PTA Job Descriptions

• Responsible for calling monthly meetings for the Executive Board and bi-monthly PTA meetings, and, in conjunction with the Executive Committee, setting the agendas for both.
• In June and with the Treasurer, s/he shall draft the program budget for the year.
• Working with the PTA Secretary and OCS Administration, the President shall, submit for circulation, a PTA welcome pack and letter and an end of year up-date letter to the parent community.
• Co-ordinate with the Class Parent Representative and present to all new families prior to the start of the school year.
• Liaise with OCS Administration regarding school initiatives and PTA involvement
• Ensure all core values and ideals are upheld within all PTA run events.

• Shall assist the President and assume Presidential responsibilities during the absence of the President.
• Responsibility for updating the website and other marketing/communication tools.
• Responsible for coordinating the Welcome Tea and end of year “thank you” event.
• Co-ordinate with each of the Chairs of the Committee’s to provide support and guidance where required and report back to the board on Standard Operating Procedures (SOP) updates.

• Handle all money received from all PTA events, Fun Fair, Christmas Event, Used Uniform, Pizza, PTA Donations
• Deposit at bank all monies received from above events
• Reconcile statement/deposits/disbursements
• Make up spreadsheet of attendance for Fun Fair
• Make up revenue/expense reports for each major event
• Make up summary revenue/expense report of all events at end of year
• Write cheques for expenses of events including Teacher Appreciation, Pastors Lunch, Grandparents Day, Christmas Event expenses, Fun Fair expenses, Library draws, etc.
• Keep all receipts for expenses paid
• Attend monthly PTA meetings
• Liaison with PTA Chair and co-chair
• Provide updates on finances to date when needed
• Provide floats for events when needed
• Disburse 10% of PTA Donations received to Service Council
• Liaison between Business Office

• Manage the correspondence of the PTA through email and front office enquiries
• Keep accurate minutes of all PTA meetings.
• Responsible for the PTA Contact Directory.
• Create a monthly newsletter of PTA activities.
• Co-ordinate with the Vice President to publish agendas, minutes and newsletter on the PTA website and in school newsletter.
• Ensure all SOP documents and job descriptions are up to date.
• Work with Fun Fair Committee Chair to co-ordinate volunteer requirements for event day.

• Be the liaison and communication between class parent and PTA.
• Design and provide PTA approved, standardized documentation including letters for class parent to distribute within individual grades.
• Work with academic staff at the beginning of school year to ensure a class parent is chosen to co-ordinate any parental volunteering needs of the teacher.
• Hold a class parent meeting in September to establish expectations and guidelines for the year.
• Liaise with class parent to gain an email distribution list for individual grades within the first few weeks of term.
• Communicate all PTA volunteer requirements to the parental body through standardized communication through the class parent.
• Organize all Christmas and end of year gift envelopes for auxiliary and office staff. Communicate back to the Executive board if extra donations are required.
• Organize a thank you event for class parents at the end of the school year.

• Scheduling requests for donations and sales dates.
• Communicating with the front office, who send out either specific emails or notes in the weekly newsletter to request donations and promote upcoming sales.
• Sort through donations, hang or store as appropriate and label sizes where possible.
• Review price list as required, and ensure the front office always has an up to date copy.
• Ensuring uniform is on display when required, and returned to the PTA closet afterwards. It needs to be accessible in the closet, as parents sometimes need to buy items at short notice.
• Organizing volunteers to help with sorting clothes and on some sale dates (stall not always manned when an honesty box is provided).
• Communicating with the treasurer of the PTA to ensure a float is available at sales, and handling funds at sale.
• Keep a copy of the uniform policy (inside the children’s agenda) at hand to answer questions.
• Respond to occasional requests from the office to meet new parents with uniform needs.

Key dates:

September

A lot of donations come in at the beginning of the school year and need to be organized for sale in the first couple of weeks – this is the busiest time in used uniform. The sale of used uniform is a significant fund raiser for the PTA and a big part of any PTA event. It is a good opportunity for parents to stock up on winter uniform, which comes into effect after Thanksgiving. Requests go out in the first newsletter, also a good idea to email the parents of the graduated grade 8 students.

