Job Descriptions & Responsibilities for Board Members

Last updated 3/2025

Board members comprise the Emily Dickinson PTSA (EDPTSA) Executive Committee. All officers 
must be a member of good standing with the EDPTSA, complete the required training requirements 
during their term (mandated by the Washington State PTA Standards of Affiliations Agreement), and 
attend board and general meetings. All members will follow the WSPTA Uniform Bylaws, PTA Best 
Practices, and the EDPTSA’s standing rules.
The EDPTSA follows the WSPTSA’s guidelines for recruiting and nominating board members. 

President

Job Summary: The President serves as the chief elected officer, representing the best interests of 
the Emily Dickinson PTSA. This role involves presiding over all meetings, serving as the EDPTSA 
spokesperson, and ensuring the effective management and operation of the organization.

Key Responsibilities:

• Preside over all board and general membership meetings. Schedule and prepare agendas 
  for monthly board meetings and general membership meetings.
• Serve as the spokesperson for the EDPTSA and respond to emails/requests to the PTSA 
  from corporations, teachers, and community on a daily to weekly basis.
• Disseminate and communicate all information received that is pertinent to EDPTSA.
• Serve as an ex-officio member of all committees except the nominating committee and 
  financial review committee. Work with relevant VPs to recruit and appoint chairs.
• Support board members, event chairs, and committees. Assist in helping any chairs that 
  need extra support in positions or positions that become vacant. 
• Ensure the EDPTSA is represented at Washington PTSA Council meetings; attend region 
  meetings or designate an alternate to attend and cooperate.
• Delegate day-to-day management of PTSA programs and events to their respective vice 
  presidents and committee chairs.
• Ensure compliance with the law on nominating elected officers, standing rules, voting, 
  approving the budget, and reviewing Standards of Affiliation.
• May co-sign binding agreements and checks for the PTA. Act as a signatory on PTSA 
  accounts/contracts and ensure compliance with policies.
• Foster a positive and professional working relationship among board members and 
  between the Dickinson PTSA and the broader community.
• Attend monthly meetings with the principal and produce an agenda/notes from the 
  meeting.
• Is aware of required deadlines for payments of membership dues, insurance, corporate 
  annual report, charities program, and pre-registration for trainings.
• Help plan and conduct a board meeting with the newly elected officers over the summer.

Secretary

Job Summary: The Secretary is responsible for maintaining accurate records of all meetings and 
ensuring effective communication within the organization.
Key Responsibilities:

• Attend all board and general membership meetings.
• Plan the meeting agenda with the president (as needed) and informs the president of any 
  action items or unfinished business at the meetings. Circulate agendas in advance of the 
  meetings, in collaboration with the President.
• Send out any motions that need to be made outside of meetings and add those motion 
  votes as addendums to the meeting minutes.
• Keep accurate records of all meetings. Take and distribute meeting minutes for review in a 
  prompt timeline.
• Makes sure all copies of the legal documents notebook(s) and permanent records files are 
  in order and ready to transfer to newly elected officers at the end of the fiscal year (June 
  30th).
• Monitor and manage the PTSA mailbox.
• Provides timely responses to council, region, and Washington State PTA communication 
  and correspondence. Maintain copies of all minutes, correspondence, and reports.
• Maintain and publish a complete roster of the officers, chairs, and special committees on 
  the EDPTSA website, in partnership with the VP of Membership and VP of Communications. 
• Ensure compliance with the Standards of Affiliation. 
• Track required trainings for the board. 
• Work collaboratively with other board members and bring an attention to detail and 
  accuracy to records.

Treasurer

Job Summary: The Treasurer is responsible for managing the financial affairs of the organization, 
ensuring accurate record-keeping, and compliance with financial policies.
Key Responsibilities:

• Attend all board and general membership meetings.
• Maintain accurate financial records and prepare financial reports.\
• Keep an accurate and very detailed account of all funds received and all funds disbursed 
  through the PTA, including all vouchers, receipts, bank statements, cancelled checks and 
  other records.
• Monitor and manage a balanced budget, including signing reimbursement requests and 
  bank deposits. Closes PTA books by June 30th.
• Pay bills by check and obtains two officer’s signatures on each check. Writes a receipt for 
  all cash transactions
• Create annual Treasurer’s Reports and participate in Financial Review Committee. 
  Accessible to the financial review committee during the review(s). Ensure compliance with 
  financial policies and procedures, including insurance.
• Collect and count monies from EDPTA events, fundraisers, programs, and activities.
• Completes liability insurance, IRS forms including tax exempt 990 forms, state corporate 
  annual report and charities program forms, filing and paying and applicable local taxes, and 
  renewing business licenses and local permits. Makes copies of these forms for the legal 
  document notebook(s).
• Review and process all grants and donation letters.
• Work collaboratively with other board members and bring attention to detail, accuracy, and 
  integrity to all financial aspects of the EDPTSA.
• Delivers all books and records to the newly elected treasurer and works with them to 
  ensure a smooth transition at the end of the year (June 30th).
• Attend required trainings.

