Hyde PTSA Officers Job Descriptions
Hyde Middle School PTSA has 8 officer positions: President, Executive Vice President, Recording Secretary, Treasurer, Financial Secretary, Auditor, Historian and Parliamentarian. In addition, we have Standing Committee chairpeople who may hold “vice president” titles, such as Communications VP or Fundraising VP.
To start each year, we must have a President, Recording Secretary, and Treasurer in place.
Below is a summary of the Roles & Responsibilities for each Officer, as taken from the Bylaws and shortened for recruiting purposes. Officers are encouraged to read the Bylaws for full details.
PRESIDENT
EXECUTIVE VICE PRESIDENT
RECORDING SECRETARY
TREASURER
FINANCIAL SECRETARY
AUDITOR
HISTORIAN
PARLIAMENTARIAN
Please email [email protected] to volunteer!
Hyde Middle School PTSA has 8 officer positions: President, Executive Vice President, Recording Secretary, Treasurer, Financial Secretary, Auditor, Historian and Parliamentarian. In addition, we have Standing Committee chairpeople who may hold “vice president” titles, such as Communications VP or Fundraising VP.
To start each year, we must have a President, Recording Secretary, and Treasurer in place.
Below is a summary of the Roles & Responsibilities for each Officer, as taken from the Bylaws and shortened for recruiting purposes. Officers are encouraged to read the Bylaws for full details.
PRESIDENT
- Coordinate the work of officers and committees of the association
- Preside at all meetings of the association and the executive board
- Appoint people to open positions and to chair committees, help them with volunteer coordination
- Sign all authorizations for payment, as approved in the budget
- Prepare the association annual report with input from the Historian
- Be the official representative of the association at council and district meetings
- Be an official member of all committees, except the nominating committee
- Assist with officer transitions and submit directory of officers to council PTA by May 1st
- Have newsletters, flyers and notices approved by the school principal, prior to distribution
- Check signer and contract signer, each along with another elected officer
EXECUTIVE VICE PRESIDENT
- Membership chair for member recruitment, fee collection, and documentation
- Fundraising chair for direct membership donations and corporate matching donations
- Perform the duties of the president in their absence
- One of the check signers, along with the President and Treasurer of the association
RECORDING SECRETARY
- Record the proceedings of all meetings of the association and the executive board
- Be prepared to refer to minutes of previous meetings
- With the president, sign all authorizations for payment, authorizing the expenditure of funds
- Keep a current list of paid members of the association provided by the membership chair
- Record all expenditures in the minutes
- Keep a current signed original set of bylaws and standing rules
- Notify officers of their election and chairmen of their appointments
- Send out notices of executive board meetings
TREASURER
- Use PTA provided tools to keep records on gross income, receipts, and disbursements of the association
- Track membership dues and remit allocations to California State PTA and District PTA
- Chair the budget committee and prepare the budget for adoption by the association; forward a copy of the adopted budget to District PTA
- Coordinate transitions of officers and authorized check signers with the bank when there is a change in President, Treasurer, or Executive Vice President
- Work with Financial Secretary to keep records of all deposits, receipts, and payment authorization forms
- Receive and retain a copy of the deposit slip for any deposit made
- Pay all bills as authorized by the executive board or the association
- Secure two signatures on all checks
- Present a Treasurer’s Report at every meeting of the association and the executive board, and keep the membership informed of budget and expenditures
- Responsible for filling out and forwarding all necessary report forms required by the California State PTA for insurance, and for filing all tax returns and other forms required by government agencies
- Make an annual report to the association which includes gross receipts and disbursements for the year. Forward two copies of the annual financial report to Council PTA
FINANCIAL SECRETARY
- Help the Treasurer with deposits and receipts
- For example, pick up monies collected at PTSA programs, deposit into PTSA bank account, 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
- Help the Treasurer present the monthly report at association and board meetings
- Help the Treasurer present the annual report to the association
- Generally shadow the Treasurer and become the future Treasurer of the association
AUDITOR
- Audit the books and financial records of the association semiannually
- Prepare a midyear audit covering July to December, and provide a written report to the board in January and to the association in February
- Prepare a year-end audit covering January to June, and provide a written report to the board in August and to the association in September
- Audit the books upon transition of the treasurer, financial secretary or any check signer and at any time deemed necessary
- Verify on the Audit Report Form that all necessary report forms required by the California State PTA for insurance, and tax returns and other forms required by state and federal government agencies have been completed and filed by the due date
- Provide copies of the adopted audits to District PTA
- New guideline for 2019-2020 school year: conduct a monthly mini-audit of books
HISTORIAN
- Assemble and preserve a record of the activities, achievements and volunteer hours of the association
- Act as 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 California State PTA
PARLIAMENTARIAN
- Become familiar with association bylaws and parliamentary procedure
- Attend meetings and give advice on parliamentary procedure when requested
- Call the first meeting of the nominating committee, conduct election of a chairman and give instructions in procedure for nominating/recruiting future officers
- Chair the bylaws committee and review bylaws and standing rules annually
Please email [email protected] to volunteer!