The Treasurer is one of the three required PTA officers. This position is elected by the PTA members. The primary duties of the Treasurer are below:
- Keep accurate financial records of all PTA gross income, receipts and disbursements using QuickBooks.Complete all journal entries required to accurately reflected the financial position of the WGE PTA.
- Prepare the budget for the Budget Planning Committee and adoption by the membership.
- Reconcile monthly bank statements.
- Write checks for all PTA sponsored reimbursements, field trips and bills.
- Initiate Paypal Transfers into Bank of America Bank Checking Account.
- Maintain accounting spreadsheet (Excel) of accounting for Teacher Stipends and report expense reimbursements back to School Office Staff.
- Maintain continuous and direct communication with the President regarding finances. Advise board members, Enrichment Leads and Event Chairs of the status of the treasury and their individual budgets.
- Enforce policy of cash handling procedures of all fundraising events with assistance from the Financial Secretary and Event Chairs
- Secure two signatures on all checks.
- Prepare financial reports for monthly PTA meetings.
- Assist with preparation for semi-annual audits completed by the PTA auditor.
- Remit to San Jose Unified Council and San Jose Unified Council PTA required reports, payments and dues.
- Enforce Risk Management Compliance, coordinate with Insurance Broker when necessary.
- Attend PTA Meetings and PTA Board Meetings.
- Prepare annual financial report.
- Coordinate filing of 990 tax return with outside tax professional.
Special Skills: Knowledge of QuickBooks and Excel helpful.
The PTA auditor is an elected officer and member of the executive board. The primary duties of the Auditor are as follows:
- Audit the books and financial records of the PTA semi-annually.
- Prepare for a mid-year and year-end audit in the months stipulated in the bylaws.
- Prepare and present a written report to the executive board by the date stipulated in the bylaws.
- Prepare and present a written report for adoption by the PTA in the month stipulated in the bylaws.
- The outgoing auditor is responsible for conducting the audit at close of term.
- Audit the books upon resignation of the treasurer or financial secretary or at any time deemed necessary by the executive board.
Special Skills: Good with numbers, accurate.
More info on auditor position available here
The Membership Chair along with the entire Board and the President are partners in guiding, directing and developing an effective membership campaign. The primary duties of the Membership Chair are discussed below:
- Establish PTA Membership Plans for Fall school enrollment and dates for the membership drive with President and Board approval.
- Promote PTA membership at School Community Events.
- Update/prepare membership flyers and membership envelopes for distribution at the beginning of the new school year for school events and meetings.
- Help the PTA Membership Database Administrator enter and maintain the PTA membership database.
- Collect membership envelopes and forward collected money to the Financial Secretary as record of payment.
- Membership envelopes are forwarded onto the Treasurer.
- Create and distribute membership cards.
- Report on membership statistics at monthly PTA meetings.
- Complete remittance form for Council dues for members to the San Jose Unified Council and then submit the form to the Treasurer for payment.
Special skills: Must be comfortable talking at PTA meetings. Some knowledge of spreadsheet use helpful.
The Recording Secretary is one of the three required PTA officers. This position is elected by the PTA members. The primary duties of the secretary are below:
- Attend monthly PTA meetings, held on Tuesday night.
- Organize daycare providers for monthly PTA meetings.
- Accurately record and prepare the minutes of all PTA meetings.
- Prepare listing of all unfinished business for use by the President.
- Notify PTA officers of their elections and PTA volunteers of their appointments.
- Order paper for the PTA to use for various publications and events through Charleen Weber Office Staff.
- Post PTA monthly meeting banners on School campus the week before a meeting.
- Send out reminder notices for upcoming PTA meetings in the Thursday Blue Tiger Folders, one Thursday prior to meeting night.
- Complete annual volunteer hours report and submit to the San Jose Unified Council PTA.
- Have the Secretary’s Binder on hand for reference at each meeting. Included is a copy of the bylaws, copies of agendas, minutes of previous meetings, list of all committees, and a copy of the membership list.
Special Skills: Good typing and comfortable with MS Word.
The Financial Secretary is an elected officer and member of the executive board. The primary duties of the Financial Secretary are as follows:
- Give a receipt for all monies received for the PTA and deposit in the PTA bank account.
- Give a copy of the deposit slip attached to an itemized deposit record to the treasurer.
- Manage cash boxes for events including verification of cash received.
- Keep an accurate record of all receipts and payment authorizations for the treasurer?s financial records.
- Prepare all payment authorizations as approved by the executive board or the PTA. Forward authorizations to the president and recording secretary for signatures.
- Prepare and present a Financial Secretary?s Report (Forms 9) at PTA and executive board meetings when requested by the PTA. The report must include an accurate record of all receipts, deposits and authorizations for payment.
- Review treasurer's bank reconciliations.
- Perform such other duties as may be delegated to the financial secretary by the president or treasurer.
A parliamentarian can assist the president when questions of procedure arise. Parliamentary law is an orderly set of rules for conducting meetings of organized groups for the purpose of accomplishing their goals fairly.
- Attends PTA monthly meetings and executive board meetings and gives advice on parliamentary procedures and PTA bylaws.
- Assist the presiding officer by keeping track of the order of those wishing to speak, motions, amendments, voting, etc., during meetings.
- Chair the bylaws committee and helps make revisions to the bylaws as necessary.
- Calls the first meeting of the nominating committee to order after helping to form the nominating committee.
- Conduct trainings as needed for parents in parliamentary procedure.
- Ensure each member of the executive board has a current copy of the unit’s bylaws and standing rules.
