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    Job Descriptions for Whittier's PTA

    Your PTA is hard at work. Below you will find descriptions of the different roles and responsibilities.

    President

    • Oversee and manage the PTA organization for Whittier Elementary School.
    • Be the primary voice for the PTA, including speaking at PTA and school events and responding to inquiries from the school administration, school district, community, and media, as needed.
    • Plan and direct monthly Board meetings and General Membership meetings every other month (or per schedule, as determined).
    • Sign contracts and checks on behalf of the PTA, as needed.
    • Identify chairpersons and PTA representatives for all PTA events and fundraisers.
    • Ensure event, program and fundraising chairs place timely notices in the Wildchat as needed, including requests for volunteers, relevant notices, follow up announcements and thank you notes.
    • Meet with the school Principal at least once a month.
    • Participate in the PTA budget process beginning in February/March.
    • Attend the mandatory Washington State PTA training once per year.
    • Attend Seattle Council PTSA Council meetings, as needed.
    • Participate on the school Building Leadership Team (BLT) or be regularly briefed by parent representatives on the BLT.
    • Convene the PTA Board Executive Committee (comprised of the President, Vice
    • President, Secretary, Treasurer and Assistant Treasurer), as needed, to perform any board functions that require a smaller decision-making body and/or additional research and deliberation prior to Board decision-making.
    • Consider planning and holding a Board planning retreat prior to the start of the new school year.
    • This PTA Board position may be filled by two individuals acting as Co-Presidents. This position requires effort beginning in the summer and lasting throughout the term. Work load is heavy throughout the year.

     

    Vice President

    • This position is a one-year position and may be filled only by an individual who has committed to undertaking the position of President or Co-President in the following year. If this position is not filled, the President(s) shall delegate the three numbered tasks below to other members of the Board or to a PTA member at large.
    • Assist with President’s duties upon request, in training for Presidency the following school year.
    • Perform all of the President’s duties in her/his temporary absence or in the event of a vacancy in the Presidency.
    • Act as PTA representative for PTA events (ie: attend Seattle Council or State PTA meetings and trainings, speak at school tours, etc).
    • VP Task 1: In August, work closely with the school administration and coordinate/oversee the preparation of Back to School Packets that are to be distributed to all Whittier families during the first few days of the school year.
    • VP Task 2: In January, convene a Nominating Committee to solicit member interest in holding PTA board positions for the following year; ensure nomination process schedule is followed per Washington State PTA guidelines.
    • VP Task 3: In February or March, chair a committee (or identify a chairperson) to solicit nominations for the Golden Acorn volunteer award, consider all individuals who have been nominated equally for merit (not a popular vote), and announce the award winner at the May General PTA meeting.
    • Attend monthly Board and General PTA meetings.
    • Serve as a member of the PTA Board Executive Committee.
    • Attend mandatory Washington State PTA training at least once per year.
    • This PTA Board position shall be filled by only one individual who shall serve for no more than one year. This position requires effort beginning in the summer and lasting throughout the term.

     

    Secretary

    • Attend and take notes at all Board and General PTA meetings, which shall include motions and results and any action items from the meeting.
    • At Board meetings, present the meeting minutes from the previous month to the Board for amendment and final approval.
    • At General Membership meetings, present the meeting minutes from the previous month to the General Membership for amendment and final approval.
    • Responsible for understanding the definition of a quorum for a given Board or General meeting and for determining if each meeting has a quorum for all votes taken.
    • Maintain a Minutes Notebook containing minutes from the General and Board meetings from the previous two years.
    • Perform any tasks related to external correspondence, as requested by the President or Vice President.
    • Serve as a member of the PTA Board Executive Committee.
    • Attend mandatory Washington State PTA training once per year.
    • This PTA Board position may be filled by two individuals acting as Co- Secretaries. Workload is consistent throughout the year.

     

    Treasurer and Assistant Treasurer

    • The two individuals in these positions shall discuss and decide between them which will handle the specific tasks listed below. All tasks must be performed by one or the other.
    • Responsible for proper banking and management of PTA funds.
    • In summer, ensure Treasurer, Assistant Treasurer and Co-Presidents have signature cards on file with bank.
    • At September Board and General meetings, present written Financial Review report (prepared by Financial Review Committee over previous summer) to Board and General membership.
    • Responsible for the management of all PTA insurance matters, including paying liability insurance yearly (usually early November).
    • File Annual Corporation Report by needed date.
    • File to renew the City of Seattle Business License in December.
    • Prepare 1099s for individual contractors and file a Form 1096 in January.
    • In January or February, serve as chair of and convene the PTA Budget Committee, charged with reviewing and developing the next year’s PTA budget.
    • File Charitable Solicitations Registration by May 31st.
    • Attend and present written financial/budget report at all monthly Board and General PTA meetings, explaining variances.
    • Reconcile bank statements once a month.
    • Meet with Assistant Treasurer weekly, or as needed.
    • Work with PTA Membership Chair to ensure all three PTA Membership Service fees are paid on time.
    • Count all money with Assistant Treasurer or another member of the Executive Committee, pay bills, and write and deposit checks promptly.
    • Manage safe deposit box and with the Secretary ensure it contains the following documents. PTA Articles of Incorporation, Certificate of Incorporation, Charitable Solicitation Act registration (copy), Letter assigning EIN, Tax-exempt status application (copy), Letter of Determination of tax- exempt status.
    • Determine gross receipts as of June 30th.
    • Close the financial books and records by June 30thand submit to Auditors Committee, which will perform work over the summer and write up results for presentation in September.
    • Change the safe combination twice a year, or more often if needed.
    • If needed, drive the process of selecting a new bank for the PTA business.
    • Attend mandatory State PTA trainings for treasurers every year.
    • Preserve all vouchers, receipts, bank statements, cancelled checks and other records for 7 years.
    • Serve as a member of the PTA Board Executive Committee.
    • These PTA Board positions must be filled by two individuals, an Assistant and a Treasurer. Work begins in the summer and continues throughout the year. These positions require diligence and attention to detail, and experience with accounting or bookkeeping is required. At least one of the two individuals must be able to check the PTA Treasurer files at school three or more times per week.

