Argonaut School PTA Job Descriptions

 

Each executive board position receives one vote during motions made during meetings. Program and Event Leads provide a variety of critical functions to make PTA sponsored events and programs happen for our student body. Email Argonaut Membership membership@argonautpta.org with nominations.  It takes a village!

 

EXECUTIVE BOARD

* means at least one nomination has been received. We will still accept nominations until March 16.

 

President            5 - 10 hrs/wk                     

  • 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

Executive Vice President               5 hrs/month                          

  • Works as the primary aide to the president
  • Helps lead a PTA towards specific goals consistent with PTA purposes and policies
  • Performs president’s duties in his or her absence
  • Carries out other duties outlined in unit bylaws and standing rules or as assigned

 

Secretary            5 hrs/month                      

  • 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

 

Treasurer            3 hrs/wk                             

  • 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 date

 

Financial Secretary          1 hr/wk                

  • Record and track donations, basic banking, provide monthly financial reports

 

VP Memberships             15 hrs in Aug/Sep,  0.5 hr/wk rest of year

  • Works with the membership committee to plan the annual membership campaign.
  • Responsible for creating and implementing a membership plan, promoting membership and managing email account throughout the year at PTA sponsored events and especially at the start of the school year (schedule pickup, President’s welcome coffee, new parent panel discussion, BTSN)
  • Provide membership reports at PTA board and association meetings, and collecting dues
  • Verify membership information on Toolkit against district database and directory access permissions

 

VP Fundraising  1 hr/wk                                              

  • 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
  • Manage and promote Corporate Matching
  • Communicate and promote fundraising activities and Corporate Matching through eNews, emails, etc.

 

VP Communications        1 hr/wk                

  • Works with various PTA team members and comes up with a communication plan for the various programs and events
  • Works with clubs etc to update their news
  • Publishes weekly eNews (to school), informs the PTA web-coordinator.
  • Provides week updates to the front office for publishing and to official stakeholders
  • Organizes updates to PTA website
  • Comms team to cover Facebook, WhatsApp, WeChat, website content including Calendar of Events, Newsletter and Parent Square communication to support Programs, Committees and Clubs.

 

VP Volunteering      (1-2 hr/wk)                                            

  • Recruit volunteers for various PTA programs and events
  • Oversees and manages volunteer assignments for programs and events

 

VP Events      (1-5 hr/wk)                                            

  • Works with committee and other chairmen to plan and organize events for the school year
  • Develops annual event calendar and presents it at PTA association meeting for adoption
  • Manage third-party vendors/providers for the relevant events
  • Oversees and delegates volunteer recruitment for implementing and running programs

 

VP Programs      1 hr/wk                                              

  • Works with committee and other chairmen to plan and organize programs for the school year
  • Collaborates with principal, PTA president, other committee chairmen and campus student groups to coordinate, plan and implement programs
  • Develops annual program calendar and presents it at PTA association meeting for adoption
  • Publicizes approved program calendar using newsletters, website, social networks and school handbook
  • Oversees and delegates volunteer recruitment for implementing and running programs

 

Auditor                5 - 20 hrs/year                  

  • Audits the books and financial records of a PTA to determine their accuracy twice a year
  • Presents written reports on audits to the board and the association for adoption
  • Forwards copies of adopted audits to council/district PTA as indicated in unit bylaws
  • Perform monthly audits to meet Insurance requirements

 

Historian                                           

  • Captures, assembles and preserves record of activities and achievements of a PTA
  • Collects volunteer hours for PTA meetings and events
  • Completes and submits the PTA Unit-Annual Historian Report to council/district PTA
  • Fills out Historian Summary Report and files copies as Historian records, like minutes are kept forever
  • Copies for minutes, procedure book and, if applicable, president’s memory book
  • Displays or presents brief overview of PTA year at meeting near the end of the school year

   

Parliamentarian                             

  • Assists the president to manage meetings and advises on parliamentary procedure
  • Chairs bylaws committee to review unit bylaws each year and revise bylaws every three years
  • Arranges nominating committee’s first meeting, providing information on nomination and election process

 

SEF Representative         1 hr/wk                

  • Works with Saratoga Education Foundation as the representative from Argonaut
  • Participates in SEF and PTA Exec monthly board meetings
  • Provides monthly updates to SEF news section on PTA newsletter as provided by SEF VP Comms
  • Helps with SEF promotions at school site and on social media parent school groups

  

Project Cornerstone Representative                                       

  • Works with the staff of Project Cornerstone, helps with the communication between PTA and Project Cornerstone regarding related school activities.

                 

Program Chairs                                      

  • Math Olympiad
  • Robotics
  • ArtDocent

            

Event Chairs                                      

  • Fall Musical
  • Variety Show
  • Marathon
  • Spring Carnival
  • Yearbook
  • Science Fair
  • Book Club

 

 

 

 

Calendar

Full Calendar