Position Title: Recording Secretary

Organization: West Sand Lake Elementary PTA

Overview:

The Recording Secretary is an essential administrative officer of the West Sand Lake Elementary PTA, responsible for creating, organizing, and maintaining accurate documentation of meetings, communications, and PTA business. This role ensures that all records are up-to-date, accessible, and properly stored for current and future reference. Additionally, the Recording Secretary manages the PTA website, supports membership coordination through Givebacks, and helps facilitate the logistical needs for meetings and events.

Key Responsibilities:

• Create & Distribute Meeting Agendas:
  Use the standard agenda template stored in the PTA Drive folder to prepare meeting agendas. Send the agenda to board members and Principal Keri Rosher in advance of each meeting so topics can be added. Make necessary updates and prepare agendas for printing or email distribution.
  
  

• Print & Organize Meeting Documents:
  Print copies of the agenda, previous meeting minutes, and treasurer’s report for each PTA meeting. If unable to print beforehand, email files to Principal Rosher for printing. Maintain a folder of all printed materials for each meeting.
  
  

• Record & Archive Meeting Minutes:
  Attend all PTA meetings and accurately record the minutes, using the agenda template as a guide. Save and store all minutes in the appropriate shared drive folder and prepare hard copies for storage at the end of the school year.
  
  

• Maintain Organized Records:
  Keep a digital and/or physical folder of all agendas, minutes, and important correspondence. At the end of the school year, organize and store all documents in the designated PTA closet (there is a box for archived records).
  
  

• Update & Maintain the PTA Website:
  Use the WSL PTA Google account to access and edit the PTA website: https://sites.google.com/view/wslepta/home. Edit existing tabs, update general event info, and simplify content as needed. Collaboration with other board members is encouraged.
  
  

• Manage Membership via Givebacks:
  Maintain and manage PTA membership through the Givebacks platform. Create an annual “Hub” for the current school year, send reminders for meetings or events, and communicate with members. Givebacks provides step-by-step directions and automated reminders.
  
  

• Handle Building Use Requests:
  Submit facility use requests for PTA meetings and events as needed. Use login information found in the PTA General Info binder. Work with Principal Rosher for support if needed.
  
  

• Support Flyer Creation & Distribution:
  Use the PTA’s Canva account to create or update event flyers using existing templates. Print flyers on orange paper using the school’s admin office printer. Distribute one copy per class mailbox and use half-sheets when possible to conserve paper. Cut flyers using the office paper cutter.
  
  

Skills and Qualifications:

• Strong organizational and recordkeeping skills
  
  

• Excellent written communication and attention to detail
  
  

• Proficient with Google Drive, Gmail, and Google Sites (or willingness to learn)
  
  

• Familiarity with or ability to learn platforms like Givebacks and Canva
  
  

• Ability to manage multiple administrative tasks independently
  
  

• Reliable, proactive, and collaborative team member
  
  

• Comfortable working in a leadership support role within a volunteer board
  
  

Why This Role Matters:

The Recording Secretary keeps the PTA running smoothly by capturing and preserving the important details of its work. From meeting minutes and membership records to website updates and flyers, this role ensures the PTA stays transparent, organized, and connected to the school community. If you're detail-oriented and love behind-the-scenes coordination, this is a great way to make a lasting impact at West Sand Lake Elementary.