Skip to main content

Position Descriptions

pta Executive Board Positions

PRESIDENT: 

  • Coordinate the work of the executive board (officers) and committees / chairs.
  • Preside at all meetings of the PTA association and executive board. 
  • Be a member ex officio of all committees except the nominating committee. 
  • Appoint the parliamentarian, chairmen and members of committees, subject to ratification of the executive board. 
  • Prepare the list of association officers and chairmen required for PTAEZ and submit to the San Ramon Valley Council of PTAs council.
  • Be responsible for preparing the association's annual report.
  • Be the official representative of the association at the council and district meetings.
  • Be the official representative of the PTA at school functions. Make presentations at Open House, Back to School, etc. 
  • Have all newsletters, flyers and/or notices approved by the Principal prior to distribution.
  • Have all contracts and legally binding documents approved by the association.
  • Authorized to sign checks.
  • Maintain the PTA website or assign task.
  • Sign all authorizations for payment as required.
  • Work with Principal and Vice President / Treasurer to coordinate online registration and annual system rollover via FutureFund.
  • Perform other duties as assigned by the association.

Back to list

VICE PRESIDENT:

  • Serve as a primary aide to the President.
  • Attends all meetings of the PTA association and executive board.
  • Perform the duties of the President in their absence.
  • Work with Principal and President / Treasurer to coordinate online registration and annual system rollover via FutureFund.
  • Provide Future Fund support for Treasurer
  • Coordinate middle and high school volunteers for events.
  • Recruit volunteers for programs as needed.
  • Perform other duties as assigned by the association.

Back to list

VICE PRESIDENT OF LEGISLATION:

  • Responsible for demonstrating leadership on children’s issues at the local level by educating PTA members, community members, and elected officials about PTA’s issues of concern and legislative priorities and goals.
  • The unit, council, or district legislative chair provides PTA members with information about PTA positions on current legislation and issues.
  • Attend San Ramon Valley Council of PTAs Legislation meetings. 

Back to list

VICE PRESIDENT OF PROGRAMS:

  • Oversee all programs, which include: Arts in Education/Reflections, Breakfast Book Club, Student Assemblies, etc.  See Budget for full list.
  • This VP helps recruit and coordinate chairs for each program.
  • Attend meetings of the PTA association and executive board.

Back to list

VICE PRESIDENT OF WAYS AND MEANS:

  • Supervise all money making activities and is a member of the Budget and Finance Committee. 
  • Ways and Means includes all revenue-generating events such as: Sponsorships, Fundraisers, School Supplies, Family Game Night, Carnival, Directory, and Spirit Wear.  See Budget for full list.
  • This VP helps ensure that all chairs for each committee mentioned under Ways and Means are filled. 
  • Provide plans to the PTA on how to raise funds necessary for the work of the PTA for the school year. 
  • Maintain a procedure book that includes pertinent information on activities, programs, contacts, communications, statistics, and budget information. 
  • Attend all meetings of the PTA association and executive board.

Back to list

RECORDING SECRETARY:

  • Keep an accurate record of the proceedings of all meetings of the association and executive board. 
  • Be prepared to refer to the minutes of the previous meeting. 
  • Prepare a list of all unfinished business for the use of the President. 
  • With the President, sign all authorizations for payment.
  • Record all expenditures in the minutes. 
  • Keep a current list of the paid members of the association provided by the membership chairman. 
  • Keep a current signed original set of the bylaws and standing rules. 
  • Perform other duties as may be assigned or delegated to the Secretary. 
  • Receive the monthly bank statement and after verifying the check payees, check numbers and check amounts paid match check payees, check numbers and check amounts approved, forward the bank statement to the Treasurer. 
  • Conduct all necessary correspondence of the association upon authorization of the President and the board or association. 
  • Notify officers of their election and chairmen of their appointments. 
  • Send out notices of executive board meetings. 
  • Attend all meetings of the PTA association and executive board.

