Westmont High School PTSA
PTSA Job Descriptions
PTSA President
Organizes WHS PTSA; coordinates with the school administration; prepares monthly agendas and
presides at meetings. Helps plan annual budget and checks that appropriate committees are formed to
accomplish the goals of the PTSA, such as membership, fund-raising, hospitality, events, etc. Relays
information received from State and District PTA and checks that deadlines are met. Represents the
PTSA at school and district meetings. An assistant President may be elected to share the president's
responsibilities. One duty may be to arrange a "program" to feature at each monthly meeting. Keeps a
record of activities in a notebook to pass on to next year's president."
1st Vice President, Fundraising (eScrip)
Chairs the committee for fundraising and phone bank; chair the PTSA meeting in the President’s
absence. Reports on eScrip members and revenue. Coordinates and distributes Nob Hill/Raley’s
program “Quality of Life Card”.
2nd Vice President or Co-VP Membership
Responsible for PTSA membership campaign. Encourage parents, teachers and students to join
PTSA. Report at PTSA meetings on member status and revenue collected. Creates PTSA parent
directory, collect names of PTSA members and faculty including and phone numbers, email, lay out
camera ready copy and distribute to PTSA members.
Treasurer
The budget is an outline of estimated annual income and expenses. It is part of the treasurer's duties
prepare a proposed budget with the assistance of President. After the budget has been drafted, the
treasurer should present it to the PTA board/executive committee for consideration and then to the PTA
association for approval. The treasurer should provide a written treasurer's report at every board
meeting with the expenditures listed. Board members should be given an opportunity to ask questions
concerning any expenditure. It is the responsibility of the entire executive board to ensure that proper
financial procedures are being followed. Balances the checkbook, makes reports of income and
expenditures and a comparison of the actual account to the proposed budget.
Secretary/Recording
Primary responsibility is to keep an accurate record of each PTSA meeting; except those assigned to
others, such as the financial records. Type PTSA meeting minutes for approval, usually 1-2 pages of
notes. Keeps an up-to-date list of all PTSA members. Keeps an original version of the current by laws
with amendments properly entered. Keeps a record of all committees and their members. Handles
correspondence i.e. thank you notes. Provide a list of pending and potential business for the president.
Notify members of meetings. Other duties as assigned by the president. Keeps all materials,
contracts, motions, etc. until the end of the term. At transition, review materials with the incoming
secretary, explain use or discard if no longer needed. Keeps a record of activities in a notebook to pass
on to next year's secretary.
Historian
Keeps records of volunteer hours of PTSA members; reports the total to the Six District PTSA. Each year
our PTSA is required to report to the State PTA the number of volunteer hours by Westmont parents. As
officers and committee members of Westmont PTSA, you are best able to make this estimate for the
area you responsible for.
Auditor
Responsibilities: The audit report tells the status of the books. If the financial records are incorrect, then
take steps to correct any problems. Checks the figures of the Treasurer using a formula from PTSA
manual. This is usual done twice a year.
Parliamentarian or Co-Parliamentarian
Responsibilities: Invites incoming freshman families to join WHS PTSA to ask them to become an
officer. Sends PTSA officer information and job descriptions to the three Feeder Middle Schools,
Castro, Rolling Hills and Campbell. This can be sent via email to incorporate in the school
newsletters as well. Compile list of candidates, print ballots, collects and counts ballots; submits list
of officers to PTSA and district PTSA. This is an ideal position to work as Co-Parliamentarian.
Class Reps (Senior, Junior, Sophomore and Freshman)
Responsibilities: Each class will be responsible for the events listed below. You will organize
volunteers and supplies using your own class lists of parent/adult volunteers provided by the PTSA. For
example, senior reps call senior parents. You may call, e-mail or ask people in person. Reminder calls
or e-mails the day prior to the event is recommended.
Treats
Unless otherwise noted, provide food and drinks for approximately 100+ people, which include both the
teachers and staff. The treats can be snacks, brunch or lunch items. Will need at least 20 parent
volunteers to bring food/drinks. Reps provide all plates, cups, napkins, utensils, tablecloths and
decorations for event. You may ask parent volunteers to bring these non-food items or use part of your
allocated PTSA funds. Reps must coordinate treat dates with Principal's secretary far in advanced so
that school conflicts do not occur. You need to ask the Principal’s secretary where the treats should be
set up for that day. Get your class parent volunteers to help with set up and clean up. Provide a card that
lets the teachers/staff know who is responsible for the treats. Example, Merry Christmas from the Junior
Class.
