unit in a bank account approved by the board
  • Maintains an accurate record of all receipts and disbursements
  • Reconciles monthly bank statements
  • Obtains authorization from the board before writing a check or spending money
  • Remits, by check, all authorized bills and statements as prescribed in the bylaws
  • Submits a written financial statement at each board and each general membership meeting
  • Chairs the Budget Committee and prepares the annual budget as prescribed in bylaws
  • Reports income and expenses as compared with the budget
  • Prepares an annual report to be used in review PTA financial records
  • Prepares any documents required by law for the IRS

 

Advocacy Chair

  • Entrusted to advocate on Lincoln’s behalf the needs of every child in the school
  • Develops and organizes meetings, activities, and programs to futher the goals and purposes of the PTA.
  • Improves communications and relationships with between school staff and families on health and educational programs
  • Presides over the following sub-committees: Communications & Public Relations, VSN, Magnet Programs & Exceptional Children,  and SBLT
  • Provides notice of all meetings to all committee members, including the PTA president
  • Works closely with other committee chairs, and collaborates efforts, so that duplication will be avoided and programs and projects will be strengthened by new ideas and manpower
  • Prepares committee reports for meetings
  • Seeks member and board approval before taking any action, including distribution of public notices

 

Fundraising  Chair

  • Entrusted to work carefully with the Treasurer to ensure that the financial dealings of the PTA in a fair, moral, legal, and ethical manner
  • Presides over the following sub-committees:  Fundraising, Grants, and Membership
  • Provides notice of all meetings to all committee members, including the PTA president
  • Works closely with other committee chairs, and collaborates efforts, so that duplication will be avoided and programs and projects will be strengthened by new ideas and manpower
  • Prepares committee reports for meetings
  • Seeks member and board approval before taking any action, including distribution of public notices

 

Academic Support & Enrichment Programs Committee Chair

  • Entrusted to advance the quality of academic and enrichment programs at Lincoln
  • Presides over the following sub-committees: Volunteer, Hospitality/Family Involvement, and Reflections
  • Provides notice of all meetings to all committee members, including the PTA president
  • Works closely with other committee chairs, and collaborates efforts, so that duplication will be avoided and programs and projects will be strengthened by new ideas and manpower
  • Prepares committee reports for meetings
  • Seeks member and board approval before taking any action, including distribution of public notices

 

Audit  Committee Chair

  • Entrusted to ensure that financial reviews are done in a proper manner, in accordance with Article 11 of the NCPTA Bylaws.
  • Provides notice of all meetings to all committee members, including the PTA president
  • Works closely with other committee chairs, and collaborates efforts, so that duplication will be avoided and programs and projects will be strengthened by new ideas and manpower
  • Prepares committee reports for meetings
  • Seeks member and board approval before taking any action, including distribution of public notices
  • Resides over the financial reviews, as set forth in Article 11 of the NCPTA Bylaws.  Financial reviews include monthly review, and an annual review of Treasurer’s books, during the summer

 

Budget Committee Chair

  • Entrusted to create a fair, realistic, balanced budget that properly meets Lincoln’s current and future needs
  • Chaired by the Treasurer
  • Provides notice of all meetings to all committee members, including the PTA president
  • Works closely with other committee chairs, and collaborates efforts, so that duplication will be avoided and programs and projects will be strengthened by new ideas and manpower
  • Prepares committee reports for meetings
  • Seeks member and board approval before taking any action, including distribution of public notices

 

Nominating  Committee Chair

  • Entrusted to find current and future leaders, who are forward-thinking, talented, motivated, and responsible, to serve  as officers and committee chairs for Lincoln’s PTA
  • Presided over by Vice President, who also serves as Nominating Committee Chair
  • Assures that the committee is comprised of no fewer than three members, two of which must currently serve on the board, but cannot include the PTA president or the principal; one member must not serve on the board
    • Prepares a slate of nominees for officers of the PTA for the coming year, prior to the last general membership meeting of the year, and places the nominees for officers of the PTA at the last general meeting of the year
    • Assures that the election is conducted as provided by Section 6.2 of the NCPTA Bylaws

