PTA Job Descriptions EXECUTIVE BOARD VP ROLES

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1 PTA Job Descriptions EXECUTIVE BOARD VP ROLES Co-Presidents Lead, motivate and coordinate with the Executive Board and PTA committees. Maintain close working relationships with the Principal and staff. Represent Riverside as delegates to PTA Council. Oversee all communication between the PTA and parents. Send weekly announcements to parents. Set agendas for Executive Board and General PTA meetings. Work closely with the school and VPs to manage a calendar of PTA funded initiatives. Maintain fiscal responsibility and overall financial well-being of the organization. Oversee distribution of staff gifts. Outgoing co-president acts as a member of the PTA Nominating Committee. Keep parents apprised of District legislative and budgetary issues. VP Afters/Student Programs Serves as Chair of the Afters Committee. Works with after school program administrator FLEX Academies in building and managing the PTA Afters program. Details include setting dates for the Afters sessions, recruiting teachers for involvement, and assigning classrooms for the various offerings. Oversees Winter Musical. Also coordinates additional sports insurance for EMP. Represents Riverside at PTAC Afters meetings. VP Class Parents Oversees the selection of Class Parents for each homeroom by grade level during the late summer and assembles and distributes class parent packet prior to the first day of school. Works in partnership during the year with the 5 th Grade Class Parent lead including conducting the class parent training session in September together. Provides information and support to Class Parents on class and school activities throughout the year. Oversees the Band Coordinator, Orchestra Coordinator, and Chorus Coordinators volunteers. Organizes activities for Staff/Teacher Appreciation week, for the teachers and staff (with help from 5 th Grade Class Parent lead and small committee). May provide some coordination with the Fall Fundraiser to help lead the communications to teachers and staff for the Grade level initiatives through the Class Parents. VP Communications & Technology Takes and distributes minutes for General PTA Meetings and Executive PTA Board Meetings. Coordinates with Website lead to update the Riverside PTA website, Sign-up Genius volunteer website, and Paypal sites. Works with Directory Coordinator to prepare and print School Directory. Works with RIVPTA.ORG Rep to run Membership Toolkit Website, including online directory, online membership drive and more. Helps coordinate Publicity and Photography at school events. Assists PEEK and Constant Contact Coordinators with weekly school newsletter (PEEK) review as well as communications. Oversees Digital Learning Environment Reps. 1

2 VP Community Serves as the representative to the PTA Board for the following committees: Art Display, Safety, Bulletin Boards, Playground/Recess, Mini Events, & Family Events (Boo Bash, Veterans Day). VP Education Serves as representative to the PTA Board for the following committees: ALP Building Representative, ALP Grade Level Representatives, Arts in Education, Arts Field Day, Riverside Rhythms, Science in Education, STEM Fair, Traveling Art Liaison, Academic Excellence, Math Marathon, Curriculum Night and Special Education. VP Family/District Liaison Serves as representative to the PTA Board for the following committees: Early Morning Program, ESOL Liaison, New Family Orientation, Hospitality, ROPES Wall of Respect, Educational Differences, and Fluoride Rinse. VP Fundraising Oversees all PTA fundraising activities by assisting committee chairs with program organization, budgeting and continuity. Evaluates overall effectiveness of PTA fundraising efforts and makes suggestions to the Board for program improvements and the addition or removal of specific fundraising programs. Serves as representative to the Board for the following committees: Book Fair, Pizza Bingo, Fall Fundraiser, PTA Membership, Riverside Run, School Apparel, School Photos and School Supplies. VP Health & Wellness Serves as the representative to the PTA Board for the following committees: Allergy, Garden, Green Schools, Beautification and Wellness. Oversees specific Wellness events such as the Fruit & Veggie Challenge, Fitness Challenge week and Allergy Awareness day. VP Teachers Acts as conduit for information, ideas and concerns between staff and PTA. Encourages teacher participation in PTA sponsored activities. Coordinates Volunteer Appreciation Reception. VP Treasury Prepares and maintains annual budget and presents monthly reports to Executive Board. Pays bills, monitors expenses, collects money from committees for deposit and performs monthly bank reconciliation. Ensures national PTA membership and insurance requirements are maintained. Works with accountant to prepare tax returns. Prepares 1099s and tax letters for PTA donations, and provides information to the Auditor/ Accountant. Oversees Assistant Treasurer, PayPal Website administrator, Auditing, Book Fair Treasurer, and Scholarship. 2

