Volunteer Job Descriptions

Penfield High School PTSA – Volunteer Overview

The Purpose of the Penfield High School's PTSA:

To make every child’s potential a reality by engaging and empowering families and communities to advocate for all children.

Mission Statement:

To fulfill the purpose of the PTSA by providing opportunities for parents, teachers and students to collaborate on educational opportunities, scholastic achievement, and our children’s overall health and well-being. The benefits of this collaboration and commitment include: measurable results in student performance, educational events for students and parents, and a stronger community.

The PHS PTSA has many opportunities for parents to help fulfill the PHS PTSA Mission. The following are volunteer positions, offering a wide range of ways to contribute varying amounts and types of time, skills, and talents.

Board Positions

President:  10-15 hours per month; 1 year term

Schedule and Plan PTSA meetings and committee reports. Attend monthly PAB (Parent Advisory Board) meetings. Authorize Board and Committee expenses. Attend Board meetings (as scheduled). Attend monthly meeting with the High School Principal. Distribute National PTSA materials to Board/Committee Chairs as needed. Ensure topics for monthly meeting are planned. Be familiar with PTSA Bylaws. Maintain a notebook with minutes, budget information, Board and Committee list, National PTSA information and communication, and other PTSA materials. Pay PTSA Dues. The President and Vice President work closely together.

Vice President:  5-10 hours per month; 1 year term (with expectation to move into President Position)

Facilitate PTSA meetings. Support the Committee volunteers. Attend monthly PAB (Parent Advisory Board) meetings. Attend Board meetings (as scheduled). Attend monthly meeting with the High School Principal. Work with President on coordinating speakers. Be familiar with the PTSA Bylaws. Maintain a notebook with Volunteer Descriptions, Board and Committee list, and other PTSA materials. Pay PTSA Dues. The Vice President and President work closely together.

Treasurer:  5 hours per month; 1 year term

Document expense and revenue records. Provide reimbursements for authorized expenses. Maintain PTSA financial account. Prepare preliminary budget for upcoming PTSA fiscal year and work with Board and then work to finalize. Attend Board meetings (as scheduled). Pay PTSA Dues.

 

Recording Secretary:  4 hours per month; 1 year term

Electronically document monthly PTSA meeting minutes and post on the PTSA website. Attend Board meetings (as scheduled). Provide copies of prior month’s meeting minutes and running attendance sheet for each PTSA meeting. Pay PTSA Dues.

Corresponding Secretary:  2 hours per month; 1 year term

Attend monthly PTSA meetings. Attend Board meetings (as scheduled). Send thank you notes to volunteers, presenters, and members. Prepare articles and proofread E-News, meeting minutes and Observer (monthly newsletter) for accuracy. Support Website Webmaster in maintaining PTSA website. Reply to inquiries that come in through general PTSA email. Organize and update all training binders. Pay PTSA Dues.  Support position for Recording Secretary.

Committee Chairs, Coordinators and Volunteer Positions

Arts in Education Coordinator AIE:  2 year term – 4 hours monthly

Faculty-advised activity coordinated with parent representatives.  The team selects activities based on teacher requests and allocated funding to enhance Educational experiences through exposure to the arts.  Members serve a 2 year term; the 2 positions held expire on alternating years. 

Audit Committee:  3 – 4 volunteers; 4 hours for a one-time commitment in the spring or summer

According to PTSA Bylaws, conduct an annual audit all deposits and withdrawals for accuracy, as well as the budget, general ledger and check writing verification. Confirm all procedures are being followed for the fiscal year. No financial experience necessary.

Membership Co-Chairperson:  5 hours monthly; minimum of two Co-Chairs

Coordinate membership drives. Communicate with parents, teachers, and students to reach membership goals. Document (electronically) membership information received and track fees collected (to then communicate with the Treasurer). Work closely with the Treasurer. Attend PTSA monthly meetings and submit regular Membership Reports to the Board.

Membership Apprentice:  3-5 hours monthly

Work with the Membership Co-Chairs on the above tasks to become comfortable with Membership activities. Attend PTSA monthly meetings.

Fantastic Finds Rummage Sale Co-Chairperson:  2 hours monthly in the fall; more hours leading up to and during the sale in January

Coordinate the annual rummage sale. Advertise the rummage sale. Work with the Volunteer Coordinator and Bake Sale Coordinator to help fulfill volunteer needs and verify bake sale plans. Attend PTSA monthly meetings and/or submit regular Fantastic Finds Reports to the Board.

 

Fantastic Finds Volunteer Coordinator:  5 hours monthly for about a 3 month period of time

Work with the Volunteer Coordinator to identify a group of initial volunteers. Schedule volunteers for Drop-off days and during the Rummage Sale event.  Recruit student volunteers via sports coaches and PHS club advisors. Create and send volunteer request notices for e-news, PTSA website and PHS Observer (Monthly Newsletter). Track the volunteer hours provided by students relative to Scholarship eligibility. Report to the Co-Chairs.

Fantastic Finds Bake Sale Coordinator:  5 hours monthly for about a 3 month period of time

Work with the Volunteer Coordinator to identify a group of initial volunteers. Plan and manage the Bake Sale, held during the Rummage Sale. Work with the Treasurer to manage the money transacted during the sale. Report to the Co-Chairs.

