The following job descriptions are intended to provide a snapshot of various PTA board member positions. These are not all-inclusive job descriptions. In addition to the responsibilities listed below, all board members should attend board meetings, general meetings, fundraisers, programs, etc., and recruit new members and committee members. All board members are also responsible for keeping a Procedures binder to pass to the next board to ensure continuity from year to year. Elected Officers (Executive Committee) President Time Commitment: 4-7 hours per week; more during peak events and fundraisers Busiest Times of Year: Responsibilities: Recruit committee members; preside over all PTA meetings; preside over all meetings of the executive committee and board; determine meeting agenda in cooperation with recording secretary; build an effective PTA team; attend leadership trainings; meet with principal/vice principal as needed to ensure a cooperative relationship; coordinate board member attendance at County Council meetings; update bylaws and standing rules as required; speak at PTA functions, such as general meetings, fundraisers, etc; create a school calendar; work with the treasurer to create a budget; approve content for and oversee production of a monthly newsletter. Executive Vice President Time Commitment: 3-5 hours per week; more during peak events and fundraisers Busiest Times of Year: Responsibilities: Recruit committee members; preside over all PTA meetings in president s absence; preside over all meetings of the executive committee and board in president s absence; work with the president to ensure an effective PTA team; attend leadership trainings; support other vice presidents and committee chairs as needed; communicate with school staff when needed to ensure support for fundraising and programs; serve as back-up to the president, when requested. Ways & Means Fundraising Time Commitment: 2-3 hours per week; more during peak times Busiest Times of Year: Fall fundraiser, spring fundraiser, 5 th Grade social Responsibilities: Plan and coordinate board-approved fundraisers to meet the PTA s budget goals; includes work with the president to secure a date, develop a budget, coordinate with appropriate Ridgecrest staff, recruit and support committee chairs and committee members for key fundraising events, including T-shirts, grants and skating parties; publicize the fundraising event; set up the event, work the event and clean up after the event; work with treasurer to ensure timely and safe transfer of funds for deposit; monitor success of fundraisers to meet budget goals and recommend changes to fund raising objective and strategies. Main Events: Fall auction, spring fundraiser (Walk-A-Thon; Chili Cook-off or other;);family Nights; 5 th Grade social Ridgecrest PTA Job Description Snapshots 1
Membership Time Commitment: 2-3 hours per week; more during peak times Busiest Times of Year: Start of school; 5 th Grade Social Responsibilities: Plan and coordinate annual membership campaign; attend back to school functions to encourage parents to join; count monies collected and submit to treasurer for deposit with an accurate count of total members; verify the receipt of blank annual membership cards and control distribution; prepare and distribute PTA membership cards in accordance with membership dues received; prepare in Excel a membership list on to be updated monthly for distribution to the board and for use by corresponding secretary; recruit and support committee chairs and committee members, including Legislative and Hospitality chairs. Main Events: New to Ridgecrest Night, Back to School picnic, Open House nights, prior to 5 th Grade Social Programs Time Commitment: 3-5 hours per week; more during peak times Busiest Times of Year: Programs occur monthly; August-October are busiest times Responsibilities: Plan and coordinate programs that are approved by the Board; secure a date, develop and work within a budget, publicize the program, ensure the program is adequately staffed, if necessary; clean up after the program; work with Treasurer to ensure vendors are paid timely; coordinate with appropriate Ridgecrest staff; recruit and support committee chairs and committee members for key events, including Valentine s Dance and 5 th Grade Social. Main Events: Walk to School Day, Connecting with Family Week, Red Ribbon Week, Reflections, Veterans Day Recognition, Clothing Drive, Make & Take, Family Game Night, Valentine s Dance, 5 th Grade Social, Battle of the Books Vote Treasurer Time Commitment: 2-3 hours per week, more during fundraising events Busiest Times of Year: Beginning of the year, fundraising events, June (taxes) Responsibilities: Prepare the annual tax return; prepare and update annual budget; track income and expenses against budget; pay bills and reimbursements as required; oversee ongoing PTA finances; ensure adherence to approved PTA budget; review monthly bank statements, get bank statements signed and reconcile bank account; prepare and present budget report for each PTA meeting. Recording Secretary Time Commitment: 5-7 hours per month Busiest Times of Year: Prior to and following each monthly PTA meeting Responsibilities: Attend each board meeting and general meeting; prepare a sign-in sheet for use at each meeting and keep attendance records; take and prepare draft minutes of each board meeting and general meeting, coordinate with president for review/edits, receive edits from board members, finalize minutes and submit final minutes for posting on the PTA website; after each board meeting, prepare a list of unfinished business items and action items for the president; assists with agenda preparation and distribution, if requested; keep copies of monthly treasurer s reports; keep copies of the bylaws and standing rules; keep PCCPTA attendance cards for insurance verification. Make arrangements for corresponding secretary to prepare minutes if attendance at a board/general meeting is not possible. Main Events: Monthly board meetings, general meetings Ridgecrest PTA Job Description Snapshots 2