3 Core Standing Committees & Key Roles Supporting the VP Positions AFTERS Winter Musical - Coordinates all efforts surrounding the Winter Musical or Improv program including managing our outside production company, recruiting parent volunteers, managing the budget and securing all appropriate vendors to support the Winter Musical. Afters Committee Work with VP of Afters to implement Afters programs including course selection, scheduling, space assignment, communications, payments and other general coordination. CLASS PARENTS Orchestra Coordinator - Responsibilities include assisting orchestra director in developing winter and spring concert brochures, organizing parent communication, gift collection and coordinating volunteers and other arrangements as needed. Ensure director is properly thanked. Band Coordinator - Responsibilities include assisting band director in developing winter and spring concert brochures, organizing parent communication, gift collection and ensuring director is properly thanked. Chorus Coordinators - Assists chorus director in coordinating concert performances outside of Riverside School, develops concert programs, contacts parents in the event of sudden rehearsal cancellations, plans year-end party, gift collection and ensures that teacher is properly thanked. Staff Appreciation Week Coordinators Work in partnership with the VP of Class Parents and the 5 th Grade Class Parent lead to help coordinate and run the two main events during Staff Appreciation Week (Smoothie Day and Teachers Luncheon). 5 th Grade Class Parent Lead 5 th Grade Class Parent Coordinator who helps organize and lead the 5 th Grade Class Parents in supporting all the 5 th Grade specific events throughout the year. Partners with the VP of Class Parents to support the initial Class Parent Orientation and provides a back-up to the VP of Class Parents if needed. 3

4 CLASS PARENT RESPONSIBILITIES: For grades K-4, 2 class parents are needed for each class to serve as liaisons between the school and home. Attend Class Parent Orientation in September to review role and responsibilities. Host a class coffee at the beginning of the year for parents in your class. Provide a PTA welcome in your classroom during Open House and encourage families to join the PTA. Coordinate parent volunteers to help with PTA-sponsored activities such as the Book Fairs, Staff Appreciation Week, Boo Bash, Pizza Bingo, Riverside Run, etc. Help promote and recruit volunteers for Safety Duty to cover the 15 minute morning drop-off. Assist and/or recruit parent volunteers for your classroom s teacher with class activities such as field trips, parties and Friday folders (depends on the teacher). Forward PTA related messages. Organize teacher gifts for the holidays and end of year. Provide support for the 5 th grade recognition day in partnership with the 5 th grade coordinator and class parents (4 th grade class parents only). 5 TH GRADE CLASS PARENTS: The 5 th grade has 2 class parents per class. There are additional responsibilities that require a larger time commitment beyond the above responsibilities, including: Boo Bash bake sale Pizza Bingo ice cream sale Yearbook committee Arrange the 5 th grade class picnic and student pool party for the end of the year Recognition Day DVD The 5 th grade art show Design class tee shirt and distribute Arrange class gift to school Coordinate community service project The 5 th grade parent party Field trip coordinators COMMUNICATIONS & TECHNOLOGY Constant Contact - Works with Executive Board, Committees, VP Communications and Co- Presidents to communicate important information to entire PTA membership via Constant Contact ing system. Upload school list from administration to system at the beginning of the school year and use Riverside templates to draft s to membership. Maintain edits and updates to the list throughout the year. Compile communications plan for the week ahead of time. Co-Presidents send out final version at appropriate time. Directory - Works with VP of Communications and Membership Committee to ensure efficient 4

