PTA Board Position Descriptions

The success of the PTA relies on the dedication and teamwork of our volunteer board members. These roles ensure our organization remains compliant, financially sound, and able to deliver high-quality programs and support to the school.

General Term Length: Most board positions serve a two-year term, ensuring continuity and allowing for in-depth understanding of the role’s requirements.

Collaboration Note: No position operates in a silo. Every board member is encouraged to seek assistance and delegate tasks to general volunteers and other parents as needed.

President (1-Year Term, max of 2)

The President is the chief executive officer of the PTA, providing leadership and direction to the board and general membership.

Key Responsibilities:

• Preside over all PTA board and general association meetings, ensuring smooth operations.
• Act as the primary liaison between the PTA board and the school Principal.
• Serve as an authorized signatory on all PTA bank accounts.
• Appoint chairs of standing committees and special committees (with executive board approval).
• Create the agenda for all meetings and communications.

Vice President (VP) (1-Year Term, max of 2)

The VP serves as a key organizational leader and acts as an aide to the President.

Key Responsibilities:

• Perform the duties of the President in the absence or inability of that officer to serve.
• Oversee internal operational projects and ensure committee chairs are supported.
• Manage the Harding T-shirt and Apparel Program, including coordinating design, ordering, and distribution of:
  • Student T-shirts (provided every other year).
  • PTA swag order and sales.

Treasurer (1-Year Term, max of 2)

The Treasurer is the custodian of the PTA funds and oversees all financial processes.

Key Responsibilities:

• Maintain accurate records of all receipts and disbursements.
• Present a written financial report at every board and association meeting.
• Prepare and manage the annual budget, working closely with the executive board.
• Review and approve reimbursement requests.
• Ensure all financial transactions comply with PTA and state/federal regulations.
• File necessary tax documents in collaboration with the Auditor.

VP of Hospitality & Assemblies (1-Year Term, max of 2)

This role focuses on creating a welcoming school environment and coordinating engaging student presentations.

Key Responsibilities:

• Coordinate hospitality for PTA-sponsored events (e.g., providing food, drinks, and decor).
• Organize and manage school-wide assemblies, including booking performers, securing contracts, and handling logistics.
• Work with the Volunteer Chair to staff hospitality needs for events.

VP of Fundraising (1-Year Term, max of 2)

The VP of Fundraising is responsible for planning, executing, and monitoring all efforts to generate revenue for the PTA budget.

Key Responsibilities:

• Develop a diverse annual fundraising plan (e.g., direct donations, product sales, events).
• Oversee all fundraising committees, ensuring they meet goals and adhere to the budget.
• Promote fundraising activities to the school community and track campaign progress.
• Chair the Auction Committee (the committee is currently running fairly inde

Financial Secretary (1-Year Term, max of 2)

The Financial Secretary works alongside the Treasurer to manage the intake and counting of funds.

Key Responsibilities:

• Count and document all funds received by the PTA (cash, checks, electronic payments).
• Prepare deposit slips and coordinate with the Treasurer for timely bank deposits.
• Manage the initial cash box setup and teardown for large events.
• Run the admissions booth at the annual Carnival, including managing ticket sales, cash float, and coordinating staffing (or ensuring a substitute chair is found to cover this role).

Recording Secretary (1-Year Term, max of 2)

The Recording Secretary keeps an accurate, concise, and permanent record of all PTA proceedings.

Key Responsibilities:

• Record the minutes of all executive board meetings and general association meetings.
• Distribute meeting minutes promptly for review and approval.

Auditor (1-Year Term, max of 2)

The Auditor is responsible for conducting an internal review of the PTA’s financial records.

Key Responsibilities:

• Perform an audit of the Treasurer’s books and financial records at the close of the fiscal year and mid-year.
• Verify the accuracy of the financial reports and bank reconciliation statements.
• Present the audited report to the executive board and the general association.

Communications Chair (Comm Chair) (1-Year Term, max of 2)

The Communications Chair is responsible for ensuring the PTA’s activities and impact are effectively communicated to the school community.

Key Responsibilities:

• Manage the PTA’s main communication channels (e.g., weekly newsletter, slack).
• Coordinate communications team with across-the board information channels. (Constant contact, executive board, socials, slack administrator, translators, PTA committee leads, volunteer & room parent coordinators, teacher rep, front office/principal, parent community) 
• Maintain and update content on the PTA website.
• Manage all social media platforms (e.g., Facebook, Instagram).
• Coordinate and support translation efforts for key communications to ensure all families receive information in their preferred language.
• Coordinate and support communications efforts by generating and distributing content. (Canva, WordPress, etc.) 
• Take the editorial lead on drafting general (and unique/urgent) board communications for approval and distribution. (PTA messages, strike/lockdown protocols, etc.) 

Parliamentarian (1-Year Term, max of 2)

The Parliamentarian advises the presiding officer on matters of parliamentary procedure and oversees the election process.

Key Responsibilities:

• Ensure all meetings are conducted according to the PTA bylaws and Robert’s Rules of Order.
• Oversee the Nominating Committee process, including ensuring its formation is timely and its procedures follow bylaws, and putting forward the recommended slate of candidates for the next term’s election.
• Review and recommend changes to the PTA bylaws as needed.
• Help facilitate an orderly and democratic decision-making process during meetings.

Programs Coordinator (2-Year Term)

This role primarily handles the administrative and operational needs for the PTA’s ongoing contracted services and large-scale programs.

Key Responsibilities:

• Work closely with the Principal, President, and VP to manage the administrative lifecycle of programs.
• Oversee all required paperwork and compliance documentation with the school district for ongoing services.
• Act as the PTA’s primary point of contact for the operational support and management of specific programs, which currently include:
  • Garden Program
  • PE Teacher
  • Recess Coach
  • Early Drop-off
  • Chapter One Tutoring

Room Parent Coordinator (2-Year Term)

The Room Parent Coordinator manages the vital link between the PTA, teachers, and classroom families.

Key Responsibilities:

• Recruit, train, and support the volunteer Room Parents for all classrooms.
• Serve as the main point of contact for Room Parents, distributing information from the PTA board.
• Ensure Room Parents are aware of all PTA policies and fundraising rules.

Library Chair (2-Year Term)

The Library Chair supports the school’s library resources and promotes literacy.

Key Responsibilities:

• Work with the school librarian to identify needs and priorities.
• Organize and manage the annual book fair.
• Recruit and schedule volunteers to assist the librarian with shelving, check-out, and special projects.

Volunteer Chair (2-Year Term)

The Volunteer Chair is dedicated to maximizing volunteer participation across the PTA.

Key Responsibilities:

• Recruit volunteers for general PTA needs and refer them to specific event/committee chairs
• Largest volunteer event is Harding Carnival (October each year) 

Carnival Chair (2-Year Term)

The Carnival Chair is responsible for leading Harding Carnival Planning and works closely with the Volunteer Coordinator and volunteers/volunteer booth leaders to run this wonderful community event. The Carnival takes place in October each year. Planning generally takes place in the 3 months leading up to the event.