Elected Officers Job Descriptions

All officers are expected to:

  • Attend all executive committee, board of directors, and membership meetings.

  • Attend region and Washington State PTA trainings as required, including PTA and the Law.

  • Collaborate with board on completion of the annual Standards of Affiliation agreement.

  • Follow WSPTA Uniform Bylaws, PTA Best Practices, and the PTA’s standing rules.

  • Promote a positive image of PTA in the community.

  • Provide timely responses to council, region, and Washington State PTA communication and correspondence.

Specific roles:

President / Co-President

  • Wrangles everyone and everything PTSA related. (The buck stops here.)

  • Official voice of the PTSA

  • Runs board and membership meetings

  • Meets with the principal

  • Is aware of required deadlines for payments of membership dues, insurance, corporate annual report, charities program, and pre-registration for trainings.

  • May co-sign binding agreements and checks for the PTSA.

  • Completes (or appoints a committee to complete) applications for WSPTA awards.

  • Helps plan and conduct a board retreat with the newly elected officers over the summer.

  • Works with the board to establish a calendar for the year.

  • Ensures that the PTSA meets the criteria in the WSPTA Standards of Affiliation agreement.

  • Attends council meetings or appoints a designee.

Vice President / Co-Vice President

  • Performs the duties of the president in their absence or inability to serve.

  • May co-sign binding agreements and checks for the PTSA.

  • Is aware of required deadlines for payment of membership dues, insurance, annual corporation report, charitable solicitation act, and pre-registration for trainings.

  • Promotes a positive image of PTSA in the community.

Secretary / Co-Secretary

  • Takes minutes and records all business transacted at each executive committee, board, and membership meeting.

  • Prepares minutes for approval at the next meeting.

  • Records attendance at meetings.

  • Determines if a quorum is present at the meetings. 

  • Distributes approved board minutes to board members and membership meeting minutes to members.

  • Writes a summary of executive committee, board of directors and membership meetings for the PTSA communications.

  • Plans the meeting agenda with the president (as needed) and informs the president of any action items or unfinished business at the meetings.

  • Gives notice of all executive committee, board of directors and membership meetings, including written notices or information in the PTA communications.

  • Keeps the legal documents notebook(s) up to date.

  • Keeps track of PTSA correspondence and, at the direction of the president, responds to any correspondence directed to the PTA.

  • Makes sure all copies of the legal documents notebook(s) and permanent records files are in order and ready to transfer to newly elected officers at the end of the fiscal year (June 30th).

  • Compiles a list of newly elected executive committee and standing committee members with their contact information. Distributes the list to the board members.

Treasurer / Co-Treasurer

  • Serves as chair of the budget committee.

  • Presents the budget to the board of directors and membership.

  • Maintains accurate financial records.

  • Receives and issues receipts and makes deposits promptly in an authorized council account.

  • Disburses funds according to the approved budget.

  • Pays bills by check and obtains two bank-authorized officer’s signatures on each check.

  • Presents a written financial statement each month and at each regular meeting and such other times as required by the president.

  • Provides all financial records if requested by the president or any member of the board of directors.

  • Provides copies of deposit and money count sheets to committee chairs for their records.

  • Facilitates acquiring petty cash for events, upon request.

  • Receives all funds from the PTSA and promptly (within 24hrs) deposits all funds only into the PTA’s account.

  • Collects and counts monies from PTSA events, fundraisers, programs, and activities. 

  • Completes liability insurance, IRS forms including tax exempt 990 forms, state corporate annual report and charities program forms, filing and paying and applicable local taxes, and renewing business licenses and local permits. Makes copies of these forms for the legal document notebook(s).

  • Works with membership chair to pay membership dues.

  • Delivers all books and records to the newly elected treasurer and works with them to ensure a smooth transition at the end of the year (June 30th).

  • Closes the books at the end of the fiscal year and submits the books and records for financial review to the financial review committee, and is accessible to the financial review committee during the review(s).