5 online directory information upload, grant access to online directory to PTA members. Produces and distributes printed directories for school year. Peek - Manages submissions for weekly PTA newsletter, first and second drafts to be reviewed by VP Communications and Co-PTA Presidents throughout the week. Communicates to Executive Board and Committee Chairs deadlines for submission. Co PTApresidents distribute newsletters Friday afternoon of each week. Publicity - Coordinates press releases for specific events with committee chairs and Principal to inform the public of activities taking place at Riverside School, and of special accomplishments of students, teachers, staff and PTA. Notifies PTA of online or printed articles to be shared with PTA members. Website Coordinator - Works with the VP-Communications in managing the Riverside PTA website as well as Sign-Up Genius events. Attends district web training as needed. Managers the PTA part of the district website and coordinates content with the Membership Toolkit lead to ensure seamless connection between District PTA side and RIVPTA.ORG. Membership Toolkit Coordinator- Works with the VP Communications to maintain RIVPTA.ORG. Membership Toolkit houses the PTA s online capabilities such as the online directory, apparel sales, ticket sales for PTA events, PTA membership and more! Digital Learning Representative - Facilitates the communication between the district and parents on best practices for using student and parent enabled technology. Oversees a committee to support the school s innovation space. Serves as a representative to the PTA Council DLE Committee. Works closely with the media center staff and coordinates volunteers for media center support. COMMUNITY Art Display - Works with the art teacher to identify opportunities to display student art projects as a way to enhance the interior of the school with artwork. Primary display opportunities are the display boards in the café, the boards in the hallway outside the café, the board across from the teachers lounge, and the glass case across from the café. Boo Bash - Organize two parties at Riverside School for the Friday before Halloween. The two parties are on the same day with 45 minutes in between. First party is geared towards K-2 students and younger siblings and the second party for 3rd-5th grade. Responsibilities includes hiring a party company and DJ; decorating the gym, cafeteria and hallway between the two; running carnival games, craft stations and serving pizza; and securing volunteers to help run both parties. 5

6 Bulletin Board - Designs, arranges and maintains the school s bulletin boards for various school functions and special events. Community Service Role Lead (new) - Lead Riverside school in their Community Service efforts each year. Specifically help organize one key donation fundraising initiative per year. Work with VP of Community, PTA Presidents and School Leadership to get approval. Ideally, the 5 th Grade Community Service project would somehow be connected to this effort. Additionally, help work to connect other smaller scale donation efforts at school in order to be more strategic and thoughtful in our fundraising/ donations as a School Community. Playground/Recess - Identifies any maintenance and equipment needs and necessary repairs of the playground and blacktop areas. Facilitates the repainting of the foursquare courts and other recreational designs on the black top as needed. Orders balls, jump ropes and chalk for black top use at the beginning of the school year and ensures there is an ample supply of these items during the school year. Mini Events - Organizes events such as the Holiday Sing and School Spirit Events (such as Sound Tigers game) to provide fun and create a community spirit for the school s families. Safety - Establishes and enforces safety procedures for parents and children concerning parking, pickup and drop-off. Includes scheduling of parent volunteers to help in the morning at drop off each day. Veterans Day - Organize a celebration in honor of Veterans at Riverside School. Extend invitations to veterans to attend. Work with the principal, front office and custodians to facilitate the ceremony in front of school. Veterans are recognized for their service by the principal, superintendent and elected town officials. Schedule presentations inside school with 2-3 veterans who share their experiences with students in the cafeteria and media center after the ceremony. EDUCATION Academic Excellence - (Formerly Strategic Improvement Team) - Communicates district/school goals and action plans to the parent body. Participates in PTAC led Academic Excellence meetings and relays information to VP Education and Principal. ALP Building Representative - Works with other representatives throughout the district to ensure strong programs for academically advanced children and acts as an advocate for the ALP Program. Attends the following meetings: ALP town-wide meetings; Riverside School ALP sponsored meetings; any relevant PTA Council or BOE meetings, and possibly the NE Conference on Gifted. Responsible for reporting back to ALP Class Parents and PTA Executive Board information from these meetings including meeting dates, forwarded minutes, 6