Back to list

TREASURER:

  • Keep permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the association, including specifically, the number of members, the dues collected from the members, and the amount of dues remitted to the CA PTA. Such books should be open to inspection by an authorized representative of the CA state PTA.
  • Chair the Budget Committee and prepare the budget for adoption by the association. 
  •  Contact the bank to secure signatures of all authorized signers on all checking and savings account signature cards and file with the bank immediately upon taking office.
  • Receive and retain a copy of the deposit slip for any deposit made. 
  • Prepare all authorizations for payment as required by the executive board or the association. 
  • Upon receipt of a signed payment authorization form, pay all bills as authorized by the executive board or the association. 
  • Secure two signatures on all checks. 
  • Ensure individuals counting cash/checks shall not be related by blood, marriage or reside in the same household 
  • Keep an accurate record of receipts and disbursements in a ledger that is a permanent record of the association. All other financial records must be retained for seven years, including the current year.
  • Keep the membership informed of expenditures as they relate to the budget adopted by the association. 
  • Remit all council, district, State, and National portions of per capita dues monthly to the financial officer of the council.
  • Present a Treasurer’s report at every meeting of the association and the executive board and at other times as requested by the association.
  • Be responsible for filling out and forwarding all necessary report forms required by the CAPTA for insurance and for filing all tax returns and other forms required by government agencies. This includes employee report forms. Forward 2 copies of all government filings to the San Ramon Valley Council.
  • Make an annual financial report to the association that includes gross receipts and disbursements for the year.  Forward 2 copies of the annual financial report to the San Ramon Valley Council.
  • Attend all meetings of the PTA association and executive board.
  • Work with Principal and Vice President to coordinate online registration and annual system rollover via FutureFund.
  • Assist VPs and chairs with FutureFund set up for their programs.

Back to list

FINANCIAL SECRETARY:

  • Give a receipt for monies received for the association and deposit immediately in the bank and give a copy of the deposit slip to the Treasurer. 
  • Keep an accurate record of all receipts for filing with the Treasurer’s financial records for the association 
  • Present a monthly report at every meeting of the association and the executive board and at other times when requested by the association. 
  • Make an annual report to the association. 
  • Perform other duties as may be delegated to the Financial Secretary. 
  • Attend all meetings of the PTA association and executive board.

Back to list

AUDITOR (can be done from home):

  • Audit the books and financial records of the association semiannually. 
  • Prepare a midyear audit to be completed in January. Present a written report to the executive board at the February meeting for review and to the association at the March meeting for adoption.
  • Prepare a year-end audit to be completed in July. Present a written report to the executive board at the August meeting for review and to the association at the September meeting for adoption.
  • Audit the books upon resignation of the Treasurer, Financial Secretary, or any check signer and at any time deemed necessary. 
  • May not be related by blood or marriage or reside in the same household as the financial officers and/or authorized signers of checks. 
  • Be responsible for verifying on the Audit Report Form that all necessary report forms required by the CAPTA for insurance, tax returns, and other forms required by state and federal government agencies have been completed and filed by the due date. 
  • Forward 2 copies of the adopted audits to the San Ramon Valley Council.
  • Prefer someone with a CPA or Auditing background.

Back to list

HISTORIAN (can be done from home):

  • Assemble and preserve a record of the activities, achievements, and volunteer hours of the association. 
  • Act as a custodian of records and other materials pertinent to the history of the association. 
  • Assist the President with the preparation of the association’s annual report required by the CAPTA. 

Back to list

PARLIAMENTARIAN:

  • Attend all meetings of the association and the executive board and give necessary advice in parliamentary procedure when requested. 
  • Call the first meeting of the nominating committee, conduct election of a chairperson and give instructions in procedure, and may be contacted for additional information. Shall only attend nomination meetings if elected to the nomination committee. 
  • Chair the bylaws committee and review the bylaws and standing rules annually. 
  • Be entitled to all rights and privileges of membership, including the right to make motions, debate, and vote. 