Fantastic Finds Committee Volunteers:  Time as available leading up to and/or during the rummage sale

Volunteers can help in many different ways – provide baked goods for the Bake Sale; help with advertising; help solicit rummage sale donations and/or provide sale items; help with drop-off of items; help price items being donated; help with the Bake Sale on the day of the sale; help set up the morning of the Rummage sale; help clean up after the sale; help with security, table maintenance, and other possible tasks during the Rummage sale.

Grants Coordinator:  5 hours monthly (mostly during submission/review periods)

Coordinator determines schedule for application and review cycle. Send updated application form to Dr. Putnam for electronic distribution to teachers and staff. Send updated notification slide to morning announcements. Collect grant applications from PTSA mailbox. Contact recipients, send or deliver checks. Follow-up with recipients for feedback on grant benefits, share updates with PHS community.

Grant Review Committee Team:  3 – 5 volunteers; 5 hours during review period

Follow fall & spring schedule to review grant.  Team determines recipients. Attend monthly PTSA meetings and/or submit regular reports to the Board.

Nominating Committee:  3 – 5 volunteers; 2 hours monthly, February – June

Post openings for PTSA Executive Board (President, Vice President, Treasurer, Corresponding Secretary, and Recording Secretary). Review candidates and coordinate a vote at the May PTSA meeting.

Scholarship Coordinator:  5 – 10 hours monthly leading up to scholarship submissions and review period

PTSA Scholarship purpose is to recognize PHS seniors who have shown resilience in personal and academic performance, and who have demonstrated commitment and support of the PHS spirit of volunteering.  The scholarship selection committee is responsible for refining the criteria, advising on process and procedures, and selecting the scholarships recipients. Planning starts in February, with committee meetings held through May. Review Scholarship application form annually for relevant content. Verify total Scholarship monies available for disbursement to recipients. Review Scholarship applications submissions and format. Attend monthly PTSA meetings and/or submit regular reports to the Board.

Scholarship Review Committee:  4 – 5 volunteers, 3 – 6 hours April – May 

The purpose of the PTSA Scholarship is to recognize PHS seniors who have shown resilience in personal and academic performance, and who have demonstrated commitment and support of the PHS PTSA and its spirit of volunteering.  The scholarship selection committee is responsible for refining the criteria, advising on process and procedures and selecting the scholarships recipients.

Reflections Coordinator:  Fall coordination about 10 hours; spring announcement about 2 hours

Create spring announcement for the competition. Students have the summer and early Fall to submit projects. Work closely with students, faculty and PHS to submit projects and announce winners. Submit report(s) to the Board.

Reflections Committee:  2- 4 volunteers needed; 10 hours total starting mid- October through the end of November

Interested in the Arts?  The National PTA Reflections program offers our PHS students the opportunity to be recognized for creating works in literature, music composition, visual arts, and dance choreography, photography and/or film production.  Local, regional, state and national judging of submitted entries.  Work with experienced Reflections chairs to promote the program to PHS students and staff.  Write newsletter articles, announcements, place flyers, encourage participation, publicize winners.  Well defined tasks with established program, but room for creativity.  Time commitment 10-15 hours primarily August-November.

Teacher/ Staff Appreciation Co-Coordinators:  10 hours

Plan the Teacher/ Staff Appreciation event. Work with Principal to determine timing, ideas, menu, and details. Work with Volunteer Coordinator to provide any assistance needed.

 

Volunteer Coordinator:  5 hours monthly, with additional hours in May-August to ensure positions are filled for the upcoming school year

Work with Board to fill volunteer positions. Create and submit announcements for E-News and Volunteer Spot. Attend PTSA meetings. Maintain a roster of volunteers to also share with the Board.

Other Roles

E-News Publishing:  1 hour weekly

Coordinate announcements for E-News, the electronic communication tool.

Faculty Representative:  1 hour monthly

Attend monthly PTSA meetings to provide updates on behalf of teachers / staff. Provide report to Board is unable to attend.

Make a Difference Day Coordinator:  5 hours a week starting the month prior to event

            Working with the school to coordinate volunteers, advertise event details and plan event

Shared Decision Making Team Member:  2 hours monthly; 2 year term; 4 parent representatives

The Shared Decision Making Team is comprised of the Principal, teachers, students, and parents.  Monthly meetings are held to discuss projects and issues that affect students, teacher and families. The SDM team has the authority to identify critical issues and establish priorities related to student achievement. This team may choose to address items such as, but not limited to: student outcomes, budget and staffing, schedules, curriculum innovation, interdisciplinary projects, subject priorities, regular and special programs, and professional / school / community issues.

Link: http://www.penfield.edu/highschool.cfm?subpage=812735

Student Representatives:  1 hour monthly

Attend monthly PTSA meetings to provide updates on behalf of teachers / staff. Provide report to Board if unable to attend.

Website Apprentice:  Training to become Webmaster - training 3 hours, 1 hour monthly once established in position

Work with Webmaster to learn how to make updates and other tasks to complete.

Webmaster (Website/PTSA Representative):  2 hours monthly from Aug-Oct, 1 hour monthly Nov-Jun

Maintain PTSA website. Update weekly announcements on the website. Maintain emails for PTSA Board.  Heavy workload early in the year, tapers off as updates decline.  Update the PHS PTSA website and PTSA distribution lists using Google Apps for Education.    

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