Position Title: Corresponding Secretary

Organization: West Sand Lake Elementary PTA

Overview:

The Corresponding Secretary plays a vital role in supporting the West Sand Lake Elementary PTA by serving as the primary communication link between the PTA and its members, school staff, and the community. This position ensures timely, accurate, and professional correspondence to help keep families informed and engaged. The Corresponding Secretary is often the first point of contact for inquiries and is instrumental in delivering updates and acknowledgments on behalf of the PTA.

Key Responsibilities:

• Email Management & Response:
  Regularly check and manage the PTA’s official email account. Respond to incoming messages from parents, staff, and community members in a timely and professional manner. Forward inquiries to appropriate PTA board members or committees when necessary, and maintain a courteous, helpful tone in all correspondence.
  
  

• Information Distribution & Meeting Notices:
  Prepare and distribute electronic notices and reminders for upcoming PTA meetings, events, and initiatives. Ensure communication is clear, timely, and aligned with the PTA’s goals. Collaborate with the PTA President and Recording Secretary to confirm accuracy of meeting dates, times, and agendas.
  
  

• Event & Program Communication Support:
  Work with event chairs and committees to craft and disseminate promotional materials such as flyers, social media posts, email blasts, and newsletter content. Help ensure messaging is consistent, family-friendly, and engaging. May coordinate with school staff or administration for inclusion in school-wide communications.
  
  

• Acknowledgments & Thank-Yous:
  Draft and send thank-you notes to volunteers, guest speakers, donors, and school staff to show appreciation for their contributions. Maintain a log of acknowledgments to ensure no one is overlooked, and assist in developing templates for various types of communications (e.g., end-of-year thank-yous, donor recognition).
  
  

• Serve as Main Point of Contact:
  Act as the first line of communication for those wishing to reach the PTA. Respond to general questions, provide resources or direct individuals to the appropriate PTA board member. Represent the PTA in a friendly, informed, and approachable manner.
  
  

• Maintain Communication Records:
  Organize and archive important email correspondence, contact lists, communication templates, and past event outreach for future reference. Ensure smooth transitions between PTA boards by keeping communication files up to date and accessible.
  
  

• Support PTA Visibility & Outreach:
  Help build positive relationships with families and the broader school community by ensuring effective outreach. May assist with occasional signage or displays for PTA initiatives.

Skills and Qualifications:

• Strong written communication and interpersonal skills
  
  

• Ability to manage email accounts and digital correspondence platforms (e.g., Gmail, Mailchimp, etc.)
  
  

• Detail-oriented and organized
  
  

• Friendly, professional demeanor
  
  

• Ability to collaborate with other PTA members and school staff
  
  

• Comfortable working independently and meeting deadlines
  
  

• Previous volunteer or administrative experience is a plus, but not required

Why This Role Matters:

The Corresponding Secretary helps ensure the West Sand Lake Elementary PTA runs smoothly and stays connected with the families and staff it serves. Through thoughtful communication and consistent outreach, this role strengthens relationships, promotes engagement, and supports the success of every PTA initiative. If you're organized, personable, and enjoy being "in the know," this is a great opportunity to make a meaningful impact in our school community.