PTSA Job Descriptions

 Join PTSA

Scholarships available for student members

 

Updated February 5, 2024

 

The PESH PTSA Board is looking for volunteers who are interested in serving on the Board for the 2024-2025 school year.

 

President, Vice Presidents, Secretary and Treasurer are all elected officers. All other officers and chairs are appointed volunteer positions.

 

All open positions are listed below. If you are interested in any of the positions or would like more information, please contact nomcom@planoeastptsa.org, and read our frequently asked questions about serving on our PTSA Board or as a chairperson.

EXECUTIVE BOARD

*Standing Committee Chairs

President

  • Time Commitment: 6–10 hours per week
  • Busiest Times of Year: on-going, more busy prior to meetings
  • Key Responsibilities: Oversees the work of the officers and committees of the PTSA. Acts as liaison between parents and Principal/staff. Appoints all PTSA Committee Chairs. Creates the agendas for and presides over the monthly board meetings and approximately four Membership meetings a year. Signs all contracts on behalf of the PTSA, and is an authorized check signer on the PTSA bank account. Attends (or designates someone else to attend) the monthly PTSA Council meetings, a consortium of the PTSA Presidents and Delegates from all PISD PTAs. Works with the Communications Chair and the school staff to submit content for the weekly eNews. Some evening work is involved.
  • Webpage

1st VP - Volunteers

  • Time Commitment: 0–1 hour per week
  • Busiest time of year: August before school starts (Coordinating Senior Parking Painting volunteers)
  • Key Responsibilities: Recruit, schedule, and manage volunteers for the PESH PTSA throughout the school year. Works closely with officers and committee chairs to determine volunteer needs for PTSA activities. Creates sign up forms and content to recruit and communicate with volunteers. Attends board and membership meetings. Some evening work might be involved.
  • Webpage

2nd VP- Membership

  • Time Commitment: 2–4 hours per week
  • Busiest Times of Year: Back to School and Fall; during membership campaigns
  • Key Responsibilities: Prepares membership campaigns to recruit PTSA members to meet goals set by Texas PTA. Prepares appropriate forms and works with the Treasurer to send dues to Texas PTA. Keeps accurate records of all members. Chairs the Honorary Life Membership Awards committees. Attends board and membership meetings.
  • Webpage

3rd VP - Ways and Means

  • Time Commitment: 0–2 hours per week
  • Busiest Times of Year: on-going
  • Key Responsibilities: Oversees the work of the committee chairs of fundraising events/activities. Schedules Spirit Night events throughout the school year. Attends board and membership meetings.

Secretary

  • Time Commitment: 0–3 hours per week
  • Busiest Times of Year: After each PTSA meeting, end of June to prepare books for end of year reconciliation
  • Key Responsibilities: Attends and records the minutes of all board and membership meetings of the PTSA. Maintains the required records of the PTSA. Permanently binds all minutes and documents for reconciliation and storage at the end of each fiscal year.

Treasurer

  • Time Commitment: 3–5 hours per week
  • Busiest Times of Year: on-going, more busy prior to meetings
  • Key Responsibilities: Oversees the finances of the PTSA. Makes disbursements and deposits according to the budget adopted by the membership. Is an authorized check signer on the PTSA’s bank account. Co-signs all checks written by the PTSA with the President or other authorized check signer. Creates and presents a financial report at all membership and board meetings. Presents any budget amendments to the membership to vote on. Completes and files all necessary tax documents. Is responsible for leading the annual budget development meeting, finalizing the budget, and presenting the proposed budget to the membership at the last membership meeting of the fiscal year. Compiles and presents the financial books for reconciliation at the end of the fiscal year.

Parliamentarian

  • Time Commitment: 0–2 hours a week (more if amending any bylaws or standing rules)
  • Busiest Times of Year: On-going
  • Key Responsibilities: Must attend all board and membership meetings. Gives guidance on parliamentary procedures for meetings, such as voting, motions, and nominations, as needed. Leads the committee that updates the bylaws and standing rules as needed or required by Texas PTA. Manages/oversee the Nominating Committee Process. After the Parliamentarian forms the committee, they remain available to assist the committee at their request.
  • Webpage

*Art in Education/Reflections Chair

  • Time Commitment: 2–4 hours a week
  • Busiest Times of Year: Fall
  • Key Responsibilities: Develops a plan to carry out the National PTA Reflections Art program at Plano East High School. Solicits for student entries, works with the VP Membership to verify student eligibility, recruits a panel of volunteers to judge submissions, and maintains accurate records. Submits appropriate records TX PTA. Submits qualifying entries to Plano Council of PTAs for further judging. Works with the VP Membership and President confirm the PTA attains Active Status with Texas PTA by October 31 each year to be eligible for state-level Reflections judging. Promotes other art opportunities available in the community and surrounding areas. Attends all board and membership meetings.
  • Webpage

*Hospitality Chair

  • Time Commitment: 2–4 hours per month
  • Busiest Times of Year: August, May, when other events occur
  • Key Responsibilities: Oversees the committee that plans and executes a Back To School event, a Teacher Appreciation Week event, and other events throughout the year for the PESH faculty as approved by the budget. Coordinates with the Principal and Office Manager to select dates and confirm room availability and plans. Attends all board and membership meetings.
  • Webpage