Communications & Public Relations Sub-Committee Chair

  • Entrusted to keep open and to improve the channels of communication between the PTA, students, parents, staff, and the administration at Lincoln.
  • Meets on an as-needed basis, and reports findings back to Advocacy Chair
  • Focuses on improving communications between parents, staff, and the communication, with a special focus on newsletters, connect eds, social media, website, calendar, yahoo groups, newspaper, and PTA award

 

VSN, Magnet Programs & Exceptional Children Sub-Committee Chair

  • Entrusted to maintain and improve the relationships and communications between the PTA board and the VSN programs, magnet programs, and Exceptional Children Program
  • Meets on an as-needed basis, and reports findings back to Advocacy Chair
  • Focuses on communication between the VSN programs, magnet programs, and Exceptional Children Program, to ensure that the needs of all students are properly represented by the PTA

 

Site-Based Leadership Team Sub-Committee

 

Fundraising Sub-Committee Chair

  • Entrusted to manage and oversee the various fundraising projects that give life to the PTA’s ability to create and enhance Academic Support & Enrichment Programs
  • Meets on an as-needed basis, and reports findings back to Business & Finance Chair
  • Organizes and manages events, publicity, and volunteers pertaining to fundraising events
  • Works closely with the Volunteers Sub-Committee to insure accurate help for all fundraisers
  • Regularly meets with Fundraising Representatives, to assure that individual fundraisers are on track
  • Assists with the plans for fundraisers, including, but not limited to City Treasure, World’s Finest Chocolate, Innisbrook, Dutch Mill Bulbs, book fairs, “silent money”, and Spiritwear

 

Grants Sub-Committee Chair

  • Entrusted to proactively look for opportunities for funding that will enhance Academic Support & Enrichment Programs, and to work carefully with potential recipients of the funding to ensure that they are motivated and prepared to receive the funding
  • Meets on an as-needed basis, and reports findings back to Business & Finance Chair
  • Searches, coordinates, and assists in writing grants and other funding projects for the PTA

 

Membership Sub-Committee Chair

  • Entrusted to create and implement strategies to increase the membership of Lincoln’s PTA
  • Presided over by the Secretary, who also serves as Membership Sub-Committee Chair
  • Meets on an as-needed basis, and reports findings back to Business & Finance Chair
  • Plans and coordinates activities to generate membership in the PTA
  • Collects membership fees and turns them over to the Treasurer
  • Records membership with NCPTA on a timely basis
  • Ensures that membership cards are handed out on a timely basis

Volunteer Sub-Committee Chair

  • Entrusted to create, increase, manage, and communicate with the volunteer base at Lincoln, in order to 1) find a fulfilling position for anyone who wishes to join in volunteering at Lincoln, and 2) fill the volunteer staffing needs of the PTA
  • Work with the staff of the main office to ensure that all volunteers have proper Guilford County School clearance
  • Meets on an as-needed basis, and reports findings back to Academic Support & Enrichment Programs Committee Chair
  • Secures volunteers and coordinates volunteer schedule for Main Office, in consultation with the school secretary.
  • Recruits volunteers for PTA committees and sub-committees, and forwards names to the appropriate chair
  • Compiles Lincoln’s monthly volunteer hours and forwards them to the county office
  • Works very closely with the Phone Tree Reps  to help recruit last-minute volunteers for a specific project
  • Promotes and encourages volunteerism in the school
  • Oversees Staff Appreciation Lunches

Hospitality/Family Involvement Sub-Committee Chair

  • Entrusted to create, implement, and manage programs that enrich the lives of Lincoln students, by involving family and friends in the Lincoln experience
  • Meets on an as-needed basis, and reports findings back to Academic Support & Enrichment Programs Committee Chair
  • Focuses on programs that promote and encourage family interaction inside the school
  • Plans and executes programs including, but not limited to, ice cream socials, open houses, opening day activities, MALE, magnet program open houses, “Friendly Night”, Welcome Committee, and volunteer appreciation events

