PTA Job Descriptions

President 

Oversees and coordinates the work of an executive board to run a PTA effectively 

• Presides at PTA board and association meetings 

• Serves as the official contact, communicator and representative of a PTA 

• Designated as an authorized signer for PTA checks, contracts and authorizations for payment 

• Serves as ex-officio member of all committees except the nominating committee 

• Works with other PTA leaders to connect families, school and community to support student success 

Getting Started 

Preparation – Review files, procedure book and materials from last term to better understand the scope of your new position and learn more about: 

President’s role and responsibilities in running a PTA 

Duties of each officer and chairman 

California State PTA policies, procedures and resources

PTA council and district information 

Community resources 

To expand your skill sets as a leader, plan to attend PTA council/district training along with the other members of your board.  

Start recruiting chairpersons and committee members, selecting first those whose work begins right away such as programs, budget, membership and communications.  

Encourage experienced and new members to get involved and share the workload to grow leadership for today and tomorrow.  

Networking – Soon after the election, meet with the current president to talk about your new role, what works well and what needs to be tweaked to make your PTA even better.  

Discuss ways to share information and files among outgoing and incoming board members to ensure a smooth transition.  

Get connected by participating in meetings with your council/district PTA, principal and community partners.  And, as a unit delegate to the California State PTA convention, take part in your PTA district’s convention orientation. 

Job Description for President 

Board Orientation – Arrange for the incoming board to meet to begin organizing for the new term.  

To help select what PTA activities to focus on, encourage everyone to assess last term’s programs and efforts. That way, you don’t need to reinvent the wheel in making your plans. 

At your board orientation, take time as well to: 

• Set ground rules for meetings  

• Identify 2-3 priorities as a team to make a difference in your school community 

• Review your Bylaws to learn more about PTA  

• Check the Insurance Guide for the Green-Yellow Red Light activities a PTA can sponsor 

• Get to know each other better and build relationships 

At orientation, your board can also ratify the officers, chairpersons and committee members appointed by the president and fill any vacant board positions so they can begin their activities. This may also be done at the first board meeting after the term begins. 

Important Tasks – At the start of the year, submit a board roster, with names and contact information, to your council or district PTA.  

Remember to update the signature cards for any PTA bank account and any usernames and passwords for access to the PTA website, social media and online services. 

Did you know? … PTA Board Members: 

• Adhere to PTA financial procedures as outlined in Bylaws and State and National PTA guidelines 

• Protect members’ privacy by utilizing member information for PTA work only 

• Attend PTA sponsored workshops or trainings

• Maintain a current procedure book to pass on to a successor, in hard copy or electronic format

• Work together as a team to improve the lives of all children and their families 

HOW TOS 

Running Your PTA – Monthly Activities 

As the team leader, the president oversees and coordinates the work of the executive board in running a California State PTA Toolkit – July 2023

Here are some tasks that, typically, the president works on each month. 

Facilitating: 

• Prepare for board meetings and create an agenda to send to the board ahead of time

• Lead board meetings, following the agenda to keep everyone on task

• Review board reports including those prepared by the treasurer, financial secretary and membership chairman plus the secretary’s minutes from board meetings

• Sign PTA checks and authorizations for payment along with another, designated board member 

Collaborating: 

• Touch base with other team members about their plans and preparations for upcoming events

• Meet with the principal to share information on PTA and school activities and to clear all PTA written materials before publishing in hard copy or posting online

• Ensure that PTA volunteer hours are recorded and tallied for the Annual Historian Report 

Communicating:

• Update board, members and community stakeholders on PTA plans and activities, encouraging input and feedback

• Thank PTA volunteers for their time, talents and efforts

• Promote outreach, inclusion and diversity to connect families, school and community 

Managing Meetings – Quick Tips 

PTA surveys tell us that members say meetings are effective when they know why they are meeting, believe their time was well-spent making decisions and feel they accomplished something at a meeting. 

That’s why the president’s primary role at meetings is to act as a facilitator to set the tone and manage PTA business in an effective way. And the main role of the board is to come prepared and assist the president in working through the agenda.  

