Job-Descriptions-PTA - Whittier Elementary PTA

Board Positions

Below you will find descriptions of the different roles and responsibilities. All positions are board positions unless designated next to role name. Per Whittier PTA Standing Rules, elected and appointed positions on the Whittier PTA Board may be held jointly by two people with the exception of Treasurer and Assistant Treasurer.

President

Great to have someone who is a clear communicator, has an open mind, and is willing to hear concerns and feedback from parents, PTA board members, staff and administration.

Oversee and manage Whittier PTA, the parent teacher association, supporting Whittier Elementary School.
Main liaison to the school administration and principal
Schedule a Board planning retreat prior to the start of the new school year.
Plan and direct monthly Board meetings and General Membership meetings. Meeting schedules are determined in conjunction with Board members at the Board planning retreat.
Plan and coordinate PTA community meeting presentation, run meeting
Sign contracts and checks on behalf of the PTA, as needed.
Check-in with Board members regularly on their duties/events/initiatives, provide support if necessary
Meet with school Principal once a month+ to ensure open communication and smooth coordination of school/PTA efforts.
Participate in PTA budget planning process beginning in January/February
Complete Washington State PTA mandatory training once per year
Attend Seattle Council PTSA Council meetings, as needed
Communicate regularly with the Parent Representatives on the BLT regarding initiatives that could warrant PTA support or input.
Convene the PTA Board Executive Committee (comprised of the President, Vice President, Secretary, Treasurer and Assistant Treasurer positions) as needed to perform any board functions that require a smaller decision-making body and/or additional research and deliberation prior to Board decision-making.
This position requires effort beginning in the summer and lasting throughout the term. Work-load is heavy throughout the year. (Average 5-10 hours/week, heaviest at the beginning of school year, and again in Feb/Mar during budget season.

Vice-President

This position is mainly a support position, while shadowing the (co-) President(s) to prepare for presidential duties. Should possess the same qualities as President.

If this position is not filled, the President(s) shall delegate the tasks below to other members of the Board or to a PTA member at large.
Assist with President’s duties upon request, in training for Presidency.
Perform all of the President’s duties in her/his temporary absence or in the event of a vacancy in the Presidency.
In January, convene a Nominating Committee to solicit member interest in holding PTA board positions for the following year; ensure nomination process schedule is followed per Washington State PTA guidelines.
In February or March, chair a committee (or identify a chairperson) to solicit nominations for the Golden Acorn volunteer award. Work with committee to consider all individuals who have been nominated equally for merit (not a popular vote), and announce the award winner at the May General PTA meeting.
Attend monthly Board and General PTA meetings.
Serve as a member of the PTA Board Executive Committee.
Attend/complete mandatory Washington State PTA training at least once per year.
This PTA Board position shall be filled by only one individual. This position requires effort beginning in the summer and lasting throughout the term. (Work is concentrated during the second half of school year.)

Secretary

Keeps meeting minutes for board and community meetings. Understands bylaws and standing rules for the purpose of voting. Should be able to listen and take notes, while still participating in board meetings. Organization is a plus for this position.

Attend, circulate sign-in sheets, and take minutes at all Board and General PTA meetings, which shall include motions and results and any action items from the meeting.
At Board meetings, present the meeting minutes from the previous month to the Board for amendment and final approval.
At General Membership meetings, present the meeting minutes from the previous month to the General Membership for amendment and final approval.
Manage the annual update of the Whittier PTA Board’s Standing Rules, present the revised rules to the General Community for an adoption vote, and prepare a final copy
Responsible for understanding the definition of a quorum for a given Board or General meeting and for determining if each meeting has a quorum for all votes taken.
Maintain a “legal documents” notebook (and a digital equivalent, when possible) containing founding organizational documents, current licenses and permits, and Board-approved policies.
Maintain a Minutes Notebook (and a digital equivalent, when possible) containing minutes from the General and Board meetings from the previous two years.
Ensure Meeting Minutes and the final Standing Rules are uploaded to PTA website for access to general community.
Ensure Meeting Minutes are uploaded to shared drive for access by Board members.
Perform any tasks related to external correspondence, as requested by the President or Vice President.
Serve as a member of the PTA Board Executive Committee.
Attend/complete mandatory Washington State PTA training once per year.
This PTA Board position may be filled by two individuals acting as Co- Secretaries.
Workload is consistent throughout the year. (5 hours/month)

Treasurer and Assistant Treasurer

Main duties of treasurer are to keep financial records, process reimbursements and payments, and lead the budget planning process.