More info is located at the CA State PTA website (Job Descriptions)
The Volunteer Coordinator oversees the activities of the school volunteers and represents them on the PTA executive board. Some of the duties include:
- Recruit volunteers for all docent programs and events at the school. Orient the volunteers in school facilities and procedures.
- Manage a database for all volunteers.
- Provide volunteers’ identification badges.
- Publicize volunteer opportunities.
- Provide input in the recruitment of next year’s PTA and volunteer positions to the nominating committee.
- Plan an end of year event to thank the volunteers.
The Science Coordinator oversees the Science Docent program at WGE. The Science Docent program provides the structure for volunteers to go into a classroom to present/ assist with hands-on science lessons for the students. Some of the duties of the coordinator include:
- Recruit docents for each classroom.
- Maintain order in the science closet.
- Purchase supplies for the lessons.
- Train the docents.
- Provide a lesson reservation calendar for the docents.
- Moderate the yahoogroups site for the science docents.
- Provide printed lessons for the file box in the closet.
- Be available to answer all docents questions.
Science Docents: Monthly
Science Docents present or assist with the hands-on science lessons for their assigned classroom. This program teaches students to think using scientific inquiry.
- Science docents present science lessons to the class through a brief lecture, books and hands on experiments.
- Coordinate the dates with the teacher and other classroom docents.
- Select the lesson each month with the input of the teacher; working with the teacher to present lessons from their ‘boxes’.
- Reserve the lesson box for the day of your lesson.
- Make sure all the supplies are in the box.
- Request additional supplies from the coordinator when needed.
- Pre-read the lesson before teaching it in class.
- Docents might also assist the teacher using the new textbook science experiment kits.
- Keep informed via the yahoogroups site.
- Help with their classroom’s science fair project(s).
The ABC Coordinator is in charge of the ABC program at WGE. This program uses literacy opportunities to share concepts of student-to-student respect, how to be a good friend, what to do if bullied and more. Some of the duties include:
- Recruit volunteers to be ABC parents for each classroom.
- Work with Project Cornerstone to train volunteers.
- Conduct a monthly ABC Parent pre-lesson (optional).
- Maintain the ABC cabinet and ABC Yahoo Group.
- Submit monthly Reading Log to Project Cornerstone.
ABC Docents: Monthly
- You will need to be trainedon the 41 Developmental Assets - which the ABC Program is based upon. This program is run through the YMCA/Project Cornerstone. They have an on-line application (www.projectcornerstone.org) you need to fill out. Training may take place at the YMCA or at WGE.
- Uses literacy opportunities to share concepts of student-to-student respect, how to be a good friend, what to do if bullied, etc.
- Docents do this by reading encouraging books and conducting an active discussion afterwards.
- This takes 30-45 minutes once a month, reading eight books total.
- This program is important in creating an environment of respect at the school.
- A monthly training is available for each lesson (optional).
- There is a WGE ABC Docent Program BigTent Subgroup
- Monthly lessons, tips, links, etc. are available on the Project Cornerstone website.
Art Docents: Bi-monthly
- Art docents present an art lesson with a short lecture and hands on project.
- No previous art knowledge is needed to lead the lessons.
- The art created by the students is amazing.
- Lessons are usually done twice a month.
The Garden Coordinator is the go to person for the garden space. Some of the duties include:
- Train garden docents about how the garden is organized.
- Make sure garden irrigation is working properly.
- Maintain the compost pile.
Garden Docents: as needed.
- Our goal is to have each student work/learn in the garden throughout the year.
- Garden times can vary from regular classroom monthly visits to recess visits.
- There are many lessons and garden links available on the WGE Garden Yahoo Group.
- Creating all documents, fliers, student roll lists, concert programs
- Corresponding with parents via fliers or email re: all band matters
- Copying, filing and distributing music
- Purchasing supplies, such as instruments, music, reeds, cleaning kits, percussion instruments, valve oils, etc.
- Creating and tracking permission slips for performances
- Keep database of instruments and lending library
- Procure instruments and check instruments periodically for repairs
- Send instruments out for repairs and receive. Remit payment.
- Solicit for rent collection volunteer
- Coordinate with band volunteer rent collector, provide with envelopes, current databases, etc.
- Periodically, contact parents if WGE instrument-renting children have not been in attendance…
- Keep student body apprised of concert dates
- Create Recruitment Posters and fliers and Concert Posters
- Friday flag salute announcements
- Coordinate with grant writer to apply for available grants, compose essays to insert in grant applications and write the grant reports if grants are received
2. Music - Sometimes help accommodate space, procure supplies, copy materials, etc.
- Procure instructor (s)
- Apply to Opera A la Carte and Opera a la carte grants
- Remain in contact with OALC personnel to check status
- Coordinate performance dates with OALC personnel and office staff
- Coordinate rehearsal dates with instructor and office staff
- Apply for piano tuning grant
- Handle all OALC materials, copy libretto, music, CDs
- Recruit opera participants (create posters, fliers, etc.)
- Create database of participants and supply teacher with attendance sheet
- Coordinate extra rehearsals
- Order risers, extra supplies, etc.
Tiger Flyer Coordinator
Works under the VP of Communications to format, print, copy and distribute Tiger Flyers.
Qlubb Give Coordinator
Qlubb Give is an online group buying program that easily raises money for our school. It is similar to 'Groupon', but uses only the local merchants we hand pick for each coupon. As owner of this, you would work with Qlubb Give to pick the merchants (you would not have to "sell" anything) and then promote the website to our school.