 

Reflections Sub-Committee Chair

  • Entrusted to coordinate, advertise, and manage the National PTA Reflections art contest.
  • Meets on an as-needed basis, and reports findings back to Academic Support & Enrichment Programs Committee Chair
  • Secures judges for the contest
  • Attends training provided by Guilford County PTA

Audit Committee Representative

  • Entrusted to ensure that financial reviews are done in a proper manner, in accordance with Article 11 of the NCPTA Bylaws.
  • Works with Audit Committee Chair to perform monthly financial reviews, and an annual review of Treasurer’s books, during the summer

Budget Committee Representative

  • Entrusted to work with the Budget Committee Chair to create a fair, realistic, balanced budget that properly meets Lincoln’s current and future needs

Nominating Committee Representative

  • Entrusted to work with the Nominating Committee Chair to find current and future leaders, who are forward-thinking, talented, motivated, and responsible, to serve as officers and committee chairs for Lincoln’s PTA

 

Membership Committee Representative

  • Entrusted to assist the Membership Su-Committee Chair in creating and implementing strategies to increase the membership of Lincoln’s PTA
  • Assists with planning and coordinating activities to generate membership in the PTA
  • Helps collect membership fees and turns them over to the Treasurer

 

Newsletter Representative

  • Entrusted to proactively seek  information that will be beneficial to the Lincoln community, to gather the facts, to write them in a clear and concise manner, and to publish the information in Lincoln’s PTA newsletter
  • Works closely with and reports issues to Communications & Public Relations Sub-Committee Chair
  • Compiles information from various clubs, teachers, athletic programs, PTA members, and the Principal, for inclusion in the weekly newsletter
  • Edits and publishes weekly newsletter on PTA website on a timely basis
  • Prints and distributes a copy of the newletter to parents who do not have internet access
  • Works closely with the Social Media Representative to highlight stories and issues relevant to the Lincoln community

 

Social Media Representative

  • Entrusted to advance the use of social media to communicate with the world the Lincoln Experience
  • Works closely with and reports issues to Communications & Public Relations Sub-Committee Chair
  • Maintains and frequently updates PTA Facebook and Twitter accounts
  • Works closely with the Newspaper Representative to highlight stories and issues relevant to the Lincoln community

 

Website Representative

  • Entrusted to manage Lincoln’s PTA website in a professional manner, and to insure that all content is appropriate and accurate, to the best of your ability
  • Works closely with and reports issues to Communications & Public Relations Sub-Committee Chair
  • Maintains the PTA website on a frequent basis
  • Moderates articles, reviews content, approves new members as needed
  • Maintains the integrity of the PTA image on the PTA website, by insuring that pictures, weblinks, and other content are In keeping with PTA principles
  • Works closely with Calendar Representative to ensure accurate and timely distribution of information on the website calendar
  • Protects login and other sensitive information entrusted to him or her

 


Calendar Representative

  • Entrusted to proactively collect information from various departments of Lincoln, to insure that school events are listed on the PTA calendar in an accurate and timely manner
  • Works closely with and reports issues to Communications & Public Relations Sub-Committee Chair
  • Maintains the PTA calendar on a frequent basis
  • Works closely with Website Representative to ensure accurate and timely distribution of information on the website calendar
  • Protects login and other sensitive information entrusted to him or her

 


Forum Moderators

  • Entrusted to maintain the flow of civil conversation between participants of www.theacademyatlincoln.com ‘s forum.
  • Verifies that the participants are members of the Lincoln Community (teachers, administrators, parents, and students only)
  • Ensures that conversation topics are relevant to the Lincoln Community, and do not include any reference to religion or politics.
  • Politely warns participants who are in violation of the terms of service
  • Suspends participants who continue violating terms of service, after a polite warning
  • Bans participants who continue violating terms of service, after a polite warning, and a suspension.