*Spirit Wear Chair

  • Time Commitment: 3–6 hours per month
  • Busiest Times of Year: Beginning of school year, ongoing
  • Key Responsibilities: Design and order Plano East Senior High School Spirit Wear items. Work with a vendor to create the design. Fill incoming orders placed through our online system and facilitate the delivery of items to students. Utilize the "Order Fulfillment" features of Membership Toolkit so as to keep track of all orders filled. Attends all board and membership meetings.
  • Webpage

*Senior Event Chair

  • Time Commitment: 3–6 hours per month
  • Busiest Times of Year: ongoing, ramps up to May as event takes place
  • Key Responsibilities: Oversees the committee that coordinates the end of year Senior event. Includes decorations, food, entertainment, prize donation solicitation and purchasing, and securing volunteers to work at the event. Attends all board and membership meetings.
  • Webpage

*Communications Chair

  • Time Commitment: 4–8 hours a week
  • Busiest Times of Year: On-going
  • Key Responsibilities: Designs graphics and creates content about school and PTSA events to be shared via the PTSA website and social media accounts. (PESH PTSA uses Membership Toolkit). Collaborates with other board members to collect information to post. Attends all board and membership meetings.

*Scholarship Chair

  • Time Commitment: 4–8 hours a week
  • Busiest Times of Year: Spring
  • Key Responsibilities: Promotes the scholarship opportunity, chairs the Scholarship Committee, coordinates the selection and distribution of the scholarships, notifies the recipients of their award, works with the Treasurer to ensure the scholarship money is sent to the colleges in a timely manner, and maintains records of the recipients each year. Attends all board and membership meetings.
  • Webpage

Council Delegate

  • Time Commitment: 2 hours per month
  • Busiest Times of Year: On-going
  • Key Responsibilities: Attends the monthly Plano Council of PTAs Delegate meetings as the PESH Representative and presents pertinent information back to the PESH Board.
  • Webpage

COMMITTEE CHAIRS

HOCO/Prom Coat Check

  • Time Commitment: Approximately 4 hours on the day of the event
  • Busiest Times of Year: Day of HOCO and day of Prom
  • Key Responsibilities: Works with Student Activities Principal to confirm dates of the events, and location of the space allocated for Coat Check at the event venue site. Set up and take down tables and hanging racks. Sign in and monitor student items during the event. Return items when requested. Recruits other volunteers to work the events.

Fall and Spring Stay Days

  • Time Commitment: 3–4 hours on the day of the event
  • Busiest Times of Year: Day of events
  • Key Responsibilities: Coordinates with the PESH Admin to confirm dates. Works with VP Volunteers to recruit volunteers to work the events. Creates drink donation sign ups, orders pizzas in advance of the events. Works with VP Communications to promote donations and the events. Collaborates with the Spirit Wear Chair to sell Spirit Wear items. Works with Treasurer to acquire petty cash in advance of the events and document sales.

Senior Parking

  • Time Commitment: 4–10+ per week, more as the space reveal day in August approaches
  • Busiest Times of Year: ongoing March- to first weeks of school
  • Key Responsibilities: Works with the VP Communications to promote the sale of the Reserved Senior Parking Spots and to create the sales forms on the PTSA website. Works with the President to create the purchase contract. Maintains detailed, accurate records of student design submissions, proof of purchase of campus parking permit, and parking assignments in the various lots. Coordinates with the PESH Admin to confirm the number of available spots and dates that painting is permitted. Works with VP Volunteers to recruit volunteers to monitor painting days. Works with VP Membership to update membership records. (A student membership is included with parking spot purchase.) This position requires many hours of work over the summer! Especially right before school starts.
  • Webpage

Community Outreach

  • Time Commitment: 0–2 hours per week
  • Busiest Times of Year: Varies with activities
  • Key Responsibilities: Communicates with the PESH Board, PESH campus
    administration, district personnel, and the community to assess needs.

FREQUENTLY ASKED QUESTIONS

What PTSA board and committee chairperson positions are available?

PTSA board and committee chair positions are open to any Plano East Senior High School volunteer and do not require previous board or PTSA experience. If you are interested in a PTSA board position for the following school year, you should contact the parliamentarian or a nominating committee member in January or February. You can also request committee involvement - if there is an activity or event for which you would like to be on a committee, reach out to a current PTSA board member.

How do PTSA board positions get filled?

A nominating committee, coordinated by the current parliamentarian, is elected in January of each school year. This committee then seeks out nominees for each board position and presents a slate of candidates to the membership at the March PTSA meeting. Board elections are conducted at the March PTSA meeting.

How do PTSA committee chair positions get filled?

After a PTSA board is elected, the PTSA president for the following school year seeks individuals to fill committee chair roles. If you are interested in a PTSA committee chair position for the following school year, you should look for announcements in our social media, eNews, or talk to current board or committee members for more information in January or February. The board slate process begins in March, with the new board confirmed in the March general meeting.