Dances
Each class is responsible for the coat check of the dance(s) listed in their class section. All final dance
dates should be confirmed with the Student Activities Director. Two shifts of 4-6 parent volunteers are
needed. Some parents may want to work the entire dance. Call parent or adult volunteers from your
class list provided by the PTSA. The PTSA has a “coat check box” that contains numbered paper bags
with corresponding coat check numbers inside. The box also has some supplies that may be needed
during coat check. The box remains with the last parent rep to host the dance coat check until the new
class rep picks it up. DO NOT leave the box at the school. Bags will be taken and it’s difficult to keep
track of. After the dance, put the bags back in order and replenish the supplies prior to passing it on to
the next rep.
Teachers and Staff Lists
When needed, ask the Principal’s secretary for a current list of teachers and staff, which includes
administration (7), faculty (76), clerical (7), special ed aids (6), ELD aides (1), cafeteria (5), custodial (5),
and miscellaneous counselors (7). All numbers are approximate.
Budget
Each class will be allocated $150 to use throughout the year if needed. Turn in receipts to the PTSA
Treasurer. Any funds not used during the current school year do not forward into next year’s budget.
Important Tips
100% juice and water is drink of preference. Do not serve coffee.
Check with Principal’s secretary on timing of event. If setting up for brunch break, arrive 9:30. If a
minimum day, lunch works well.
The cafeteria workers can be contacted if punch is to be served.
Work with the custodians if tables need to be set up.
Senior Class Rep
1. Welcome Back to School treats for teachers and staff
2. Back to School Dance
3. Back to School Night refreshments. See notes
4. Halloween treats
5. Homecoming Dance
Junior Class Rep
1. Thanksgiving treats
2. Holiday treats. Thursday before the last day of school
3. Winter Dance
4. Senior Recognition Night. See notes.
Sophomore Class Rep
1. Valentines treats
2. Sadie Hawkins Dance
3. Saint Patrick Day treats
4. Secretaries Day. In April. See idea list.
5. Senior Recognition Night. See notes.
Freshmen Class Rep
1. Easter Treats
2. Day of the Teacher. Around May 8th. Provide treats for teachers.
3. Classified Staff week. Typically at the end of May. See idea list.
4. End of Year Dance. Not Prom. Their coat check is separate.
5. Senior recognition Night. See notes.
Attendance/Main Office Coordinator
Sets up schedule for volunteers and alternatives to work in the Attendance and in the Main Office.
Volunteers in the attendance office call parents of absent students. Volunteers in the main office assist
clerical staff with office work. Volunteers typically sign up on the membership flier that is sent home in
summer. The job entitles setting up a schedule for the year.
Career Center Coordinator
Coordinates volunteers for the career center; works on newsletter article giving information to students
on college, vocation and community colleges as well as scholarship opportunities.
eGroup Coordinator
Maintains WHS eGroup list to communicate with parent body. Sends out daily bulletin to keep parents
informed.
General Mills Box Office Top Coordinator
Responsibilities: Coordinate and collect General Mills box tops for PTSA. Send reminders to eGroup
coordinator and PTSA newsletter.
Mini Grant Coordinator
Responsibilities: Prepares and distributes grant application for teachers and students. Coordinates bi-
monthly meetings to review student, and teacher requests for grant support. Brings recommendations
to PTSA meetings for vote and approval.
Newsletter Coordinator(s)
Responsibilities: Coordinates and collects newsletter articles from PTSA members and Principal:
collect articles, prepares camera-ready document for printing, delivers to printer, prepares for mailing.
Typically 6 - 8 newsletters during the school year.
Public Relations Coordinator
Responsibilities: Provides WHS activity information to the local newspapers Campbell Reporter to keep
the community informed. Keeps PTSA activity phone line updated.
Scholarship Coordinator
Sends out letters to local business to solicit money for Wis's Scholarship annual fund to be awarded in
June.
Senior Night Recognition Coordinator
Responsibilities: This is a one-time job. The coordinator will organize and purchase refreshments for
senior recognition evening to be held in June.
CURSED Parent Rep
Responsibilities: Attend monthly 12 noon meetings at the District office to discuss issues in CURSED
and to report to the administration and other high school districts activities held at WHS.
Booster Club Liaisons
Responsibilities: Is a representative from their perspective booster club who attend PTSA meetings and
on report activities from their clubs and needs.
PTSA Webmaster
Responsibilities: Actively seek out content and update for WHS PTSA web page with event activity and
PTSA minutes. Plan on spending 2-4 hours / week updating the website.