Back to list

PTA Committee Chair Positions

BACK TO SCHOOL SUPPLIES:

  • Work with teachers and school office to determine school supply needs per grade.
  • Organize and order back to school supplies to fulfil orders for annual fundraiser.
  • Coordinate Future Fund sales with Treasurer/VP.
  • Create flyers, banners, and other marketing materials.
  • Update flyer and publicize program in Gazette (write article), banners, room parent network, and Friday folders. 
  • Purchase needed school supplies per orders.
  • Work with school office and teachers to distribute school supplies to students/classrooms.
  • Submit revenue and expense report in a timely fashion. 
  • Budget provided by PTA.

Back to list

BOOK FAIR:

  • Work with librarians to coordinate volunteers and decorate/setup for the book fair.

Back to list

BREAKFAST BOOK CLUB:

  • Work with staff to select grade-appropriate books.
  • Purchase books and supplies.
  • Recruit staff and parent facilitators.
  • Meet before school once a month starting in the Fall and ending in May. 
  • Update flyer and publicize program in Gazette (write article), banners, room parent network, and Friday folders. 
  • Arrange breakfast for attendees (usually muffins, bagels, and fruit).
  • Budget provided by PTA.

Back to list

CARNIVAL COMMITTEE:

  • Plan and oversee our PTA’s biggest fundraiser.
  • Recruit a committee to help plan, set up, and execute this event.
  • Create flyers, banners, and other marketing materials.
  • Coordinate Future Fund ticket sales with Treasurer/VP.
  • Obtain event sponsors.
  • Submit revenue and expense report in a timely fashion. 
  • Record amounts and type of food sold for future events.
  • Record revenue from raffle ticket sales for state reporting.
  • Publicize event in Gazette (write article), banners, room parent network, and Friday folders. 
  • Recruit a committee to help plan, set up, and execute this event.
  • Budget provided by PTA.

Back to list

COMMUNICATIONS/GAZETTE EDITOR (can be done at home):

  • Compile and edit articles sent in by President of PTA, Gator Fund, and Principal. 
  • Publish weekly using Constant Contact.
  • Keep Facebook page up to date. 

Back to list

DAY AND EVENING PROGRAMS:

  • Schedule 3 student assemblies and at at least 1 free evening event for families.
  • Create flyers, banners, and other marketing materials as needed.
  • Publicize program in Gazette (write article), banners, room parent network, and Friday folders. 
  • Budget provided by PTA.

Back to list

DUDES ON CAMPUS (program to-be-developed):

  • New program to include more male guardian/parent involvement on campus and in our school community. 
  • Create flyers, banners, and other marketing materials.
  • Publicize program in Gazette (write article), banners, room parent network, and Friday folders. 
  • Budget provided by PTA.

Back to list

FAMILY GAME NIGHT:

  • Run Family Game Night with food and bingo. 
  • Coordinate Future Fund ticket sales with Treasurer/VP.
  • Create flyers, banners, and other marketing materials.
  • Submit revenue and expense report in a timely fashion. 
  • Record amounts and type of food sold for future events.
  • Record revenue from raffle ticket sales for state reporting.
  • Publicize event in Gazette (write article), banners, room parent network, and Friday folders. 
  • Coordinate and obtain food, volunteers (set up, food prep, clean up, bingo caller, prizes - Bingo and Raffle).
  • Recruit a committee to help get prizes and buy food.
  • Event can be held once or twice a year.
  • Budget provided by PTA.

Back to list

FAMILY MOVIE NIGHT:

  • Free event is held once a year.
  • Arrange volunteers to help (projector, snacks, and supervision).
  • Buy snacks (water, popcorn, and cookies).
  • Create flyers, banners, and other marketing materials.
  • Publicize event in Gazette (write article), banners, room parent network, and Friday folders.
  • Submit revenue and expense report in a timely fashion. 
  • Record amounts and type of food sold for future events.
  • Record revenue from raffle ticket sales for state reporting.
  • Budget provided by PTA.