Corresponding Secretary Time Commitment: 2-3 hours per week Busiest Times of Year: Prior to and following each monthly PTA meeting Responsibilities: Prepare correspondence and communications as directed by the board, including but not limited to: donation request letters, thank you letters, meeting notices, and gifts/cards. Coordinate with front office to ensure events and meetings are noticed through ConnectEd and Portal; update PTA webpage and Facebook Page. Serve as back-up to the Recording Secretary, preparing board meeting minutes if the Recording Secretary must miss a board meeting; import membership list into an e-mail blast distribution program (such as MailChimp) and send out messages as requested; work with newsletter committee chair to ensure newsletter is produced timely. Main Events: Monthly board meetings, prior to and after fundraising events, prior to and after programs Standing Committees (Executive Committee+ Standing Committee Chairs = Executive Board) Principal or Principal s Appointee Time Commitment: 3-5 hours per month Busiest Times of Year: Start of the school year; before major fundraisers Responsibilities: Attend board meetings, report to the board on school-wide activities and issues; help build partnerships between the school administration and parents; serve as a liaison to the principal, if needed; encourage teachers to participate in the PTA; provide feedback, help generate excitement for PTA events and fundraisers by participating where possible and appropriate. Main Events: Fall and spring fundraisers. Legislative Time Commitment: 4-8 hours per month Busiest Times of Year: Florida legislative session (approx. Jan-March) Responsibilities: Track policy initiative of the Pinellas County Council and Florida PTAs; stay informed of the legislative platforms, positions and other PTA business that will be presented at the annual state PTA convention and present the information at the board meetings; keep board members and the general membership informed of election dates, legislative issues, pending legislation, and other advocacy issues through the newsletter, Facebook page, web site or special email distribution. Ridgecrest PTA Job Description Snapshots 3
Newsletter Time Commitment: 5-7 hours per month during school year Busiest Times of Year: end of each month Responsibilities: Layout newsletter copy and add graphics to create a pleasing, easy-to-read monthly newsletter; ensure each newsletter has a list of upcoming dates; work with a local printer to ensure timely printing of the newsletter; pick-up newsletter from printer and deliver to front office for dissemination. Provides a PDF copy of the newsletter to the PTA board and coordinates with corresponding secretary to ensure each newsletter is posted to the PTA website.it is anticipated that most newsletters will be one page, front and back, though some newsletters may be longer. Grants Time Commitment: 4-8 hours per month Busiest Times of Year: Florida legislative session (approx. Jan-March) Responsibilities: Identify grant fund opportunities and requirements for grant award; recommend to the board grant opportunities that the PTA should pursue; apply for grants, track grant awards; ensure the PTA board and appropriate committee members know any stipulations or requirements that must be followed for any grants that are successfully obtained. Hospitality Time Commitment: Intermittent, 8-10 hours per month that hospitality is planned Busiest Times of Year: Beginning of school (Aug & Sept; December; May) Responsibilities: Serves as host/hostess at many PTA functions, makes parents feel welcome; recruits committee of helpers; coordinate dates with board; coordinate space needs with the school, if necessary; coordinate purchase or donation of food/refreshments; arrange and decorate for events; monitor food supply and needs during events; break down and clean up after events. Main Events: New to Ridgecrest event, back to school nights, Teacher welcome back breakfast; family game night; Teacher appreciation week. Teacher Representative(s) Time Commitment: 2-3 hours per month Busiest Times of Year: Monthly board meetings; select events Responsibilities: Attend board meetings, report to the board on activities in the classroom, provide teacher feedback, help generate excitement for PTA events and fundraisers by participating where possible and appropriate. Main Events: Fall and spring fundraisers. Ridgecrest PTA Job Description Snapshots 4
Special Committees (Not voting members, but can periodically attend meetings to report) Reflections Time Commitment: 20-25 hours total Busiest Times of Year: one month, usually October/November, Responsibilities: Stay informed of the PTA Reflections Program via national, state and county PTA websites; announce theme to students early to encourage broad participation; communicate criteria and deadlines to membership and students via flyer, newsletter, website, and school announcements; coordinate with teachers to encourage student participation; recruit judge; collect entries and submit for judging and/or recognition; follow Pinellas county rules in number of masterpieces allowed to go to the next level of judging; keep records and tracking of all participants; submit masterpieces to next level of judging according to their deadline and rules along with complete forms; plan a Reflection Reception for our school that recognizes every student who participated and awards for masterpieces going to the next level of judging. T-Shirts Time Commitment: 8-10 hours per month in Aug, Sept; 1-2 hours per month thereafter Busiest Times of Year: August, September Responsibilities: Coordinate sales of T-shirts at school functions; track inventory; collect and count monies and turn over to treasurer for deposit; fulfill in a timely fashion any shirt orders that come in throughout the year; ensure the front office has adequate supplies of order firms. Main Events: New to Ridgecrest Night, Back to School picnic, Open House nights, Fiesta Ole and other year-end sale opportunites Skating Party Time Commitment: 8-10 hours per month during which skating party is scheduled Responsibilities: Schedule skating parties with skating company for the school year; recruit volunteers to help with skating party; promote skating party, sell tickets, and handle all other activity associated with skating party; attend all skating parties and/or get a current PTA member to assume responsibility if unable to attend; recruit volunteers to ride the bus with children; collect and count monies and turn over to treasurer for deposit with accurate count of pre-paid and at the door attendance; maintain copy of insurance contracts and information onsite at the party in case of accident; in case of accident, notify Ridgecrest PTA President, PCCPTA insurance chairperson, and AIM, the insurance company. Valentine s Dance Time Commitment: 8-10 hours per month (Dec-Feb), more during month of event Busiest Times of Year: Jan-Feb Responsibilities: Recruit committee members; coordinate all activities associated with the dance to include but not limited to establishing a budget for the event; coordinating donations for event; acquiring decorations, refreshments and entertainment; set up before the event, maintaining safety during the event, and clean-up after the event. Ridgecrest PTA Job Description Snapshots 5
5th Grade Social Time Commitment: 8-10 hours per month (Dec-May), more during month of event Busiest Times of Year: April, May Responsibilities: Recruit committee members; coordinate all activities associated with the party to include but not limited to choosing a theme, fundraising (if needed), establishing committees, and maintaining safety during the party; all committee members as well as all parents who attend the event must be PTA members. Ridgecrest PTA Job Description Snapshots 6