VP of Advocacy

Job Summary: The Vice President of Advocacy is responsible for understanding and advancing the 
needs of the Dickinson/Explorer community around diversity, equity, safety, legislation, 
sustainability, and other issues that are top of mind and pertinent to our community. This role 
involves developing and implementing the Dickinson’s PTSA advocacy goals, forming initiatives, 
and supporting advocacy efforts within the district and state.
Key Responsibilities:

• Attend all board and general membership meetings.
• Partner with the board and community to identify key advocacy goals and develop 
  supporting initiatives and programs.
• Develop and maintain constructive relationships with school administration and teachers 
  to partner on advancing advocacy goals.
• Promote participation in WSPTA and National PTA Action Alerts and Washington State PTA 
  Advocacy Week.
• Provide leadership education and support to other board members.
• Keep board of directors updated on any advocacy related communications from WSPTA, 
  council and the school district.
• Collaborate with other school PTSAs to share advocacy information and best practices.
• As needed, conduct surveys to obtain feedback and suggestions for improvement, 
  including top of mind advocacy issues for parents and staff.
• Write monthly advocacy articles for the EDPTA communications.
• Support and oversee DEI-related events and programs.

Supports and Manages:
Note: Committees and chairs may change year to year• Safety Committee
• Dreagle Store (Chair)
• Holiday Toy and Food Drives (Chair)
• Halloween Costume Drive (Chair)
• Disability Awareness Fair (Chair)
• Special Education (Liaison) 
• Emergency Prep (Chair)
• Sustainability (Chair)
• Facility and Improvements (Chair)

VP of Communications
Job Summary: The Vice President of Communication is responsible for overseeing all 
communication efforts for the Dickinson PTSA, ensuring effective dissemination of information to 
members, and promoting the organization's activities and initiatives.
Key Responsibilities:

• Attend all board and general membership meetings.
• Develop and implement effective communication strategies that help achieve the 
  Dickinson PTSA’s goals and mission.
• Manage the organization's website, social media, and newsletters, including monitoring 
  and approving members on the WhatsApp and Facebook groups.
• Coordinate with other board members (particularly the VP of Events) to ensure timely 
  communication of events and updates.
• Maintain and update the organization's communication channels, including regularly 
  checking and responding to email in communications@dickinsonptsa.org.
• Work collaboratively with other board members and demonstrate excellent written verbal 
  communication, as well as judgement.
• Partner with other chairs, VPs, and members to create publication materials for events and 
  initiatives (e.g., flyers).
• Maintain and update the sandwich boards outside of school with latest events.
• Attend required trainings. 

Supports and Manages: 
• Bulletin Boards (Chair)
• Messenger editor (Chair) 
• Facebook (Chair)
• WhatsApp (Chair)
• Website (Chair)
• Yearbook editor (Chair)
• Publications (Chair)

VP of Family and Community Engagement (FACE) 
Job Summary: The Vice President of FACE is responsible for promoting family and community 
engagement and overseeing the planning and execution of events. This role involves developing 
initiatives to increase participation and working with others to ensure events are executed 
successfully. 
Key Responsibilities:

• Attend all board and general membership meetings.
• Develop and implement initiatives to increase family and community engagement, based 
  on the membership’s needs and the EDPTSA’s goals.
• Work with board members to develop and maintain the events calendar. 
• Work with event chairs (e.g., Back to School Night, International Night, Kindergarten 
  Welcome, etc.) to support the execution of events. Note that the VP of FACE is not solely 
  responsible for executing events and works as a supporter for each event chair. 
• Prepare “Welcome to Dickinson” packets with information about the PTSA and upcoming 
  events for Kindergarten families, to be sent home by first week of school.
• Build and maintain event workback schedules and work with VP of Communications to 
  ensure events are properly publicized to the broader community.
• As appropriate, communicate with other school PTSAs to share information and report 
  back to the organization.
• If applicable, conduct surveys to obtain feedback and suggestions for improvement, in 
  partnership with VPs of Advocacy, Membership, and Enrichment.