Back to list

FIELD DAY:

  • Organize the activities for Field Day in May/June (usually two half days during the last week of school).
  • Planning should begin in April.
  • Plan games and gather supplies needed.
  • Recruit volunteers to run each activity throughout the day.
  • Work with Spirit Wear chair to sell t-shirts (optional).
  • Publicize event in Gazette (write article), banners, room parent network, and Friday folders. 
  • Budget provided by PTA.

Back to list

GATOR GREETERS:

  • Run Gator Greeters welcoming program.
  • Match up new/incoming families with  Gator Greeter families.
  • Update flyers and publicize program in Gazette (write article), banners, room parent network, and Friday folders.
  • Send out emails.
  • Develop program further with PTA board approval. 

Back to list

HEALTH AND SAFETY:

  • Attend San Ramon Valley Council of PTAs Health and Safety meetings. 
  • Implement ideas to keep Golden View healthier and safer.
  • Budget provided by PTA.

Back to list

HONORARY SERVICE AWARDS:

  • Coordinate a committee (including President and Principal) to nominate and recognize volunteers and members of the school staff for outstanding service. 
  • Purchase awards.
  • Plan luncheon or coffee/tea for parents and teachers in May to present awards.
  • Budget provided by PTA.

Back to list

HOSPITALITY EVENTS:

  • Coordinate Back to School ice cream social/picnic (if planned), Back to School Coffee, Pastries for Parents gatherings, and refreshments for PTA association meetings. 
  • Usually requires recruiting some help through sign up genius and parent volunteers. 
  • Budget provided by PTA.

Back to list

INCLUSION AND DIVERSITY:

  • Organize the annual Festival of Nations.
  • Coordinate programs with school and student leadership for Words Matter Week (usually in March).
  • Work with teachers to celebrate Heritage Day.
  • Promote Inclusion and Diversity at Golden View and at all PTA events. 
  • Attend San Ramon Valley Council of PTAs Inclusion and Diversity meetings. 
  • Budget provided by PTA.

Back to list

LOST AND FOUND:

  • Keep Lost and Found area clean and organized. 
  • If items have names, write the names on the board next to the Lost and Found.
  • Gather unclaimed items and donate throughout the year. Donations given to Sister School, Rotary, or Girl Scouts.

Back to list

MEMBERSHIP (can be done from home):

  • Distribute PTA member e-cards.
  • Staff membership table at registration.
  • Contact new members that join after registration.
  • Run a mid-year membership campaign to increase membership.
  • Keep updated membership list.
  • Distribute PTA Perks (i.e. discount cards) to membership as needed.

Back to list

PARENT ED (can be done from home):

  • Attend San Ramon Valley Council of PTAs Parent Ed meetings. 
  • Disseminate information from Council Parent Ed by writing for the Gazette. 
  • If interested, secure a Parent Ed Night at Golden View. Publicize event in Gazette (write article), room parent network, and Friday folders. 
  • Budget provided by PTA.

Back to list

READ ACROSS AMERICA/READ-A-THON (can be done mostly from home):

  • Read Across America Day is a nationwide reading celebration that takes place annually on March 2nd.
  • In honor of the day, community leaders visit Golden View to read to classes.
  • Committee recruits readers and coordinates event. 
  • Budget provided by PTA. 

Back to list

REFLECTIONS ART CONTEST (can be done mostly from home):

  • This is a national PTA contest. Guidance and materials available from council, state, and national PTA.
  • Create flyer and other marketing materials.
  • Publicize contest in Gazette (write article), banners, room parent network, Friday folders, school office and with teachers. 
  • Collect student entries.
  • With a small committee, judge works based on guidelines provided by national PTA.
  • Give out awards as needed. Submit winning pieces to Council level contest.
  • Budget provided by PTA.