 

VSN Directory

  • Entrusted to create and maintain the VSN parent contact information and database
  • Coordinates, edits, and distributes VSN parent contact information to appropriate parties

 

Newspaper Representative

  • Entrusted to write articles for or otherwise promote Lincoln events that are of interest to the general public
  • Communicate any needs best suited by other media to the party responsible for that area
  • Works closely with and reports issues to Communications & Public Relations Sub-Committee Chair
  • Develop contacts with local newspaper and other news outlets

 

PTA Awards Representative

  • Entrusted to gather nominations and prepare written recommendations and submissions for the annual Guilford County PTA Awards
  • Works closely with and reports issues to Communications & Public Relations Sub-Committee Chair

Global Studies Representative

  • Entrusted to work closely with the VSN, Magnet Programs & Exceptional Children Sub-Committee Chair to plan, promote, advertise, and implement programs that support students and teachers participating in the Global Studies Program
  • Promotes Lincoln’s Global Studies, by initiating contact, establishing relationships, communicating with and working with elementary feeder schools for this program

 

Performing Arts Representative

  • Entrusted to work closely with the VSN, Magnet Programs & Exceptional Children Sub-Committee Chair to plan, promote, advertise, and implement programs that support students and teachers participating in the Performing Arts Program
  • Promotes Lincoln’s Performing Arts, by initiating contact, establishing relationships, communicating with and working with elementary feeder schools for this program

 

Elementary VSN Representative

  • Entrusted to work closely with the VSN, Magnet Programs & Exceptional Children Sub-Committee Chair to plan, promote, advertise, and implement programs that support students and teachers participating in the Elementary VSN Program
  • Promotes Lincoln’s Elementary VSN Program in the community

 

Middle School VSN Representative

  • Entrusted to work closely with the VSN, Magnet Programs & Exceptional Children Sub-Committee Chair to plan, promote, advertise, and implement programs that support students and teachers participating in the Middle School VSN Program
  • Promotes Lincoln’s Middle School VSN, by initiating contact, establishing relationships, communicating with AL/AG teachers in elementary feeder schools for this program

Exceptional Children Representative

  • Entrusted to work closely with the VSN, Magnet Programs & Exceptional Children Sub-Committee Chair to plan and implement programs that advocate the needs of Exceptional Children
  • Serves as the contact and coordinator for parents with Exceptional Children in the school.
  • Attends training for parents and informs parents of Exceptional Children of information obtained.

Fundraising Representatives

  • Entrusted to proactively plan, prepare, advertise, and implement a fundraiser to the very best of your ability, within guidelines given by the Fundraising Sub-Committee Chair
  • Works closely with, meets regularly with, and reports issues to Fundraising Sub-Committee Chair
  • Clears all promotions with the fundraising representative (who works for the company that sponsors the fundraiser)
  • Regularly meets with Fundraising Sub-Committee Chair, to assure that the fundraiser is on track, that adequate resources have been identified, and that volunteers are committed

 

(fundraisers, needing reps for 2011-2012: City Treasure Cards, World’s Finest Chocolate, Innisbrook, Dutch Mill Bulbs, Scholastic Book Fair, Friendly Night (in conjunction with Mrs Sheffield and  Barnes and Noble Night), Cardinal Lane Book Fair, Boxtops/Campbell Soup Labels/Coke Rewards, VIC/MVP/Target, Spiritwear, Spirit Wednesdays, Chick-Fil-A and Cici’s Pizza Nights)

 

Phone Tree Representatives

  • Entrusted to proactively communicate with volunteers regarding opportunities for their involvement
  • Work closely with the Volunteer Sub-Committee Chair to call or otherwise contact volunteers on an as-needed basis

 

Office Volunteer Representative

  • Entrusted to coordinate specific volunteer needs of the Main Office
  • Work closely with the Volunteer Sub-Committee Chair

