Executive Board Job Descriptions

President’s Duties:

• Coordinate the work of officers and committees of the association in order that the Objects be promoted.

• Preside at all meetings of the association and the executive board.

• Be a member ex officio of all committees except the nominating committee.

• Appoint the corresponding secretary and the parliamentarian, subject to ratification of the executive board.

• Prepare the list of association officers and chairmen required for directory data and submit through channels as directed by council or district.

• Sign all authorizations for payment with the recording secretary.

• Be responsible for preparing the unit annual report required by California State PTA.

• Be the official representative of the unit at council and district meetings.

• Have all newsletters, flyers and/or notices approved by the principal, prior to distribution.

• Have all contracts and/or legally binding documents approved by the association, prior to signing a contract with another elected officer.

• Not be related by blood or marriage or reside in the same household as the other authorized signers for the association’s financial accounts.

• Perform such other duties as may be prescribed in the Courreges PTA’s bylaws or assigned by the association.

Executive Vice President’s Duties:

• Serve as the primary aide to the president.

• Perform the duties of the president in the absence or disability of that officer to act.

• Serve as the chair of the program committee.

• Perform such other duties as may be prescribed in the Courreges PTA’s bylaws or assigned by the association.

First Vice President’s Duties:

• Filling all of the PTA Committee Chairperson positions with suitable volunteers.  They also act as a resource for those Chairpersons.

• Coordinate and host the Welcome Tea that is held on the first day of the school year.

• Prepare and tally the Volunteer sign-up, which is distributed in the Monday Envelopes the second week of school.

Second Vice President’s Duties:

• Coordinating the annual PTA Jog-a-thon fundraiser.  This is a yearlong commitment beginning as early as summer and ending in May.

Recording Secretary’s Duties:

• Keep an accurate record of the proceedings of all meetings of the association and the executive board in a bound book, which is the legal record of this PTA.

• Be prepared to refer to the minutes of previous meetings.

• With the president, sign all authorizations for payment for the expenditure of funds following approval by the association or the executive board in accordance with the Courreges PTA’s bylaws.

• Record all expenditures in the minutes.

• Keep a current list of the paid members of the association provided by the membership chairman.

• Keep a current copy of the bylaws and standing rules.

• Perform such other duties as may be delegated to the secretary.

Treasurer’s Duties:

• Keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts and disbursements of the association, including specifically, the number of members, the dues collected from the members and the amount of dues remitted through channels to the California State PTA.  Such books of account and records shall at all reasonable times be open to inspection by an authorized representative of the California State PTA or, where directed by the committee on state and national relationships, by a duly authorized representative of the National PTA.

• Chair the budget committee and prepare the budget for adoption by the association, at the first general meeting of the new school year.

• Receive all moneys from the financial secretary for the association, giving a receipt therefore, and deposit immediately in the name of the association in a bank approved by the executive board.

• Receive and retain a copy of the deposit slip for any deposit made.

• Pay all bills as authorized by the executive board or the association and on receipt of authorization for payment signed by the president and the recording secretary.

• Secure two signatures on all checks.

• Keep an accurate record of receipts and disbursements in a ledger, which is a permanent record of this PTA.  All other financial records must be retained for seven years including the current year.

• Keep membership informed of expenditures as they relate to the budget adopted by the association.

• Remit all council, district, State and National portions of per capita dues monthly to the financial officer of the council.

• Present a statement of account at every meeting of the association and the executive board and at other times when requested by the association.

• Be responsible for filling out and forwarding all necessary report forms required by the California State PTA for insurance and for filing all tax returns and other forms required by government agencies.

• Make an annual financial report to the association, which includes gross receipts and disbursements for the year.

Financial Secretaries Duties:

• Give a receipt for all moneys received for the association and remit at once to the treasurer or deposit in a bank approved by the executive board and give a copy of the deposit slip to the treasurer.

• Prepare all authorizations for payment as authorized by the executive board or the association and forward to the president and recording secretary for signatures.

• Keep an accurate record of all receipts and authorizations for payments for filing with the treasurer’s financial records for the association.

• Perform such duties as may be delegated to the financial secretary.

Historian’s Duties:

• Assemble and preserve a record of the activities, achievements and volunteer hours of the association.

• Act as custodian of records and other materials pertinent to the history of the association.

• Assist the president with the preparation of the association’s annual report required by the California State PTA.

Auditor’s Duties:

• Audit the books and financial records of the association semiannually.

• Prepare a midyear audit to be completed in January.  The year end audit shall be completed by September.

• Present a written report to the executive board by February and September meetings.

• Present a written report for adoption by the association in February and September meetings.

• Audit the books upon resignation of the treasurer or financial secretary and at any time deemed necessary.

• Not be related by blood or marriage or reside in the same household as the financial officers and/or authorized signers of checks.