Here are some ways to help make meetings more effective and productive: 

Before A Meeting – 

As part of your preparation, consult with other board members to identify the meeting’s chief objectives, activities to engage participants and who will present verbal and written reports. This helps determine what to include in the agenda that you’ll create for the meeting.  

Send the agenda to participants ahead of time and widely publicize the purpose of the meeting.  

To boost participation, add social time before or after a meeting for everyone to network. And recruit interpreters and translate handouts in home languages for your meetings. 

At A Meeting

Successful meetings give you an opportunity to inform, inspire and empower members.  To run an effective meeting, keep everyone on track and time by following the agenda.  

As the facilitator, it’s also important to remain fair and unbiased so everyone feels welcome and able to participate.  

At the end of the meeting, take time to summarize what was accomplished and important next steps for business items. 

After A Meeting

Share the results of the meeting with participants to keep them connected to the work of your PTA. And follow up with officers and chairmen on next  

steps and action items to complete tasks and accomplish goals. 

Working With Administrators – 6 Effective Ways 

School leaders and the PTA represent two important groups on the school campus: staff and parents. They work closely together at a school site as partners in education to support student success.  

To nurture this important partnership:

Set the Tone – Build a relationship and collaborate. 

1. Two-Way Communication – Meet with the principal early in the year and keep him or her updated on events, activities or concerns.

2. Collaborating with the School – Be aware of the school’s improvement needs and encourage PTA members to actively participate in school site councils, governance teams, or related committees.

3. Training Opportunities – Offer to provide parent training and resources at the school. 

4. School District Level Involvement – Use the school district’s master calendar to become aware of activities where PTA’s presence is needed and request an opportunity to provide a presentation at school board meetings.

5. Build a Strong Team – Ask for the principal’s help in encouraging staff to become PTA members.  Learn from others and share your knowledge as well.

Secretary 

• Takes minutes at board and association meetings 

• Co-signs formal papers with president:  authorizations for payment, resolutions and formal letters  

• Handles PTA correspondence as directed by the president 

• Maintains and preserves PTA records and important documents to pass on at the end of the term 

Getting Started 

Preparation – Review files and procedure book from last term to better understand the scope of your new position. Materials should include: 

Secretary’s minute book with minutes from board and association meetings 

PTA records – Bylaws, membership list, charter, rosters and correspondence 

If your PTA has a recording secretary and a corresponding secretary, discuss how you will work together. 

Find out more about: 

PTA policies, best practices and resources • Insurance Guide 

It’s also worthwhile to talk to last term’s secretary to get advice and tips about your new role. 

How Tos 

Minutes – Quick Tips 

As one of three required officers for a PTA, the secretary plays an important part in running a unit. One main task is to provide concise and complete minutes for board and association meetings. 

Here are some tips on how to produce and handle meeting minutes to help you get started. 

Recording – When taking minutes at a meeting, focus on noting: 

Actions taken by group in the order they took place

What is done, not what is said 

This means that any detailed discussion or personal opinion is not included in the minutes.  

Job Description for Secretary 

Whether you hand-write or use a laptop or device to take notes at a meeting to produce the minutes, remember to include the following information: 

Meeting Details: 

Name of your PTA  

Date, place and type of meeting

Start time and end time of meeting 

Attendance list 

Name and title of presiding officer 

Business Items: 

Approval of previous meeting’s minutes ‘as written’ or ‘as corrected’ with a list of corrections 

Summary of treasurer’s report listing date and balance on hand in the last report, income, expenses and date and balance on hand in the current report 

Motions to adopt budget, financial reports, financial review reports and resolutions

List of payments authorized, or expenditures ratified to pay bills 

Motions to approve projects, fundraisers, contracts and bylaws changes, noting person’s name making a motion and vote result if adopted or defeated 

For motions with a counted vote, record if a quorum or majority was needed and the number for and against the motion  

For motions requiring a two/thirds vote, note that a two-thirds vote was required for approval after the outcome of the motion 

Summaries of Reports/Presentations: 

Summary of officer, chairperson and administrator reports with important, written reports attached  

Election results with nominees’ name and the number of votes each nominee received 

Brief reference to program presented at an association meeting, noting type of presentation, presenter, title and organization represented 

In addition, at the end of the minutes, add your signature and title: e.g. ‘Maria Perez, Secretary’. 