 

Beautification Volunteer Representatives

  • Entrusted to proactively plan, secure volunteers, and coordinate the beautification of exterior areas of the school campus; works with the school staff to organize workday(s)
  • Searches for new ways to cost-effectively make Lincoln’s campus more welcoming

GoFAR (Go Out For A Run) Fitness/Health Representative

  • Entrusted to create, advertise, develop, and implement a GoFAR program for Lincoln
  • Works with outside resources to promote the goals of GoFAR

5th Grade Representative

  • Entrusted to proactively plan, secure volunteers, and implement the 5th grade graduation, 4th and 5th grade pool parties, and end-of-year celebrations for 4th and 5th grades

8th Grade Representative

  • Entrusted to proactively plan, secure volunteers, and implement  the 8th grade graduation, middle school awards ceremonies, dances, and end-of-year celebrations

 

Teacher Support Representative

  • Entrusted to specifically communicate with teachers regarding their volunteer needs, and communicating thoses needs to the Volunteer Sub-Committee Chair
  •  proactively recommends programs that would assist teachers

 

Staff Appreciation Lunches

  • Entrusted to plan, secure volunteers, and coordinate the teacher appreciation events, including, but not limited to lunches, and Teacher Appreciation Week events
  • Works closely with the Volunteer Sub-Committee Chair to coordinate and implement staff support events

Ice Cream Social Representative

  • Entrusted to plan, secure volunteers, coordinate, and implement the back-to-school ice cream socials
  • Works closely with the Hospitality & Family Involvement Sub-Committee Chair

Open Houses Representative

  • Entrusted to plan, advertise, secure volunteers, and implement various open houses in a manner which shows Lincoln’s full academic and cultural experience
  • Works closely with the Hospitality & Family Involvement Sub-Committee Chair to plan the August, February (6th Grade), VSN, and Magnet School Open Houses

Friendly Night Representative

  • Entrusted to work closely with Lincoln’s Barnes & Noble Representative and Chick-Fil-A Representative, as well as various other stores to create a multiple-store event at Friendly Shopping Center
  • Plans, secures volunteers, advertises, and implements Friendly Night
  • Works closely with the Hospitality & Family Involvement Sub-Committee Chair

First Day of School & Welcoming Committee Representative

  • Entrusted to plan, secure volunteers, and implement a welcoming experience for new families and students on the opening day of school.
  • Works closely with the Hospitality & Family Involvement Sub-Committee Chair
  • Creates  an inviting atmosphere to new students and their families on Opening Day of School and throughout the year, as new students enroll at Lincoln

Volunteer Appreciation Representative

  • Entrusted to plan, advertise, secure volunteers, and implement volunteer appreciation programs to let our fellow volunteers know how important they are
  • Works closely with the Hospitality & Family Involvement Sub-Committee Chair to create an inviting atmosphere for volunteers

Men Advocating Lincoln’s Education (MALE) Representative

  • Entrusted to create challenging and innovative programs to involve the participation of male PTA members in the school
  • Creates a sense of welcoming and trust for male involvement in the PTA
  • Works closely with the Hospitality & Family Involvement Sub-Committee Chair to encourage male participation
  • Works with school office staff to ensure that all MALE Program volunteers have proper clearance through the Guilford County School system
  • Promotes and encourages volunteerism in the school
  • Plans, secures volunteers, and implements MALE events

3 Responses to PTA Job Descriptions

  • Pingback: Help Wanted! Volunteer Opportunities | Academy at Lincoln PTA

  • Jules Stewart says:

    I am a parent of a new 6th grader at Lincoln. I am interested in joining the PTA as well as serving. I was wondering if the Volunteer Sub Committee Chair position listed on the website is still open? If so, I would love to find out more about what is involved, aside from the duties listed. You can reach me via this email address or by calling/texting my mobile @ 430-7910

    Thanks,
    Jules Stewart

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