Andover Elementary's 
Executive Board Positions

1 

President

Ideal skills/qualities: public speaking, leadership skills, diplomacy, organization, positive attitude. (approx. time commitment: 5-8 hrs/wk + meeting and event attendance)

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Responsibilities:

• Preside at all PTA meetings (Membership & Board of Director).

• Serve as a spokesperson for the PTA.

• With approval of the executive committee, make one-year appointments to positions/committees as specified in the Standing Rules.

• Work closely with the school principal and staff.

• Reserve all on campus room/field space for committees.

• Work with committee chairs (Be an ex officio member of all committees [except nominating & financial review committees] (Does not mean you have to volunteer with every committee, you just need to check in with them.)

• Manage email correspondence with school, including but not limited to: event, flier, and document approval.

• Disseminate/communicate all information received pertinent to PTA purposes and programs.

• Attend required PTA training & track training of executive committee.

• Assure yearly deadlines are being met (list is published annually by State PTA).

• Assure local PTA representation at council meetings.

• Coordinate back-to-school event and information packets.

2

Vice President I, II, III

Ideal skills/qualities: public speaking, leadership skills, diplomacy, organization, positive attitude. (approx. time commitment: 1-2 hrs/wk + meeting and event attendance).

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Responsibilities:

• Attends monthly PTA membership and Board of Directors meetings

• Preside at meetings in the absence of the president.

• Act as an assistant to the president.

• Attend required PTA training.

• If available, attend any meetings with the school Principal.

• Assist President with following up with committee chairs and other duties agreed upon.

3

Treasurer

Treasurer

Ideal skills/qualities: basic bookkeeping experience recommended but not required, basic understanding of Excel (or similar),

high attention to detail. (approx. time commitment: <1hr/week: June-Aug, 5-8 hrs/week: Sept-Oct, 1 hr/week: Nov-March, 2hrs/week: Apr-May + meeting and event attendance)

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Responsibilities:

• Attend monthly membership and Board of Directors meetings.

• Serve as chair of the annual budget committee. (Active starting March. Budget gets voted on by membership in April.)

• Present monthly written budget & financial reports to board, membership (typically at scheduled meetings & at other times as requested by the president).

• Maintain accurate financial records.

• Make deposits at the bank.

• Enter data related to PTA budget.

• Issue checks for payment & reimbursement from approved PTA budget.

• Reconcile bank accounts.

• Provide all financial records if requested by any PTA member.

• Close the books at the end of the fiscal year (June 30th) and submit them for financial review.

• Submit and pay dues/fees collected to OCCPTA & Council.

• File state and national tax reports.

• Renew financial related subscriptions/permits/insurance as needed.

• Attend annual training.

4

Recording Secretary

Ideal skills/qualities: good note taker, organization, working as part of a team, attention to detail. (approx. time commitment: &lt;1hr/week + meeting and event attendance)

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Responsibilities:

• Attend monthly membership and Board of Directors meetings.

• Prepare accurate minutes of all membership meetings and board of directors meetings.

• Maintain minutes and document notebook.

• Maintain a roster of membership (including all standing and special committees).

• Assist the President with meeting schedule and meeting announcements to members.

• Assist with keeping members informed of SOA standings.

• Attend annual PTA training.

4

Corresponding Secretary

The Corresponding Secretary position is part of the Executive Board of the PTA.  The position is an elected position with a two year term. Responsibilities of the corresponding secretary are defined in the bylaws and include other related duties that the president or executive board may assign. 

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Responsibilities:

• Meet with Executive Board prior to the next school year to review the budget from the previous year and establish a budget for the upcoming school year. 

• Send notices of meetings to executive board members and/or association members, as directed. 

• Read correspondence at executive board and association meetings, as requested by the president.

• Maintain e-mail database of all PTA members.

• Send e-mail blasts as requested by executive board members, chair and committee members.

• Work with administrators and building principals to inform school community about PTA programs and events.