Distributing – It’s always best to complete the minutes soon after a meeting. Send a copy to the president to review before distributing minutes to the group that generated them. 

There are several ways to share minutes with your members. For a smaller group, such as a board, you can email the minutes for review before the next meeting

For association meetings, you can prepare hard copies of minutes as handouts or to post at a meeting. And you can also publish minutes in a unit newsletter if it is sent only to PTA members.  

However, it’s important to keep in mind that PTA minutes are produced only for members and are not for public distribution.

For this reason, they are not posted on any website, on social media or in a newsletter in their entirety.

Instead, for association meetings, provide only a summary of the minutes online and in school newsletters that highlights the main actions taken at the meeting. 

SAMPLE – SUMMARY OF ASSOCIATION MEETING 

ABC ELEMENTARY SCHOOL PTA  

ASSOCIATION MEETING 

JULY 1, 2017 

RECOGNITIONS – Tanya Brown was recognized for her efforts as a PTA volunteer. 

REPORTS – Committee reports were given for Membership, Ways and Means and the Book Fair. 

CONSENT ITEMS – Consideration and approval of: 

• Field trip to the Natural History Museum for Grades 4-5 

• Science Camp for Grades 4-5 in Sacramento, CA 

ACTION ITEMS – Consideration and approval of o 2017-18 proposed budget 

• 2017-18 fundraising project with Acme Gift Wrap, Inc., to raise funds for Science Camp 

• 2017-18 fundraising project to provide guest speaker on family engagement in school 

PLANNING ITEMS – Discussion on: 

Organizing Reflections Arts Program in September o Organizing Red Ribbon Week in October

Approving – Minutes are presented for approval at the next meeting of the group as a standard agenda item.  This action is recorded in two, different places in the master copies of the minutes: 

Minutes of current meeting – Note that previous meeting’s minutes were approved ‘as written’ or ‘as corrected’ and list the corrections 

Minutes of previous meeting – Write the word ‘Approved’ and the date after your signature and title 

The president can also appoint a committee, ideally three people, to approve minutes during the term. This helps to save time at a meeting. 

When using this method to approve minutes, committee members must be present at the meeting to: 

• Read the minutes on behalf of members

• Report on corrections at the next meeting

• Sign and date approval of the minutes after secretary’s signature on the master copy of the minutes 

Correcting – Corrections to minutes are made when they are presented for approval at a meeting. They can also be made at any subsequent meeting when an error is discovered.  

Only the group involved in the meeting – the board or the association – may correct minutes from one of their previous meetings.  

To record a correction in the master copy of the minutes, use a red ink pen to: 

• Circle the incorrect words

• Write, in the margin, the correction, the date and your initials 

Preserving – Minutes are the legal, permanent records of a PTA as a nonprofit organization and are kept forever. At the end of the term, the master copy of the minutes, from board and association meetings, should be bound by sending minutes to be stitch bound at a print shop, gluing minutes into a bound notebook, or by digitally merging minutes and attachments into one file.  All minutes must be passed on to your successor. 

Beyond the Minutes 

As secretary, you are assigned a few other tasks as indicated in your bylaws. At meetings, be prepared to refer to minutes of previous meetings, bylaws and the current membership list, if asked. You may also be asked to provide blank paper for voting by ballot and to help count a vote. 

For an association meeting, the secretary presents a board report and moves the adoption of board recommendations. 

In addition, some administrative tasks carried out by the secretary include:  

• Sending notices of board meetings

• Preparing a list of unfinished business from meetings for the president to follow up on 

• Notifying officers and committee members of their election or appointment 

Did you know? … PTA Board Members:

• Adhere to PTA financial procedures as outlined in Bylaws and State and National PTA guidelines

• Protect members’ privacy by utilizing member information for PTA work only 

• Attend PTA sponsored workshops or trainings

• Maintain a current procedure book to pass on to a successor, in hard copy or electronic format

• Work together as a team to improve the lives of all children and their families

TOTEM - ELECTRONIC MEMBERSHIP SYSTEM – To join and renew membership and for PTAs to manage membership

Treasurer 

• Maintains permanent records to track unit funds and financial transactions  

• Chairs budget committee and prepares annual budget for adoption by the association 