The two individuals in these positions shall discuss and decide between them which will handle the specific tasks listed below. All tasks must be performed by one or the other.
Present financial reports at monthly Board meetings and all General PTA meetings. (Preparation of reports and reconciliation of bank statements approximately 3-5 hours per month.)
Process all payments (checks only), including confirmation of evidence of cost, Quickbooks entry, coordination of check signing and distribution of checks (2-10 hours per month).
Responsible for proper banking and management of PTA funds.
Deposits must be made in person at the bank. In September and October, deposits are made 1-2 times per week. For the balance of the year, deposits are made 1-2 times per month.
Accounts to be managed include: Homestreet (checking and money market) Quickbooks, Paypal, Square, Benevity, and Network for Good.
Work with front office staff, teachers and board members to track budget spending and discuss proposed expenditures (2-5 hours per week)
Not later than September, confirm three (3) current executive board members (but only 1 treasurer) are on file with Homestreet as authorized signatories, including updating any required Know Your Customer requirements. Please note that at least one (1) treasurer must have a social security number and driver’s license on file with PayPal and Homestreet.
Responsible for the management of all PTA insurance matters, including annual renewal (October/November).
File IRS Form 990 Due Date Extension (November).
File the City of Seattle Business License (December).
File Charitable Solicitations Registration (May).
File City of Seattle B&O Tax Return and Gambling Return (January).
File Form 1099-S for all service providers for prior calendar year (January).
Chair PTA Budget Committee (January through May)
Includes meetings with Principal, BLT, Board and Committee. Approximately 40 hours over 5 months.
Prepare IRS Form 990 (20 hours) or interface with outside accountant on preparation (5 hours)
Close the financial books and records by June 30th and submit to Financial Review Committee by July 31 (10 hours)
Serve as a member of the PTA Board Executive Committee. (2-5 hours per month)
Complete/Attend one (1) WSPTA training per year.
These positions require diligence and attention to detail, and experience by one person with accounting or bookkeeping is strongly encouraged.
Work begins in the summer and continues throughout the year. At least one of the two individuals must be able to check the PTA Treasurer files at school at least once a week.
Treasurer approximately 20 hours per month (more in September/October and February/March), Assistant Treasurer approximately 10 hours per month (not including Board or Exec meetings)

Communications Chair

Oversees communication for PTA. Helps distribute PTA communications with families and facilitates the addition of PTA information into WildChat and media channels. Should be a clear communicator and comfortable with using social media.

The Communications Chair is responsible for overseeing the communication of the PTA within the Whittier school community.
Serves as the main communications liaison and disseminates information from the PTA and/or school if necessary, to the school community.
Communication channels managed by the chair include email, Konstella, PTA Facebook page and grade-level Facebook groups, Whittier Wildchat, and the PTA sections of the Whittier Elementary School website.
Works with office staff to ensure accurate and timely delivery of information via the WildChat.
Works with Website chair to ensure that PTA content on the Whittier Elementary website is up to date.
Manages content planning calendar and ensures updates are posted on time to the correct channels.
Responsible for ensuring that families of incoming kindergarteners and any other new families are aware of communications channels available to them.
Attend all PTA Board meetings and PTA general meetings (3-6 hours per month).
Workload is approximately 4-5 hours per week in August and September and approximately 1-3 hours per week for the remainder of the school year.

Fundraising Chair

Raises the PTA money that pays the bills! Main responsibility is executing Annual Give. Also coordinates closely with Spring Fling and Jogathon chairs. Great to have a person who is comfortable in front of a crowd, and okay with making an “ask”. Also good to have a “do-er”, there is quite a bit of back-end administrative tasks.