     

    Fundraising Chair

    • Design a program of fundraising for the year to achieve the PTA’s annual budgeted income, giving consideration to offering fundraising activities and events that will involve the Whittier community at a variety of levels of engagement.
    • Fundraising programs and activities may include: Annual Giving/Direct Appeal campaigns, Scrip sales, Ballard Market Receipts, Box Tops, Whittier Auction, bake sales at school events, Spirit Gear (t-shirt) sales, and spring fundraisers.
    • During auction years, coordinate with Auction Chair(s) to keep Board informed of auction plan and schedule, including a detailed plan for expenditures, marketing and publicity, auction format and themes, and updates on volunteer staffing.
    • Evaluate fundraising solicitations and proposals from the membership and the outside community.
    • Work with Volunteer Coordinators to designate a chairperson for each fundraising event, and work with event chairpersons to ensure they have the resources needed; act as liaison between the chairpersons and the PTA Board.
    • Assist fundraising event chairpersons in promoting participation in fundraising activities through the Wildchat, kidmail, and announcements at school and PTA events.
    • Ensure Fundraising event chairpersons stay within total authorized budget for expenditures related to Fundraising activities.
    • Attend monthly Board and General PTA meetings; report to Board on upcoming plans for Fundraising activities and on just-completed tasks.
    • PTA Board position may be filled by two individuals acting as Fundraising Co-Chairs. Work begins in summer or early fall, and then requires consistent effort throughout the year. This position requires initiative and creativity in designing a program for responding to the PTA's fundraising needs for the year.

     

    Events Chair

    • Act as PTA point person for all PTA-sponsored school events.
    • Events may include: Fall Carnival, Reflections Art Competition, Family Skate Event, Yearbook, School Photos (PTA assists the school administration), Book Fair, Game Night, Science Fair/Ice Cream Social, Arts Festival, Staff Appreciation Week, and Year-End Slide Show.
    • In spring, ensure an Event chairperson has been secured for the upcoming Fall Carnival; in addition, secure as many event chairs for the following year as possible.
    • Work with Volunteer Coordinator to designate a chairperson for each event.
    • Oversee activities of individual event chairs, ensure they have the resources needed and are communicating event information to the membership.
    • Review current events and evaluate new opportunities and proposals.
    • Act as the liaison between the Board and event chairpersons.
    • Ensure chairs complete program recaps and file them in the PTA files.
    • Attend monthly Board and General PTA meetings.
    • This PTA Board position may be filled by two individuals acting as Events Co-Chairs. Work begins in the fall, but planning may begin in summer.

     

    Membership Chair

    • In June of prior year, make sure outgoing Chair has entered incoming board member names and contact information into State membership data base; manage any changes to the database and choose a new password annually.
    • Review the State PTA membership website. www.wastatepta.org/programs/membership.htm
    • Before the start of school in September, prepare revised PTA membership forms and flyers, as suggested by information and templates available on PTA website and in membership chair files.
    • Ensure distribution of PTA membership forms and information materials in First Day Packets.
    • In September, ensure all PTA Board members have renewed their PTA membership status.
    • In September, promote membership at the first General PTA meeting, as well as at other early fall events, such as the Back to School Potluck, First Day of School Coffee, etc.
    • Priority Task: Collect and submit membership fees to the PTA Treasurer for payment to the Washington State PTA, pursuant to the schedule outlined in the State PTA materials.
    • Print membership cards from the State PTA database and distribute to members.
    • Promote benefits of PTA membership at Whittier Elementary School all year long, through articles in the Wildchat and presentations at General meetings.
    • Work begins in summer to prepare for the fall membership drive.