Parents’ evening in November

The 2 rails of clothes are wheeled up to the foyer by the front office on Thursday afternoon and returned to the closet prior to school starting the following Monday morning. An honesty box is left out.

Mid April

Having a sale during the week before the school switches to summer uniform (early May) is a good idea, start requesting donations 2 weeks earlier.

Early June

Collecting and organizing donations at the end of the school year is very helpful to new parents who come for orientation during the summer holiday. The clothes can stand in the gym over the summer, the office will coordinate the honesty box.

• Organize an all school fun fair and adhere to budget set by PTA treasurer
• With help of secretary, Fun Fair Operations Co-ordinator and Volunteer Co-ordinator recruit a committee and volunteers to ensure a smooth running of day
• Sell tickets and raise funds on day to ensure event attempts to break even
• SOP document available on ideas from previous year
• This should be seen as a community event and not a fundraiser

• Liaise with Fun Fair Chair to book all vendors for the day
• Provide front office with order forms to be distributed to families
• Work with Fun Fair Chair to determine price of tickets for food and games
• Create posters and all signage required for the day
• Collate all order form numbers and work with Executive Class parent representative to ensure all families within the school are aware of event
• Day before event, work with rest of committee to collate all wristband and food requirements
• Work with Fun Fair Chair to ensure all supplies are purchased and “stations” have required equipment for day
• On day of event, arrive as part of set up crew and oversee volunteers to ensure “set up” is completed efficiently
• Be on hand throughout day of event to “fire fight” any problems as they arise
• Role is approximately 16 hours prior to the event plus 8 hours on the day of the event. Responsibilities include customer service, organizational and a proactive approach

• Liaise with Vice Chair of Operations to ensure the required volunteer numbers are fulfilled for the event. Approximately 50 volunteer spots over a 3 hour period.

• Work with Executive Class Representative to co-ordinate with Class Representative for volunteers from each class.

• Set up Volunteer Spot to allow parents/high school students to sign up.

• Contact high school students (OCS Alumni) and recruit them to volunteer.

• Devise working schedule of volunteers for day of event.

• Ensure communication of volunteer requirements is understood by all volunteers.

• Ensure smooth “hand overs” between volunteers occurs on day.

• “Fire Fight” on day of event to resolve unforeseen issues that occur.

• Communicate concerns about volunteer issues to Fair Committee Chair for solution and resolution.

• Complete paperwork needed for Student volunteer hours.

• Role is approximately 16 hours of work prior to Fair, plus 6 hours on the day of event. Responsibilities are mainly completed via phone or email, but some face to face contact is required on day of event.

• Send out Pizza order form to the parents with assistance from the front office. (1/2 hour)
• Pass dates to PTA Secretary for PTA website Calendar
• Compile all orders and enter orders in the Pizza master spreadsheet (3 hours).
• Forward money collected to Treasurer.
• Submit order sheet to Pizza supplier once a term or when needed.
• The above is done three times per year.
• Organize volunteers from the parent body to sort the Pizza by class on every other Monday (1/2 hour).
• Organize volunteers to sort pizza every other Monday (1/2 hour).
• Purchase napkins and gloves when needed.

• Organize a committee of volunteers to complete shopping and facilitate day-of activities
• With the Form coordinator track all purchases and ensure shopping is completed three weeks prior to the event

• Organize 3 key committee meetings

• Develop minutes for each of the key meetings

• Take the lead in organizing day of:
  • Ensure sufficient volunteers utilizing Signup.com
  • In collaboration with school administration organize a schedule for event day
  • Thursday afternoon before event organize gym set-up
  • Ensure adequate tags, wrapping paper, and bags for event

• To oversee and organize sub committee’s for Grandparents Day, Founder’s Day, Pastors Lunch and Teacher Appreciation
• Find subcommittee chairs for each of the events
• Liaise with Executive Committee to high light success and concerns regarding the events
• Work with the Treasurer to ensure budgets are maintained
• Guide subcommittees with relevant historic information e.g. Grandparents Day is a school run event by Mrs. Peeler, head of sub-committee should be a Grade 4 parent and Pastors Lunch is usually organized by Parents who Pray
• Develop any new ideas that will enhance both student and teacher school experience