Design a program of fundraising for the year to achieve the PTA’s annual budgeted income, giving consideration to offering fundraising activities and events that will involve the Whittier community.
Fundraising programs and activities may include: The Annual Give and other direct appeal campaigns, Ballard Market Receipts, Box Tops, Spring Fling (and mini-auction), Spirit Gear (t-shirt) sales, & Jog-a-Thon
Coordinate with chairs for key campaigns (Spring Fling, Jog-a-Thon, Spirit Gear)
Evaluate fundraising solicitations and proposals from the membership and the outside community.
Work with Volunteer Coordinators to designate a chairperson for each fundraising event, and work with event chairpersons to ensure they have the resources needed; act as liaison between the chairpersons and the PTA Board.
Assist fundraising event chairpersons in promoting participation in fundraising activities through the Wildchat, kidmail, on-campus signage, and announcements at school and PTA events.
Ensure Fundraising event chairpersons stay within total authorized budget for expenditures related to Fundraising activities.
Communicate with Whittier families around contributions, matching and tax exemption clarity
Oversee business directory/sponsorship plan for PTA.
This position requires initiative and creativity in designing a program for responding to the PTA’s fundraising needs for the year.
Attend monthly Board and General PTA meetings; report to Board on upcoming plans for Fundraising activities and on just-completed tasks.
PTA Board position may be filled by two individuals acting as Fundraising Co-Chairs.
Work begins in summer or early fall, and then requires consistent effort throughout the year. Busiest months are September and October.

Events Chair (currently combined with Hospitality Chair)

Oversees PTA events, acts as liaison for individual event chairs/volunteers and PTA board.

Work with Volunteer Coordinator to designate volunteers for events if needed.
Oversee activities of individual event chairs, ensure they have the resources needed and are communicating event information to the membership.
Review current events and evaluate new opportunities and proposals.
Act as the liaison between the Board and event chairpersons.
Attend monthly Board and General PTA meetings.
This PTA Board position may be filled by two individuals acting as Events Co-Chairs.
Work begins in the fall, but planning may begin in late spring. Work is variable and dependent on finding chairs/volunteers for individual events.

Advocacy Chair

Stays informed on legislative activities that affect our schools and families, and communicates this with the Whittier community.

Help communicate the legislative priorities (e.g., Top five Legislative Priorities) of the WSPTA within the Whittier community.
Stays informed on local and state level legislative matters pertaining to the well-being and education of every child.
Attend the WSPTA Legislative Assembly.
Work to educate and encourage advocacy toward the WSPTA’s legislative advocacy efforts with the Whittier community.
Attend monthly Board and General PTA meetings. Work is consistent throughout year.

Membership Chair

The person who manages PTA membership. Mainly consists of data entry. One main event – membership drive in fall, and smaller membership efforts throughout year (ie; during Annual Give, at PTA Community Meetings)

In June of prior year, make sure outgoing Chair has entered incoming board member names and contact information into State membership database; manage any changes to the database and choose a new password annually.
Review the State PTA membership website. www.wastatepta.org/programs/membership.htm
Before the start of school in September, prepare revised PTA membership forms and flyers, as suggested by information and templates available on PTA website and in membership chair files.
Ensure distribution of PTA membership forms and information materials in First Day Packets.
In September, ensure all PTA Board members have renewed their PTA membership status.
In September, promote membership at the first General PTA meeting, as well as at other early fall events, such as the Back to School Potluck, First Day of School Coffee, etc.
Priority Task: Collect and submit membership fees to the PTA Treasurer for payment to the Washington State PTA, pursuant to the schedule outlined in the State PTA materials.
Obtain membership cards from the State PTA database and distribute to members via print or email.
Promote benefits of PTA membership at Whittier Elementary School all year long, through articles in the Wildchat and presentations at General meetings.
Work begins in summer to prepare for the fall membership drive. Heaviest at start of school year (September/October), then pretty light the remainder of the year.

Hospitality Chair (currently combined with Events Chair)

Hospitality chairs are main organizers of staff appreciation events, and provide refreshments for community meetings.

Coordinate and provide hospitality at PTA and some school events throughout the year, as directed by the Board.
Procure donated or purchased food, refreshments and supplies for the following events led by Hospitality: 6 Monthly Grade-level Staff Appreciation Lunches, 3-5 PTA Community Meetings, and Fifth Grade Graduation Reception.
Support certain events led by other PTA chairs, such as Kindergarten/New Family Welcome and First Day Coffee, with refreshments and food.
Coordinate refreshments for some school events, at the direction of the Board.
Re-stock and maintain Hospitality Closet with plates, napkins, cutlery and other tableware.
Re-stock and maintain coffee cart in PTA closet with coffee, creamer, etc.
Coordinates PTA coffee tent events, finds volunteers for coffee mornings.
Prepares staff “wish lists” for the holidays and staff appreciation week.
Attend PTA Board and General Meetings.