     

    Outreach Chair

    • Ensure new Whittier families receive welcome/orientation communications from the PTA in summer and at the start of school; at the start of school, provide information and guidance on how new families can sign up to receive the Wildchat--Whittier’s e-newsletter.
    • Outreach programs/events include: New Student Welcome letter, New Student Tea, First Day Coffee (with Hospitality Co-Chair), Whittier Family Directory, Fall Food Drive, Holiday Helping Hands gift drive, School Tours (January- February). Additional activities could include a book drive, coat drive, etc.
    • Work with PTA Volunteer Coordinator(s) to seek/designate a chairperson for all Outreach programs and activities.
    • Work with Outreach Event chairpersons to ensure they have needed resources; act as a liaison between the chairpersons and the PTA Board.
    • Take the lead in responding to Outreach needs within the school community on behalf of the PTA.
    • Work with the school administration and community on behalf of the PTA, as needed.
    • Attend monthly Board and General PTA meetings; report to Board on upcoming plans for outreach activities and on just-completed tasks.
    • Ensure Outreach event chairpersons stay within total authorized budget for expenditures related to Outreach activities.
    • In spring, ensure program coordinators complete and file in PTA files the program recaps and notes that detail what worked, what didn’t, and suggestions for future coordinators.
    • This PTA Board position may be filled by two individuals acting as Outreach Co- Chairs. This position requires effort beginning in summer and continuing throughout the year.

      

    Hospitality Chair

    • Coordinate and provide hospitality at PTA and some school events throughout the year, at the request of Board members.
    • Publicize, set up, and clean up the Back to School Potluck on the first Friday of the school year.
    • Coordinate all refreshments and coffee for some school events, such as New Student Tea, First Day Coffee, School Tours, etc., including procurement of donated supplies, baking by parent volunteers, set up, and clean up.
    • Coordinate all refreshments and coffee for PTA General Meetings, including procuring donated supplies (e.g., coffee by Starbucks) and purchased or baked goods, setting up, and cleaning up.
    • Assist Chairpersons by communicating baking needs to volunteers identified in the Volunteer Database or other methods, as bake sales and events are planned by Fundraising, Outreach, and Events Chairpersons.
    • Attend PTA Board and General Meetings. This PTA Board position may be filled by two individuals acting as Hospitality Co-Chairs. Some work required in late summer to prepare for role in the start-of-school events.

      

    Programs Chair

    • Develop a comprehensive program for before and after-school activities and classes, including scheduling sessions, locating school space for classes, and advertising registrations for classes/sessions.
    • PTA Programs may include: Art, Drama, Chess Club, Lego Engineering, Technology Club, Foreign Language, Dance, and Jazz Band.
    • Oversee the reservation of classroom and school space with Seattle Public Schools Building Rentals Department.
    • Ensure all instructors and staff have submitted a criminal history check at the school office and are cleared to work with students prior to the start of a program session.
    • Advertise all registration processes in a timely manner in the Wildchat newsletter and via kidmail.
    • Assign a volunteer coordinator for each program to manage registration for that program throughout the year, which shall include making sure there are parent volunteers present at each class, in compliance with PTA liability insurance requirements.
    • Oversee activities of individual program chairs throughout the year. Ensure they have the resources needed and are adequately communicating event information to the school administration and the parent community.
    • Evaluate new programs opportunities and proposals.
    • In spring, ensure program coordinators complete and file in PTA files the program recaps and notes that detail what worked, what didn’t, and suggestions for future coordinators.
    • Attend monthly Board and General PTA meetings; report to Board on upcoming plans for Programs activities and on just-completed tasks.
    • Ensure Programs event coordinators stay within total authorized budget for expenditures related to Programs activities.
    • This PTA Board position may be filled by two individual acting as Programs Co-Chairs. Work begins in summer, with setting a schedule for programs for the year.

     

    Volunteer Coordinator

    • Over the summer, work with the President and Chairs of Events, Outreach, Programs, and Fundraising to update the Volunteer Interest Form. Include the Form in the First Day Packets to solicit parent volunteers for events, programs, activities, and tasks.
    • Enter volunteer information from Volunteer Interest Forms into a database or spreadsheet.
    • Using the Form, provide Event, Outreach, Programs, Fundraising Chairs with the names and contact info of parent volunteers in advance of all upcoming events, programs, projects, committees, etc.
    • Throughout the year, continue to recruit volunteers for Events, Programs, Outreach, Fundraising, and other committees and projects as needed to fill volunteer needs. Use the volunteer database, Wildchat announcements, direct contact with parents, the PTA Liaison system, and flyers sent home in kidmail.
    • Attend Board and General membership meetings.
    • This PTA Board position may be filled by two individuals acting as Volunteer Co-Chairs. Work begins in summer to prepare for the start of school, then requires consistent effort throughout the year. This position requires initiative and dedication to supporting event chairs needs for volunteers throughout the entire year.

     

    Web Master

    • Design and maintain/update the Whittier Elementary School web site: (www.whittieres.seattleschools.org).
    • Work with the Board, committee chairs, school administration, and general membership to solicit PTA and school-related content for the site.
    • Work with the Wildchat editor to share content, as appropriate.
    • Ensure all content posted on the site is up-to-date and relevant. NOTE: Ensure the PTA has received express written consent from parents and guardians to post photos on the website where students or adults are identifiable.
    • Attend PTA Board and General Meetings.
    • Work begins in summer to update the school website for the new school year. This position requires attention to detail and a commitment to keeping the website updated and relevant throughout the year.