PTSA President
Organizes WHS PTSA; coordinates with the school administration; prepares monthly agendas and
presides at meetings. Helps plan annual budget and checks that appropriate committees are formed to
accomplish the goals of the PTSA, such as membership, fund-raising, hospitality, events, etc. Relays
information received from State and District PTA and checks that deadlines are met. Represents the
PTSA at school and district meetings. An assistant President may be elected to share the president's
responsibilities. One duty may be to arrange a "program" to feature at each monthly meeting. Keeps a
record of activities in a notebook to pass on to next year's president."
1st Vice President, Fundraising (eScrip)
Chairs the committee for fundraising and phone bank; chair the PTSA meeting in the President’s
absence. Reports on eScrip members and revenue. Coordinates and distributes Nob Hill/Raley’s
program “Quality of Life Card”.
2nd Vice President or Co-VP Membership
Responsible for PTSA membership campaign. Encourage parents, teachers and students to join
PTSA. Report at PTSA meetings on member status and revenue collected. Creates PTSA parent
directory, collect names of PTSA members and faculty including and phone numbers, email, lay out
camera ready copy and distribute to PTSA members.
Treasurer
The budget is an outline of estimated annual income and expenses. It is part of the treasurer's duties
prepare a proposed budget with the assistance of President. After the budget has been drafted, the
treasurer should present it to the PTA board/executive committee for consideration and then to the PTA
association for approval. The treasurer should provide a written treasurer's report at every board
meeting with the expenditures listed. Board members should be given an opportunity to ask questions
concerning any expenditure. It is the responsibility of the entire executive board to ensure that proper
financial procedures are being followed. Balances the checkbook, makes reports of income and
expenditures and a comparison of the actual account to the proposed budget.
Secretary/Recording
Primary responsibility is to keep an accurate record of each PTSA meeting; except those assigned to
others, such as the financial records. Type PTSA meeting minutes for approval, usually 1-2 pages of
notes. Keeps an up-to-date list of all PTSA members. Keeps an original version of the current by laws
with amendments properly entered. Keeps a record of all committees and their members. Handles
correspondence i.e. thank you notes. Provide a list of pending and potential business for the president.
Notify members of meetings. Other duties as assigned by the president. Keeps all materials,
contracts, motions, etc. until the end of the term. At transition, review materials with the incoming
secretary, explain use or discard if no longer needed. Keeps a record of activities in a notebook to pass
on to next year's secretary.
Historian
Keeps records of volunteer hours of PTSA members; reports the total to the Six District PTSA. Each year
our PTSA is required to report to the State PTA the number of volunteer hours by Westmont parents. As
officers and committee members of Westmont PTSA, you are best able to make this estimate for the
area you responsible for.
Auditor
Responsibilities: The audit report tells the status of the books. If the financial records are incorrect, then
take steps to correct any problems. Checks the figures of the Treasurer using a formula from PTSA
manual. This is usual done twice a year.
Parliamentarian or Co-Parliamentarian
Responsibilities: Invites incoming freshman families to join WHS PTSA to ask them to become an
officer. Sends PTSA officer information and job descriptions to the three Feeder Middle Schools,
Castro, Rolling Hills and Campbell. This can be sent via email to incorporate in the school
newsletters as well. Compile list of candidates, print ballots, collects and counts ballots; submits list
of officers to PTSA and district PTSA. This is an ideal position to work as Co-Parliamentarian.
Class Reps (Senior, Junior, Sophomore and Freshman)
Responsibilities: Each class will be responsible for the events listed below. You will organize
volunteers and supplies using your own class lists of parent/adult volunteers provided by the PTSA. For
example, senior reps call senior parents. You may call, e-mail or ask people in person. Reminder calls
or e-mails the day prior to the event is recommended.
Treats
Unless otherwise noted, provide food and drinks for approximately 100+ people, which include both the
teachers and staff. The treats can be snacks, brunch or lunch items. Will need at least 20 parent
volunteers to bring food/drinks. Reps provide all plates, cups, napkins, utensils, tablecloths and
decorations for event. You may ask parent volunteers to bring these non-food items or use part of your
allocated PTSA funds. Reps must coordinate treat dates with Principal's secretary far in advanced so
that school conflicts do not occur. You need to ask the Principal’s secretary where the treats should be
set up for that day. Get your class parent volunteers to help with set up and clean up. Provide a card that
lets the teachers/staff know who is responsible for the treats. Example, Merry Christmas from the Junior
Class.
