BTPTA Officer Job Descriptions

President 

  • Schedule, prepare and preside at all meetings of the local PTA and of the executive committee/board
  • Perform such other duties as may be prescribed by these bylaws or assigned by the local PTA or by the executive committee board
  • Coordinate the work of the officers and committees
  • Represent the PTA in all meetings with school administration, BOE and county PTA
  • Address various memberships groups as needed throughout the year :
    • Kindergarten Orientation
    • Staff Appreciation Lunch
    • Back to School Night
    • Budget information night
    • 8th Grade Graduation
    • Staff orientation day
    • Principal staff meetings
  • Distribution of all national, state and county PTA information to executive board 

 

 

Vice President of Events-

  • Assist the President (as needed) in the day-to-day running and decision making of the PTA
    • Perform the duties of the president in the President’s absence or inability to serve 
  • Serve as committee chairperson liaison for service and event committees.  Responsibilities include: 
    • Schedule and run (along with the Treasurer) a committee chairperson orientation meeting at the beginning of the school year 
    • Deliver chair people pertinent information such as volunteer lists, letterhead, and any other information needed 
    • Provide event chairs the allergy aware/inclusion protocol
    • Proof any flyers for events, then send to school Principal for approval,  followed by the secretary to the school administrator for approval, then submit to VP of Communications for Newsletter & Website
    • Make event chair aware they need to submit to the school office a list of parents that will be entering the school during school hours
    • Follow up with the chairperson during and after the event to see how things are going and whether or not they wish to chair the event again 
  • Report at monthly membership meetings: 
    • Any executive board meetings held during the month 
    • Meetings held with the administration 
    • Items voted on by the board 
    • Committee Reports for committee chairs who are not present

 

Treasurer

  • Maintain bank account for the BTPTA, working with Finance and Audit Committees
  • Receive funds, deposit funds and write checks ·  Disburse funds: reimbursement to members, payment of invoices·  Enter all bank transactions in QuickBooks· Reconcile bank statement and QuickBooks·  Maintain paperwork to support all transactions for audit· Cash box distribution· Prepare reports/ summarize activity for Membership meetings
  • Develop & modify financial and committee communication forms as appropriate (Funds Request, Funds Submission, Event Summaries)
  • Financial training of Chairpersons
  • Annually:  Send payments quarterly to NJPTA·Charitable Organization/ Tax filing (Dec.)· Prepare budget  (July/Aug)·   Close books (July) and provide support for Audit Committee

 

Secretary  

  • Record all the minutes of all meetings of the Bethlehem Township PTA and of the executive committee/board
  • Have a copy of the approved bylaws
  • Have membership list available at every meeting
  • Handle all official correspondences of PTA as directed by the President and report to the membership at each meeting
  • Maintain PTA mailbox at Conley school and forward to appropriate board member
  • File room use forms for membership meetings at Conley
  • Schedule babysitters for meetings at beginning of the year (usually girl scout troop)

Webmaster 

  • Maintain website and keep all information current.  Board sends webmaster all info needing to be uploaded, deleted or changed on site.
  • Send out weekly eblasts and eblasts as needed for events, etc.  Board and committee chairs send webmaster all info needing to be added, deleted or changed for eblasts

Shared Duties           

  • Meet in emergency situations to direct inter-organization difficulties and report to the Executive Board with conclusions 
  • Attend monthly Board of Education meetings as assigned in a rotation with other board members 
  • Attend PTA board meetings, as needed for planning, preparation and to transact necessary business in between monthly membership meetings 
  • Attend Executive Board meetings and administrative meetings at both schools as scheduled. 
  • Formulate yearly budget 
  • Update, create and execute the membership packets that are distributed each year in the membership drive