PTA Executive Board Roles

President‍

  • Oversees and coordinates the work of an executive board to run a PTA effectively

  • Presides at PTA board and association meetings

  • Serves as the official contact, communicator and representative of a PTA

  • Designated as an authorized signer for PTA checks, contracts and authorizations for payment

  • Serves as ex-officio member of all committees except the nominating committee

  • Works with other PTA leaders to connect families, school and community to support student success.

Secretary

  • Takes minutes at board and association meetings

  • Co-signs documents with president: authorizations for payment, resolutions and formal letters

  • Handles PTA correspondence as directed by the president

  • Maintains and preserves PTA records and important documents to pass on at the end of the term

Treasurer

  • Maintains permanent records to track unit funds and financial transactions

  • Chairs budget committee and prepares annual budget for adoption by the association

  • Pays all PTA bills as authorized by board or association

  • Prepares reports for every board and association meeting and an annual financial report

  • Ensures taxes and reports required by PTA bylaws, insurance or federal and state governments are completed and submitted by the due dates

VP Programs

  • Works with committee and other chair to plan and organize programs for the school year

  • Collaborates with principal, PTA president, other committee chairs and campus student groups to coordinate, plan and implement programs

  • Develops annual program calendar and presents it at PTA association meeting for adoption

  • Publicizes approved program calendar using newsletters, website, social networks and school handbook

  • Oversees volunteer recruitment and delegates tasks for implementing and running programs

VP Marketing

  • The PTA communications leader

  • Helps PTA members and the general public understand the vital role that PTA plays in the community

  • Positively impacts the lives of all children and families

  • Is a relevant, inclusive, influential volunteer-powered association working for the well-being of children and youth

  • Develop a communications plan

  • Review PTA calendar of events

  • Schedule website, social media updates, event promotion and publicity around these dates

  • Set submission deadlines for the year for all publications

  • Create a content calendar for social media and website postings

  • Develop a budget to support the plan

  • Present the communications plan to the executive board for approval

  • Use PTA publications to promote PTA events and share information

  • Maintain an up-to-date website

  • Use social media to communicate with members

  • Encourage officers and chair members to contribute short articles and reports for the newsletter, website, or social media

  • Provide media releases as requested

VP Volunteers

  • Works with the PTA president, principal and teachers to coordinate volunteer assignments at the school to support student success

  • Collaborates with other PTA board members, teachers and administrators to assess and identify how parents/guardians/caregivers and community members can get more involved at school as volunteers

  • Oversees volunteer recruitment, training and assignments

  • Promotes PTA goals, membership and activities as a PTA committee chair or officer

VP Membership

  • Works with the Membership Committee to plan the annual membership campaign

  • Responsible for creating and implementing a membership plan, promoting membership throughout the year

  • Providing membership reports at PTA board and association meetings, collecting dues, and distributing membership cards

Financial Secretary

  • Works closely with the treasurer and other financial officers in handling PTA funds

  • Keeps a record of all PTA funds collected, deposited and disbursed

  • Prepares monthly and annual financial reports

Financial Reviewer

  • Reviews the books and financial records of a PTA to determine their accuracy

  • Presents written reports on financial reviews to the board for review and the association for adoption

  • Uploads copies of adopted financial reviews to the document retention system as indicated in unit bylaws

Historian

  • Captures, assembles and preserves record of activities and achievements of a PTA

  • Collects volunteer hours for PTA meetings and events

  • Completes and submits the number of volunteer hours to council/district PTA, if requested

  • Displays or presents brief overview of PTA year at meeting near the end of the school year

VP Fundraising/Ways & Means

  • Works with a committee, appointed by the president, to plan and organize fundraising activities

  • Focuses on raising the amount of funds needed to meet the unit’s budget

  • Presents reports on proposed fundraising activities at board and association meetings for approval 

Parliamentarian

  • Assists the president to manage meetings and advises on parliamentary procedure

  • Chairs the bylaws committee to review unit bylaws each year and propose revisions to the bylaws every five years

  • Schedules the nominating committee’s first meeting, providing information on the nomination and election process

PTA Event Chair Roles