Back to list

ROOM PARENT COORDINATOR (can be done mostly from home):

  • Work quickly after registration to assign Room Parents to classrooms. 
  • Hold room parent meeting the first week of school. 
  • Keep Room Parents posted on PTA, Gator Fund, and school events as requested by President.

Back to list

RUN FOR EDUCATION (can be done mostly from home):

  • Run for Education is a district wide fundraising event run by the San Ramon Valley Education Fund. Individual schools can earn more money based on participation. 
  • Promote at our school (resources provided). Run is in October. 
  • Additional information and training provided SRVEA. Training is late August/Early September 
  • Budget provided by PTA. 

Back to list

RUN CLUB:

  • Run Club is on Wednesdays before the school bell throughout the school year. 
  • Coordinate Future Fund registration sales with Treasurer/VP.
  • Recruit volunteers to help check in and supervise students. 
  • Create flyers, signs and Gazette articles to promote club. 
  • Update parents in the event of rain that Run Club is canceled.
  • Buy tokens, rewards, and other supplies needed. 
  • Budget provided by PTA. 

Back to list

SISTER SCHOOL (can be done mostly from home):

  • Coordinate with our sister school and provide donations support as needed and within budget. 
  • Solicit donations from Golden View families (coats, books, valentines, school supplies are examples). 
  • Create flyers, signs and Gazette articles to promote program. 
  • Budget provided by PTA. 

Back to list

SPECIAL NEEDS (can be done mostly from home):

  • Attend San Ramon Valley Council of PTAs Special Needs meetings.  
  • Edit articles and pertinent information for submission to the Gazette. 
  • Promote and support Special Needs at Golden View and at all PTA events. 
  • Work with SDC teachers to host an ability awareness fair for students.
  • Budget provided by PTA. 

Back to list

SPIRIT WEAR (can be done mostly from home):

  • Order and manage the purchase, sale, and distribution of Golden View spirit wear. 
  • Present and review designs of spirit wear with association.
  • Coordinate Future Fund registration sales with Treasurer/VP.
  • Begin early so that sample designs are ready for show/sale at registration. 
  • Recruit and staff the spirit wear table at registration and back to school nights. 
  • Place order by mid-September, receive, and distribute spirit wear in October. 
  • Budget provided by PTA. 

Back to list

STAFF AND TEACHER APPRECIATION WEEK (can be done mostly from home):

  • Create and display posters, banners, and fliers in schools and in the community promoting Teacher Appreciation Week and the California Day of the Teacher 
  • Brainstorm with the Principal about significant ways to honor the staff during Teacher Appreciation Week 
  • Work with Room Parent Coordinator to organize class appreciation.
  • Budget provided by PTA. 

Back to list

STAFF AND TEACHER LUNCHEONS:

  • Coordinate and provide luncheons for teachers (Fall, Winter, Spring, teacher appreciation week). 
  • Set theme and coordinate volunteers to bring items. 
  • Create flyers, banners, and other marketing materials.
  • Publicize event in Gazette (write article), banners, room parent network, and Friday folders. 
  • Decorate lounge and set-up/clean up. 
  • Coordinate parent volunteers. 
  • Budget provided by PTA. 

Back to list

TK/K SUMMER PLAYDATES (HOSPITALITY sub-committee):

  • Organize TK/K summer playdates.
  • Create flyer and publicize playdates in Gazette, Friday folders, enrollment packets, and online.
  • Attend each playdate and greet new parents and students.

Back to list

WEBSITE MAINTENANCE (can be done from home):

  • Maintains and updates the PTA website.

Back to list

YEARBOOK:

  • Work with teacher to create yearbook.
  • Organize the distribution of yearbooks.
  • Takes photos at school events when available.
  • Budget provided by PTA. 

Back to list