Supports and Manages: Events may vary year to year
• Back to School Event (Chair)
• Bingo Night (Chair)
• Movie Night (Chair)
• Science Fair/STEAM Night (Chair) 
• International Night (Chair) 
• Art Walk (Chair)
• Kindergarten Awareness and Welcomes (Chair)
• Graduation Walk (Chair)

VP of Enrichment
Job Summary: The Vice President of Enrichment is responsible for overseeing and coordinating 
programs and activities that enrich the school experiences for the Dickinson Community. This role 
involves managing enrichment programs (including program budgets), recruiting volunteers, and 
ensuring successful implementation of enrichment initiatives.
Key Responsibilities:

• Attend all board and general membership meetings.
• Develop and implement enrichment programs and activities, including working to bring in 
  vendors for clubs and activities.
• Monitor and manage program budgets, including signing reimbursement requests.
• Recruit and support chairs and volunteers for enrichment programs.
• Communicate with board members, parents, and staff as necessary to organize 
  enrichment events and building use.
• Work with VP of Advocacy to identify initiatives that will enrich and educate the school 
  community.
• Ensure compliance of enrichment programs and vendors.
• Attend required trainings.

Supports and Manages: 
• Art Smart Program (Chair) 
• Art of Discovery (Chair)
• Reflections (Chair) 
• Theatre Production (Chair)
• Dance Week and Dance Night (Chair) 
• Math Challenge (Chair) 
• Spelling Bee Club (Chair)
• Pacific Science Center Day (Chair) 
• Wetlands Week (Chair) 
• Garden Club (Chair)
• Nature Vision (Chair)
• Run Club (Chair)
• Visiting Farm (Chair)
• March Book Madness (Chair)
• Before/After School Clubs (Chair)
• Librarian on Author Visits (Chair)

VP of Membership
Job Summary: The Vice President of Membership is responsible for managing membership 
recruitment, building and retaining a diverse and engaged group of volunteers, and driving retention 
efforts that ensure members and volunteers feel included and recognized.
Key Responsibilities:

Attend all board and general membership meetings.

• Develop and implement membership recruitment and retention strategies that are aligned 
  with EDPTSA goals. Develop and circulate materials (e.g., annual membership reminders) 
  that communicate the value of PTSA membership and spread this information at key 
  events/communication channels.
• Approve and register new members through the website.
• Increase awareness of volunteer opportunities and volunteer engagement among the 
  broader PTSA membership. 
• Provide monthly volunteer status updates for meetings and communications. 
• Build and maintain a “roster” of volunteers that can be used for enrichment and events.
• Check in with other VPs and committees and help to find additional help as needed.
• Post volunteer needs on social media and in all communications.
• Partner with other board members to ensure membership and volunteer base feels 
  recognized and appreciated, including overseeing chairs for Volunteer and Staff 
  Appreciation. 
• Maintain and publish list of EDPTSA members and teacher contact information via the 
  website.
• Keep the list of “staff favorites” up to date on the website. 

Supports and Manages: 
• 5th Grade Promotion (Chair)
• Staff “Favorites” List (Chair)
• Staff Appreciation (Chair)
• Spirit Wear (Chair)
• Volunteer Appreciation (Chair) 
• Volunteer Awards Committee (Chair) 
• Watch DOGs (Chair)
• Play Works (Liaison)

VP of Fundraising
Job Summary: The Vice President of Fundraising is responsible for planning, coordinating, and 
executing fundraising activities to support the organization's programs and initiatives.
Key Responsibilities:

• Attend all board and general membership meetings.
• Work with the board to identify fundraising goals for the upcoming school year.
• Develop and implement fundraising strategies and events that support fundraising goals.
• Monitor and manage the fundraising budget.
• Encourage volunteers with corporate matching benefits to submit hours and raise 
  awareness of matching benefits.
• Work with local businesses and fundraising organizations to incorporate into fundraising 
  approach, including organizing restaurant and fundraising event nights.
• Provide monthly fundraising status updates for meetings and communications.
• Research and evaluate new fundraising opportunities and presents them to the executive 
  committee and board of directors.
• Organize fundraising partnerships with local businesses, including holiday shopping nights 
  (Snapdoodle) and restaurant nights and partnerships (Coldstone, Brick and Mortar, etc)
• Ensure membership is aware of fundraising opportunities and events and increase 
  participation. 

Supports and Manages: 
• Carnival (Chair) 
• Fun Run (Chair) 
• Used Book Fair (Chair) 
• Community fundraising campaigns and partnerships (Chair)