7 future events/speakers and other pertinent information. Responsible for updating the school calendar, PEEK and website with ALP activities and meetings. ALP Grade Level Representative - In cooperation with ALP Building Representative, ensures representation of Riverside School at all appropriate meetings. Acts as an advocate for the ALP Program. Notifies ALP parents in their Grade Level of upcoming events and relays pertinent information via . Supports teachers by coordinating class activities and any needed volunteers. Assures teachers are properly thanked. ALP Grade Level Representative works with the ALP Building Representative, who reports to the VP Education. Arts in Education - Provides all grades with curriculum-related enrichment opportunities/workshops/assemblies in literature, performing and fine arts, and cultural and historical studies. Coordinates scheduling with professionals and teachers. Hosts visiting educators during visits. Attends town-wide Arts in Ed monthly meetings. Provides information on programs to the PEEK, website, and Riverside Publicity chair. Also includes Traveling Art Liaison (Acts as the liaison between the Board of Ed s Traveling Art Program and the staff at Riverside. Coordinates the visits of docents to classrooms.) Arts Field Day - With input from the Principal and staff, arranges an afternoon arts field day offering hands-on workshops in crafts, drama, dance, visual arts, writing and music to students in 3 rd, 4 th and 5 th grades. Locates appropriate artists, prepares brochure, registers students, prepares classrooms, arranges supplies, and handles artists and volunteers on the day of the event. Provides information on the event to the PEEK, website, and Riverside Publicity chair. Curriculum/ Math Night - Coordinate with lead Math Group teacher regarding their PTA needs for a Math night team. Provide information to teacher regarding: budget from PTA, how to distribute publicity information via Constant Contact and the PEEK. Consult with teacher regarding theme and date of event to create bulletin board in school to advertise the program. Coordinate the PTA component of math night as requested by teachers (this past year was the photo booth." May explore STEM Night or other options in the future. Math Marathon Runs Math Marathon over a 4 week period with the responsibility of decorating and updating the bulletin board weekly, submitting, peek weekly, corresponding with others involved to track classes progress, and distribution of prize at the end. Riverside Rhythms - Organizes musical performances in the café during student lunch shifts. Musicians are a combination of paid professionals, parents, and other volunteers who are scheduled with the following considerations: at least half of the performances will provide cultural diversity, and thought will be given to balance instruments, time periods, and musical movements so that students are exposed to the broadest possible range of musical styles. Responsible for hosting visiting performers and arranging for their lunch. Publicizes information on programs to the PEEK, the school website. Science in Education - Provides students in each grade with curriculum-related science 7

8 experiences and opportunities. Identifies programs and locates experts to deliver in-class workshops, grade-wide assemblies and field trips. Schedules and manages programs with teachers and administration. Works closely with a teacher-based science council to explore new science opportunities for the school. Provides information on programs to the PEEK, Riverside Reporter and the Riverside Publicity Chair. STEM Fair - Organizes and runs our annual school Science Fair event in conjunction with the administration. Coordinate online sign up for the event. Promote event and work with publicity team to engage media to attend. Oversee poster distribution and timing. FAMILY/ DISTRICT LIAISON Early Morning Program - Coordinates and administers the before school drop off program. Includes collecting checks from parents who utilize program and ensuring Treasurer pays the monitor on a weekly basis. Manages revenues and expenses to break even. ESOL Coordinator - Coordinates with ESOL teacher. Provide assistance within classroom and with ESOL parents. Acts as liaison between students, parents and PTA. Encourages ESOL parent involvement in school community. Plans at least one social event for ESOL families. Fluoride Rinse - Recruits coordinators to administer Fluoride Rinse to students under the guidance of the school nurse. Hospitality - Provides hospitality services for the following list of school events: two general PTA meetings, one Board of Ed meeting that is held at Riverside School, First Day of School Volunteer Fair, Class Parent Orientation, 5 th Grade Class Coffee, Veterans Day, Holiday Sing and Kindergarten Orientation. Monitors the PTA supplies (including tablecloths) relating to hospitality use. Events may be added each school year. New Family Orientation - Organizes the Volunteer Fair for the first day of school. Arranges a coffee welcoming new families ideally twice a year (once in the fall and once in the winter for any families who have arrived mid-year). Provides information and orientation programs for new families as needed throughout the year. Coordinates outreach and mentoring programs for families new to the area. ROPES - ROPES Wall of Respect coordinators. Responsible for taking the regularly scheduled photographs of the children awarded ROPES slips, and maintains the Wall of Respect. Coordinates and distributes red shirts Educational Differences (Special Education) Representative - Works with other representatives throughout the district to provide support for children with special needs and 8