This PTA Board position may be filled by two individuals acting as Hospitality Co-Chairs. Work required in late summer to prepare for role in the start-of-school events.

Outreach Chair

Outreach acts as the “welcome wagon” of the PTA. Mainly organizes incoming student events like K popsicle play dates and pizza party, school tours, and oversees charitable community efforts (food drive, helping hands, etc.).

Outreach programs/events include:

Host (or organize) approx. 4 playground playdates in July/August for incoming K students
New Student tour/treat (work with principal to organize, usually right before school starts)
Order (July) and distribute (August) Kindergarten T-shirts (include a welcome letter from last year’s 4th/5th graders)
Organize/Host Kindergarten Pizza Party (Friday evening before Kindergarten starts)
First Day Coffee (with Hospitality Co-Chairs)
Food Drive (Typically November; can have someone chair this event)
Holiday Helping Hands Gift Card Drive (December, can have someone chair this event)
School Tours (January or February)
Distribute cards to 4th/5th grade to have them write welcome letters for incoming Kindergarten students (May)
Assist Administration with June Popsicle Playdate for incoming KG students

Other Outreach Responsibilities:

Attend monthly Board and General PTA meetings; report to Board on upcoming plans for outreach activities and on just-completed tasks. If there are two outreach chairs, you can alternate meetings.
Ensure Outreach event chairpersons stay within total authorized budget for expenditures related to Outreach activities.

This PTA Board position may be filled by two individuals acting as Outreach Co- Chairs. This position requires effort beginning in summer and continuing throughout the year. Busiest months are August/September and Nov/Dec to a lesser extent.

Programs Chair

Oversees after-school activities by working with vendors, teachers, and school administration. Identifies vendors and teachers who wants to run programs, then coordinates enrollment.

Develop a comprehensive program for after-school activities and classes, including scheduling sessions, locating school space for classes, and work with school administration to advertise registrations for classes/sessions.
Programs may include among others: Art, Drama, Chess Club, Lego Engineering, Technology Club, Foreign Language, Dance, PE, Yoga, Sewing, Programming, Ukulele, and Jazz Band.
Work with 3rd party vendors to coordinate availability and location of activities.
Oversee the reservation of classroom and school space with Seattle Public Schools Building Rentals Department.
Ensure all instructors and staff have submitted a criminal history check at the school office and are cleared to work with students prior to the start of a program session.
Work with school administration to advertise all registration processes in a timely manner in the Wildchat newsletter and via kidmail.
Evaluate new programs opportunities and proposals.
In spring, ensure program coordinators complete and file in PTA files the program recaps and notes that detail what worked, what didn’t, and suggestions for future coordinators.
Attend monthly Board and General PTA meetings; report to Board on upcoming plans for Programs activities and on just-completed tasks.
Ensure Programs event coordinators stay within total authorized budget for expenditures related to Programs activities.

This PTA Board position may be filled by two individuals acting as Programs Co-Chairs. Work begins in summer, with setting a schedule for programs for the year. Occasional surges in workload during program registration and the beginning of each session (fall, winter, spring).

Volunteer Coordinator

Organizes all the data that we collect from parents who say they want to volunteer, then emails volunteers who have identified themselves as wanting to help with ___, when the need arises.

Over the summer, work with the President and Chairs of Events, Outreach, Programs, and Fundraising to update the Volunteer Interest Form (paper and online). Include the Form in the First Day Packets to solicit parent volunteers for events, programs, activities, and tasks.
Enter volunteer information from Volunteer Interest Forms into a database or spreadsheet.
Using the Form, provide Event, Outreach, Programs, Fundraising Chairs with the names and contact info of parent volunteers in advance of all upcoming events, programs, projects, committees, etc.
Throughout the year, continue to recruit volunteers for Events, Programs, Outreach, Fundraising, and other committees and projects as needed to fill volunteer needs. Use the volunteer database, Wildchat announcements, Konstella, Facebook, direct contact with parents, and flyers sent home in Kidmail.
Attend Board and General membership meetings.

This PTA Board position may be filled by two individuals acting as Volunteer Co-Chairs. Work begins in summer to prepare for the start of school, then requires consistent effort throughout the year. This position requires initiative and dedication to supporting event chairs needs for volunteers throughout the entire year. Overall this role averages at most 1-2 hours per week. That amount is higher in the beginning of the year as volunteer forms are prepared and entered into the database (about 10 hours total).

