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Responsible for raising funds needed to sustain the annual operating budget.
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Manage all fundraising activities for the PTSA including Box Tops, Amazon Smile, Fred Meyer, and other community partnerships.
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Research and evaluate new fundraising/donation opportunities.
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Maintain communication with local employers who provide matching funds donations.
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Manage fundraising event expenses within the allotted budget.
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Order and organize supplies and materials prior to fundraising events.
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Advertise fundraising events by creating flyers, posters, and virtual announcements.
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Identify and contact vendors as needed for fundraising events.
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Recruit and manage volunteers for set up, clean up, and staffing during fundraising events.
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Complete building use request forms at the beginning of the year to reserve school space for events.
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Send out donation acknowledgment letters to donors.
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Publish fundraising results to the school community.
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Help create a yearly PTSA budget.
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Attend monthly board meetings and General Membership meetings.
Ridgetop PTSA BOARDS
Executive Board
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Acts as an aide to the President and assumes duties as directed by the President.
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Preside at PTSA meetings when the president is unavailable.
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Work on any special projects as needed.
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Monitor and provide assistance to various committees.
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Attend monthly Board Meetings and General Membership meetings.
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Responsible for the financial operations of the PTSA.
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Maintain full and accurate accounting records.
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Maintain a copy of the PTSA’s legal documents in the Treasurer’s Legal Binder.
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Handle all deposits and disbursements of PTSA funds.
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Prepare monthly reconciliation of the checking account.
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Submit a written statement of all funds and activity at Board and General Membership meetings.
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Present a proposed annual operating budget for approval at the Spring General Meeting.
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Close the books at the end of each fiscal year.
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Ensure that tax returns and other federal and state compliance forms are accurately and timely filed.
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Help facilitate the financial review of books and records twice a year.
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Notify the President and Board of Directors of any fraudulent activity, financial concerns or budget carry-overs resulting in a significant budget surplus or reserve.
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Attend monthly Board Meetings and General Membership meetings.
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Responsible for the overall management of the PTSA.
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Lead the PTSA toward the specific goals approved by the membership.
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Set the agenda for all PTSA meetings.
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Plan and lead monthly Board of Directors meetings.
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Plan and lead General Membership meetings.
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Sign all binding agreements with third-party vendors and outside contractors.
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Meet regularly with the Assistant Principal.
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Works with the Treasurer to create and maintain the annual budget.
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Be aware of key dates, deadlines, and priorities for the school and PTSA.
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Maintains official PTSA calendar of events and meetings.
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Disseminate and communicate all information received that is pertinent to PTSA.
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Monitor and provide assistance to various committees.
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Work with the current and incoming Board of Directors to create a PTSA event schedule for the following year.
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Responsible for recordkeeping and ensuring that PTSA is operating in accordance with PTSA bylaws.
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Work with the Board of Directors to set the Board and General Membership meeting schedule for the year.
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Complete building use request forms at the beginning of each year to reserve school space for meetings.
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Collect agenda items from Executive Board prior to Board Meetings, prepare agenda and distribute to Board, Principal(s) and teacher reps along with minutes of previous meetings for review.
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Prepare copies of agenda, prior meeting minutes any other handouts for Board and General Membership meetings.
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Collect signatures and maintain attendance records of Board and General Membership meetings.
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Attend monthly Board Meetings and General Membership meetings.
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Accurately record and publish the minutes of Board and General Membership meetings.
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Maintain all meeting records in hard copy and online in the PTSA’s Google Drive account.
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Maintain all of the PTSA’s legal documents Secretary’s Legal Binders.
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Monitor and maintain a list of the training classes the Board of Directors attends throughout the year.
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Distribute nomination forms for Volunteer Awards to parents and teachers.
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Review list of the top nominated candidates with Principal to select final award winners.
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Summarize a list of award recipients to receive recognition at the Volunteer Appreciation event, prepare talking points on each winner, prepare award certificates, order the state awards and engraved name plaques.
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Request a printout of PTSA members from the VP of Membership as of the last day of June to include in annual PTSA records and legal binder.
Board of Directors
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Responsible for overseeing and coordinating annual school-wide family events.
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Work with President to set the event schedule for the year.
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Coordinate and manage each PTSA family event with event chair.
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Manage event expenses within the allotted budget.
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Order and organize supplies and materials prior to events.
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Advertise events by creating flyers, posters, and virtual announcements.
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Identify and contact vendors as needed.
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Recruit and manage volunteers for set up, clean up, and staffing during each event.
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Complete building use request forms at the beginning of the year to reserve school space for events
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Assist as needed with student-led family events.
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Attend monthly board meetings and General Membership meetings.
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Responsible for encouraging PTSA membership and maintaining the membership database.
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Encourage students, parents, and staff to join the PTSA by raising awareness of the benefits of PTSA membership.
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Track and keep accurate records of PTSA membership.
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Be present at various PTSA events to provide parents with information about PTSA membership.
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Advertise General Membership meetings through newsletters, posters, and flyers.
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Provide refreshments for General Membership meetings.
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Responsible for managing communication between the PTSA, parents, and staff, including all electronic archival and website maintenance.
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Responsible for PTSAs overall Communication Strategy – how, when, who, what
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Oversee email, Newsletters, Website, Bulletin Board, 1st Day Packet, Flier Design, Social Media and Flier Design chairs, etc.
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Ensure the weekly email content collection, draft review, and distribution process is managed.
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Ensure occasional email blasts for important reminders and promotions are distributed.
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Submit content for community outreach PeachJar flyers.
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Closely monitor the PTSA calendar of events.
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Ensure web administrative duties, including maintaining current and relevant content on the PTSA website are completed.
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Maintain the domain and all email/mail groups.
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Follows PTSA logo usage guidelines and performs regular backups to the PTSA shared drive.
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Assist with evaluation of possible new PTSA-funded software purchases.
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Attend monthly board meetings and General Membership meetings.
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Post regular weekly updates and maintain the PTSA Facebook page, and other social media outlets as needed (if no Social Media Volunteer)
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Responsible for recruiting and connecting volunteers with various volunteer opportunities.
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Responsible for ensuring the student store is managed daily.
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Maintain a database of PTSA volunteers from the volunteer opportunities form.
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Ensure that all volunteers have submitted and received approved background checks
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Monitor background checks regularly throughout the year and communicate this with volunteers and board and chair members as needed.
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Send out volunteer questionnaires and follow up with those who complete them.
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Be available to meet volunteers in-person, if needed, to provide more volunteer information.
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Advertise volunteer opportunities and recruit additional volunteers to support PTSA programs as needed.
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Be present at various PTSA events to provide parents with information about volunteering.
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Work with other board members and teachers to spotlight outstanding volunteers in the “Volunteer Spotlight” section of the website and Newsletter.
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Coordinate and host a Volunteer Social/Celebration during National Volunteer Week in April.
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Research and evaluate new ways to recruit and keep volunteers active.
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Identify alternate volunteer resources such as special interest or community groups.
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Responsible for overseeing the student membership and student board.
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Responsible for finding students to work in the student store.
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Research interesting and relevant activities as presented by the student board.
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Complete building use request forms for student-led activities.
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Prepare, distribute, and collect membership materials for students.
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Recruit and coordinate parent chaperones.
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Pay vendors and keep track of student activity finances.
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Attend monthly board meetings and General Membership meetings.