Job Descriptions of Thornton PTSA Board
President
The job of the President is to work closely with the Principal, teachers and parents to lead the PTSA organizational activities throughout the school year. The job includes communicating all PTSA programs and progress of goals to the school community. The PTSA President prepares a master calendar that includes executive board meetings, association meetings, PTSA special events and president/principal meetings. The President also directs the PTSA Board, directs the
activities of the PTSA in compliance to the bylaws and ensures that PTSA Budget is maintained. The President is responsible for representing the school on District Forums and helping welcome new family members to Thornton Junior High School.
Note:
A more detailed description of all PTA Board Positions may be found in the California State PTA
Tool Kit: http://www.capta.org/sections/basics/toolkit.cfm Please direct your search to the last section of the tool kit entitled: Officer and Chairman Job Descriptions.
Secretary
The Secretary records meeting minutes from General Membership and PTSA Board meetings. The secretary presents summaries of meeting minutes for approval at the following months meeting. The job includes maintaining close communication lines with the Publicity VP. The job is also to maintains a file of minutes to be passed along and kept for a minimum of 5 years. 1st VP- Programs
The VP of Programs is responsible for reviewing and overseeing the scheduling and execution of the PTSA sponsored projects. The job is to assist with program plans to ensure they are adequately staffed and running smoothly. This VP is also responsible for helping the following chairs: WEB Liaison Chair, , PTSA Reflections Chair, Art Docent Liaison, 8th Grade Activities Chair, Dance chair, Emergency Liaison. Each of these chair positions reporting into the VP of Programs has a distinct job description written to help them with their role and responsibilities.
2nd VP – Membership
The VP of Membership is responsible for PTSA memberships (dues) and creation and collection of paperwork for PTSA membership. The job is also responsible for creating and arranging for copies of Back to School membership forms to be available for schedule pick up days and first day packets (before school commences). This job includes tallying membership information and updating the PTSA President and General Membership on the status of members. The job also requires providing membership remittances/dues and required information to the 6th District per the due dates specified by the 6th District (typically mid Oct., Early Nov., and final remittance in March). The Membership VP works closely with the Treasurer to ensure all dues received, paid and processed.
3rd VP - Fundraising
The Primary responsibility of the Fundraising VP is to oversee fundraising and assist with
fundraisers as determined by PTSA board. This includes all events where money is received whether the event is profitable or break even.
Treasurer
The Treasurer maintains the PTSA Financial records. Job duties include preparing expense reports, forecasts and the budget with Executive Board input and approval. The Treasurer maintains records for money spent, received or reimbursed. The job includes overseeing bill payment. Prepares, obtains approval and distributes checks to requestors. Reconciles bank statements monthly. Publishes monthly checking activity report to PTA Board. The Treasurer is responsible for working with the auditor to perform the annual audit. The job includes providing monthly financial reports for each PTSA meeting and preparing the necessary documentation. Health & Safety
This person works with the school to deliver District requirements for emergency preparedness. This person is the PTA representative to help review and replenish emergency and safety supplies. Auditor
The auditor performs semi-annual audit in January and July. The Auditor reports to the Board and
forwards audit report with financial statements to Sixth District.
Historian
The Historian documents PTSA events and creates a summarization at end of each school year. The Historian collects program binders to be maintained in PTSA library.
Parliamentarian The Parliamentarian is responsible for PTSA meeting management and helping enforce the Rules of Order. The Parliamentarian also assembles the nomination committee and works with the nomination committee to select a chairperson to identify the PTSA Board and Chairpersons. The major job of the Parliamentarian is to ensure all PTSA meetings stay on topic as well as to help capture new business topics that surface in discussions. Hospitality Chair
The chair is to work with the office staff to select a few dates for providing snack for early out
Wednesday and/or staff meetings. The job requires procuring volunteers to help purchase and/or
prepare snacks. A budget is available for paper goods and snack purchases. In some cases
volunteers may opt to donate food, water and snacks. This Chair is responsible for providing a luncheon for all Thornton teaching and administrators. This is typically a luncheon for about 70 people held a couple of days before school starts. The chair is to procure volunteers, select a menu, prepare or hire a food provider to make the meal. Duties include scheduling the date, procuring volunteers to help with purchases, set up, serving and clean up. A budget is available for this activity. The job also includes picking a theme, selecting a menu and procuring volunteers to help with providing food and drinks for the luncheons noted on the school calendar with the approval of the staff. The chair recruits volunteers to help set up, serve and clean up. A budget is available for this job. Dance Chair Programs Chair
Publicity Chair
The Publicity Chair publicizes and communicates PTSA programs and projects. The job includes drafting publicity communication regarding PTSA progress and performance to goals. This person also contacts appropriate news reporting organization to gain recognition and awareness
of PTSA projects and programs as recommended by the PTSA Board. The Chair is also a
contributor to newsletter articles.
Volunteer Coordinator
Identify and recruit the many volunteers that make all of the PTSA programs happen.
PTSA Reflections Chair
The PTSA Reflections chair is responsible for the PTSA Reflections program. The job duties include promotion of the program, working with the Art Docent SEF Rep., Literature, Musical composition, Photography, Visual Arts, and Film/Video Production teachers to stir up interest and input. The job includes processing paperwork with the District PTSA office, submitting students work for judging, setting up school judges and selecting candidates to proceed to District, Regional and State PTSA judging sessions.
8th grade Activities Chair
This job can be one or two persons who work closely with the Dean of Students to coordinate chaperones for the School Activity Nights. This includes procuring parent volunteers to chaperone the dances and working out the support schedule with the Dean of Students. The Activity Night Coordinator job reports to the VP of Programs.
WEB (Where Everyone Belongs)
This is a year round position. The majority of work is completed the first month of the school year. The WEB liaison works with the WEB Students to understand activities and support. The job typically is to provide snacks and volunteers to help with 8th grade WEB training sessions and the 7th grade WEB activities that take place before school starts and within the first few weeks of school. The job also includes getting volunteers to help serve lunch and or snacks to the students during the WEB training and 7th Grade student WEB activities. A budget is available for this job.
Web Coordinator
This is a year round position. The Web Master maintains the PTSA school web-site, makes sure relevant information is posted in a timely manner and is kept updated. The web coordinator works with the PTSA President and the Publicity Chair to make sure current information is posted to the website.The Web Master works closely with the School Admin. to obtain permission for all items posted on the website.
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