• Pays all PTA bills as authorized by board or association 

• Prepares reports for every board and association meeting and an annual financial report 

• Ensures taxes and reports required by PTA bylaws, insurance or federal and state governments are completed and submitted by the due dates 

Getting Started 

Preparation – Review files and financial records from last term to better understand the scope of your new position. These materials should include: 

• Treasurer’s book/ledger, spreadsheets and records • Checkbook for PTA bank account 

• Check endorsement stamp, if available • Receipt book 

• Remittance forms to transfer money to council and district treasurers 

• Monthly Treasurer’s Reports, Annual Financial Reports and Budgets 

• Federal and state tax records and government filings 

Learn more about PTA policies, procedures and best practices for handling and managing unit funds. 

It’s also worthwhile to talk to the former treasurer to get advice and tips about your new role.  

If a computer program or online system is used to maintain PTA financial records, take time to discuss how files can be transferred, accessed and saved. 

Schedule Meetings – Meet with other incoming board members such as the president, secretary, financial secretary and financial reviewer to talk about how you can work effectively together. Check the Toolkit, Finance Chapter, to learn more about who does what in handling, recording and tracking PTA funds.  

Provide information to the board-elect on how to collect and count PTA funds and how to file expenses using best practices and procedures. 

As treasurer-elect, arrange to meet with the budget committee to prepare a budget as a financial plan for the upcoming PTA year.  

Job Description for Treasurer 

Important Tasks – At the start of the term, remember to update the signature cards for any PTA bank account and any usernames and passwords for access to online financial programs and services. 

How Tos 

Managing PTA Funds – All board members share a fiduciary responsibility to manage PTA money well on behalf of the association. And, as one of three required officers for a PTA, the treasurer is the authorized custodian of PTA funds. 

Start the year right by getting organized. Create a filing system to maintain and manage financial records such as invoices, receipts and authorizations for payment. 

Remember to use PTA policies, procedures and best practices for handling financial transactions. This will help to ensure good management of PTA funds. 

To sustain the financial health of a unit, the treasurer works regularly on the following tasks. 

Monthly Activities 

Tracking Funds: 

• Maintains a permanent record to track PTA income, receipts and disbursements  

• Submits written report for board meetings, detailing income and expenses since the last meeting 

Collecting Funds: 

• Ensures monies are counted by two PTA members, using Cash Verification Forms 

• Receives funds collected by other PTA volunteers and issues receipts 

• Makes deposits of money and checks immediately in a PTA bank account, retaining deposit slips 

Disbursing Funds: 

• Receives itemized bills, sales slips and invoices for payment by check 

• Prepares authorizations for payment, signed by the president and secretary 

• Issues checks with two signatures to pay bills as directed by the board or association 

• Keeps PTA check book up to date to show current balance 

• Reconciles monthly bank statement promptly 

• Tracks membership dues collected and remits per capita dues to council/district PTA 

Annual Tasks: 

• Chairs budget committee and prepares budget for adoption by the association 

• Presents written report for each association meeting throughout the year, detailing income and expenses since the last meeting 

• Prepares an Annual Financial Report, covering the current fiscal year 

• Ensures taxes and reports required by PTA bylaws, insurance or federal and state governments are submitted by the due dates and uploads to the document retention system: 

o Unit Budget 

o Financial Reviews 

o Payment for Insurance Premium 

o Funds collected for the Founders Day Free Will Offering 

o Workers’ Compensation Annual Report 

o Copies of federal and state tax filings and government reporting forms  

o Copy of Registration Renewal Fee Report (RRF-1) and CT-TR-1 form (if applicable) filed with the California Attorney General’s Registry of Charitable Trusts  

• Submits financial records for financial review, when a financial officer or check signer is replaced and when directed 

• Preserves financial records as indicated in the PTA Retention Policy in the California State PTA Toolkit to pass on to the next treasurer 

Did you know? … PTA Board Members: 

• Adhere to PTA financial procedures as outlined in Bylaws and State and National PTA guidelines 

• Protect members’ privacy by utilizing member information for PTA work only 

• Attend PTA sponsored workshops or trainings 

• Maintain a current procedure book to pass on to a successor, in hard copy or electronic format 

• Work together as a team to improve the lives of all children and their families 

Vice President of Fundraising

• Works with a committee, appointed by the president, to plan and organize fundraising activities 

• Focuses on raising the amount of funds needed to meet the unit’s budget 

• Presents reports on proposed fundraising activities at board and association meetings for approval 

Getting Started 

Preparation – Review files and materials from last term to better understand the scope of your new position.  Learn more about: 

• PTA financial policies, procedures and best practices 

• Insurance and Loss Prevention Guide 

It’s also worthwhile to talk to last term’s chairman to get advice and tips about your new role. 