9 their families. Attends town-wide meetings. Communicates information about the program, including early intervention initiatives, to the parent body. Coordinates one social event for interested parents. FUNDRAISING Fundraising Committees organize events and maximize fundraising potential for the following separately chaired fundraisers: Book Fair - Organizes and runs a book fair in the fall and a mini summer book fair in the spring for students, staff and parents to foster reading among the students and to raise funds for the PTA. Work with teachers on book wish list. Coordinate book fair bucks and class visitation schedule. Arranges for an ice cream social author night at school. Pizza Bingo Coordinates all activities for this family function, including filing the appropriate paperwork with the State of CT, admission ticket sales, bingo, soliciting for prize baskets, selling prize tickets, set-up and teardown. Prepares financial summary of event for Executive Board. Fall Fundraiser Raises money for PTA projects through annual party for parents usually in October. Responsible for generating interest and excitement for this important fundraiser as well as creating the invitations, coordinating responses, and collecting donations and auction items for the event. Prepares financial summary of event for Executive Board. Riverside Run Coordinates all activities for a 3-mile community run and children s fun run in the spring, beginning and ending at Riverside School. Prepares financial summary of event for Executive Board. Membership Committee Secures PTA memberships and dues from parents and faculty via letters, signage and other means of publicity. Prepares summary reports for state and district, as well as Executive Board. Coordinates sale of printed directories. School Apparel Works with vendor to design Riverside School clothing. Sells and distributes items to Riverside School community in the fall and spring. Prepares financial summary of sales for Executive Board. School Photos Organizes, sells and distributes individual student and class photos. School Supplies Coordinates with outside vendor the purchase of school supplies for each child. HEALTH & WELLNESS 9

10 Allergy Awareness - Promotes awareness among parents and students about the most common food allergies. Responsible for execution of components of the allergy awareness program as approved by the district. School nurse should be involved in planning. Beautification - Helps to improve the school and grounds, including interior projects when needed, and oversees the upkeep of those areas. Green Schools - Promotes environmental awareness in the school community, with a goal of developing earth-friendly habits in our children. Coordinate Earth day activities throughout the week. Green Leaf Certificate Lead (new) - Point person to lead the efforts in completing the Green Leaf Certification for Riverside School. Role is both execution and collaboration focused. Will need to coordinate closely with VP of Health & Wellness, School Principal and both Green and Garden Committee Chairs to agree on areas of focus and initiatives for implementation. Wellness Committee - Educates and promotes awareness with students and parents about nutrition, the benefits of healthy eating habits and physical fitness. Responsible for managing the annual Fruit & Veggie and Fitness Challenge weeks. Supports mindfulness and digital health initiatives. Participates in district-wide PTAC Health & Wellness committee meetings. Coordinate all programs with school wellness liaison. School nurse should be involved in planning. Garden Promotes the health and wellbeing of the Riverside school community through awareness and opportunities to utilize the garden. Responsible for seeking age-appropriate, hands-on learning ideas to involve classrooms in the garden at each grade level. Partners with Green to support Earth Day Activities TREASURER Assistant Treasurer Assists VP Treasury with various budget tasks, tax documentation and other treasury actions as needed- throughout the year. The focus is to both help the VP of Treasury by providing support and preparing for hand-off in the future. Book Fair Treasurer - Responsible for handling money at the Book Fair and making deposits. Prepares financial summary of event for Executive Board. Paypal - Coordinates the back end portion of the Paypal transaction site. Works with varying committees to set up transactional pages as needed throughout the year. Tracks and reports on all Paypal transactions and records to meet treasury guidelines. Monitors and reports on Paypal activities as needed during ongoing events. 10

11 Scholarship - Assists in the selection of recipients of financial awards that are presented to high school students who attended Riverside School. 11