Dances
Each class is responsible for the coat check of the dance(s) listed in their class section. All final dance
dates should be confirmed with the Student Activities Director. Two shifts of 4-6 parent volunteers are
needed. Some parents may want to work the entire dance. Call parent or adult volunteers from your
class list provided by the PTSA. The PTSA has a “coat check box” that contains numbered paper bags
with corresponding coat check numbers inside. The box also has some supplies that may be needed
during coat check. The box remains with the last parent rep to host the dance coat check until the new
class rep picks it up. DO NOT leave the box at the school. Bags will be taken and it’s difficult to keep
track of. After the dance, put the bags back in order and replenish the supplies prior to passing it on to
the next rep.
Teachers and Staff Lists
When needed, ask the Principal’s secretary for a current list of teachers and staff, which includes
administration (7), faculty (76), clerical (7), special ed aids (6), ELD aides (1), cafeteria (5), custodial (5),
and miscellaneous counselors (7). All numbers are approximate.
Budget
Each class will be allocated $150 to use throughout the year if needed. Turn in receipts to the PTSA
Treasurer. Any funds not used during the current school year do not forward into next year’s budget.
Important Tips
100% juice and water is drink of preference. Do not serve coffee.
Check with Principal’s secretary on timing of event. If setting up for brunch break, arrive 9:30. If a
minimum day, lunch works well.
The cafeteria workers can be contacted if punch is to be served.
Work with the custodians if tables need to be set up.
Senior Class Rep
1. Welcome Back to School treats for teachers and staff
2. Back to School Dance
3. Back to School Night refreshments. See notes
4. Halloween treats
5. Homecoming Dance
Junior Class Rep
1. Thanksgiving treats
2. Holiday treats. Thursday before the last day of school
3. Winter Dance
4. Senior Recognition Night. See notes.
Sophomore Class Rep
1. Valentines treats
2. Sadie Hawkins Dance
3. Saint Patrick Day treats
4. Secretaries Day. In April. See idea list.
5. Senior Recognition Night. See notes.
Freshmen Class Rep
1. Easter Treats
2. Day of the Teacher. Around May 8th. Provide treats for teachers.
3. Classified Staff week. Typically at the end of May. See idea list.
4. End of Year Dance. Not Prom. Their coat check is separate.
5. Senior recognition Night. See notes.
Attendance/Main Office Coordinator
Sets up schedule for volunteers and alternatives to work in the Attendance and in the Main Office.
Volunteers in the attendance office call parents of absent students. Volunteers in the main office assist
clerical staff with office work. Volunteers typically sign up on the membership flier that is sent home in
summer. The job entitles setting up a schedule for the year.
Career Center Coordinator
Coordinates volunteers for the career center; works on newsletter article giving information to students
on college, vocation and community colleges as well as scholarship opportunities.
eGroup Coordinator
Maintains WHS eGroup list to communicate with parent body. Sends out daily bulletin to keep parents
informed.
General Mills Box Office Top Coordinator
Responsibilities: Coordinate and collect General Mills box tops for PTSA. Send reminders to eGroup
coordinator and PTSA newsletter.
Mini Grant Coordinator
Responsibilities: Prepares and distributes grant application for teachers and students. Coordinates bi-
monthly meetings to review student, and teacher requests for grant support. Brings recommendations
to PTSA meetings for vote and approval.
Newsletter Coordinator(s)
Responsibilities: Coordinates and collects newsletter articles from PTSA members and Principal:
collect articles, prepares camera-ready document for printing, delivers to printer, prepares for mailing.
Typically 6 - 8 newsletters during the school year.
Public Relations Coordinator
Responsibilities: Provides WHS activity information to the local newspapers Campbell Reporter to keep
the community informed. Keeps PTSA activity phone line updated.
Scholarship Coordinator
Sends out letters to local business to solicit money for Wis's Scholarship annual fund to be awarded in
June.
Senior Night Recognition Coordinator
Responsibilities: This is a one-time job. The coordinator will organize and purchase refreshments for
senior recognition evening to be held in June.
CURSED Parent Rep
Responsibilities: Attend monthly 12 noon meetings at the District office to discuss issues in CURSED
and to report to the administration and other high school districts activities held at WHS.
Booster Club Liaisons
Responsibilities: Is a representative from their perspective booster club who attend PTSA meetings and
on report activities from their clubs and needs.
PTSA Webmaster
Responsibilities: Actively seek out content and update for WHS PTSA web page with event activity and
PTSA minutes. Plan on spending 2-4 hours / week updating the website.
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