Equity, Diversity, and Inclusion (EDI)

Leads the Equity, Diversity, and Inclusion (EDI) Committee. EDI helps to support, create, and promote a respectful culture of inclusivity so that members of our community (e.g. students, families, and staff) feel welcome and able to engage.

Research and arranges student, parent, and/or staff education opportunities around diversity/race/inclusion.
Maintain relationships and mutual support with EDI PTA chairs across the district.
Share relevant community events with the Whittier community.
Work with school leadership to support activities in conjunction with Black Lives Matter at school week, Pride, etc.

This PTA Board position may be filled by two individuals acting as EDI Co-Chairs. Work is consistent throughout the year.

Non-Board Positions for Whittier PTA

Website Chair

Design and maintain/update the Whittier Elementary School website: (www.whittieres.seattleschools.org).
Work with the Board, committee chairs, school administration, and general membership to solicit PTA and school-related content for the site.
Work with the Wildchat editor to share content, as appropriate.
Ensure all content posted on the site is up-to-date and relevant. NOTE: Ensure the PTA has received express written consent from parents and guardians to post photos on the website where students or adults are identifiable.
Work begins in summer to update the school website for the new school year. This position requires attention to detail and a commitment to keeping the website updated and relevant throughout the year in a timely manner. Work is sporadic depending on what needs updating.

Spring Fling Chair

Plans big party for Whittier community and raises a LOT of money doing it!

Work with Fundraising Chairs to set fundraising goals and plan the event accordingly.
Secure a venue for event (for following year’s event).
Procure class art, classroom buckets, and fundraising items from Whittier community and local businesses.
With committee, plan decorations, music, event flow, set-up, food.
Market event with help from Communications Chair and sell tickets to parents and staff.
Work begins in late fall, heavier December – March

Move-a-thon

Coordinates one of the favorite (fundraising) events of the school year!

Plan & organize Move-a-thon which is held in the late spring.
Work with Fundraising Chairs to set fundraising goals and plan the event accordingly.
Secure donations from local business sponsors.
Market event with help from Communications Chair.
Find a jogathon volunteer coordinator to help secure and direct grade level volunteers for day of event.
Planning begins in February/March, event occurs near end of school in May or June, depending on other school calendar events.

Naturebridge Fundraising Chair

Helps coordinate fundraising to pay for 5th grade Naturebridge trip. Must be (a) parent(s) of rising 5th grader.

Lead fifth grade families in fundraising efforts to support/reduce family payment obligations for NatureBridge science camp. Note: this job runs from approximately March to March of each year, not on a school year calendar.
Coordinate with Treasurer and Front Office to determine appropriate fundraising goal. The fundraising goal may vary from raising funds to cover buses to raising funds to cover entire second family payment and buses, at the discretion of the chairs in communication with families and in consultation with the PTA board.
Coordinate with PTA board and Fundraising Chairs regarding timing of fundraisers.
Lead bake sales, water sales, sno-cone sales etc. at various PTA events, in coordination with event chairs, beginning in spring of the class’ fourth grade year and continuing through winter of the class’ fifth grade year. Examples of events include: STEM fair, jog-a-thon, book fair, fall carnival, etc.
Lead Brown Bear Car Wash sales, ideally in spring of class’ 4th grade year.
Communicate fundraising goals, opportunities, and status of fundraising with fifth grade families.
Work is on-going, as needed, beginning in spring of 4th grade year, continues until goal amount is reached.

Spirit Gear

Gets cool stuff made for our kids to wear, and raises a little bit of money at the same time.

Create new designs if desired, or use existing designs
Order shirts for incoming Kindergarten class
Prepare order forms for spirit gear, be ready to take orders at back to school event and perhaps have some inventory on-hand at event.
Aid in ordering of Annual Give “gift”, and then sell remaining inventory.
Run periodic spirit gear sales during school year to sell inventory.

Fill Us In

Coordinates Back to School event, liaison between PTA and school administration

Helps to plan, coordinate and execute Back to School event.
Find & secure food trucks for event.
Design layout and plan schedule for event, consulting with principal and front office.
Compile, copy and distribute packets for families to fill out with district, school and PTA forms.
Planning begins at end of school year for following school year. Some work during the summer, work happens about a week or two before school starts, and event is the week leading up to start of school.