Schedule Meeting – Soon after election, meet with the fundraising committee to create a plan for the upcoming year. Assess what worked best in the past and what might be changed or introduced as a fundraiser.  

Delegate tasks to committee members such as publicity, donations and volunteer recruitment for fundraising events.  

How Tos 

Units engage in a wide variety of fundraising efforts to finance PTA programs and activities to:  

• Promote family engagement in school to support student success 

• Meet the interests, needs and resources of the school community 

Many PTAs fund academic enrichment programs such as field trips or after-school art, drama, music, math and reading programs. Other PTAs support heath programs, safety and physical education.  

Fundraising Options – There is a broad range of options for PTA fundraisers. They include organizing product sales, providing services, promoting ‘Give Back’ programs, soliciting pledges and applying for grants. 

When you create a fundraising plan, consider what format might work best: an in-person activity or a virtual fundraiser. Think about the duration of a fundraiser and if an ongoing activity or short-term event is a good fit.  

Job Description for Fundraising Chairman 

Keep in mind that PTAs should use the 3-to-1 Rule. For every fundraiser, PTAs organize three, non-fundraising activities to grow family engagement and home-school partnerships.  

In selecting a fundraiser, the committee should also ensure that it: 

• Creates goodwill for PTA  

• Does not exploit students or involve door-to-door sales by students  

• Involves no commercial or advertising obligations by the PTA as a nonprofit 501(c)(3) organization 

Before identifying the best date/time for your fundraiser, look at PTA and school calendars to see what holidays and other activities are already scheduled. 

Examples – Book Fair | Recycling | Holiday Boutique | Auction | Community Garage Sale | Spirit Wear Sale | Arts and Crafts Fair | Carnival | Valentine Grams | Plant and Flower Sale | Walk-A-Thon | Game Snack Bar  

PTA Policies and Fundraisers 

The California State PTA Toolkit provides guidelines, best practices and tips for fundraising. When choosing a fundraiser, ensure that it complies with:  

• PTA goals, policies and purposes as a 501(c)(3) nonprofit organization 

• School district policies on facilities’ use, equipment, safety, food services and nutrition 

• State and local laws regulating charitable solicitations or sales and games of chance 

• Requirements in the Insurance Loss and Prevention Guide on approved PTA activities 

Noncommercial Policy – Fundraising efforts must support the goals of PTA and be related to the educational, charitable and philanthropic purposes as a tax-exempt, nonprofit organization.  

This means that a PTA cannot promote or endorse products, services or businesses. And the names of PTA officers cannot be used for commercial purposes.  

When selling a commercial product, please include the following disclaimer in all publicity: 

“This is a PTA fundraiser. Distribution of this information does not imply endorsement by PTA.” 

Contracts – Contracts with a vendor are always signed by two board members: the president and another elected officer. Before signing a contract on behalf of your PTA:

• Get your association’s approval and check that it is recorded in meeting minutes 

• Verify that vendors are fully covered by their own liability insurance and Workers’ Compensation and obtain a copy of their certificate of insurance 

• Have vendors sign a Hold Harmless Agreement  

With any contract, the president is responsible for the agreement and should clearly identify that it is the PTA entering into the contract and not the president as an individual. The signature on a written contract should read, “ABC PTA by Jane Smith, President and (name), officer.”  

In addition, as a PTA officer, never sign a Hold Harmless Agreement on behalf of your PTA. Signing such a contract naming the PTA responsible for all injury and damages may increase PTA’s liability and the amount PTA might have to pay, if a claim occurs. 

If you have questions about a contract, contact the PTA insurance broker to review it prior to signing.