Leadership Job Descriptions

The following are job descriptions for HMS Board, Chairpersons and Coordinators
Revised and Updated 2015-2016

Click the position name below to jump to that position’s description:
President1st Vice PresidentVP of EventsSecretaryTreasurerWebsite Designer/ManagerConcessions ChairpersonConcessions TreasurerDance ChairpersonHospitality ChairpersonFine Arts ChairpersonSchool Beautification ChairpersonAthletics ChairpersonSpirit Wear CoordinatorSpirit Night CoordinatorPTO Membership CoordinatorOffice Volunteer CoordinatorCommunications CoordinatorSponsorship Coordinator

President
The President shall:

  • Preside at all meetings;
  • Set all dates for monthly meetings and plan agenda for each meeting;
  • Maintain good communication with board officers and members regarding meetings and information regarding PTO functions;
  • Plan, coordinate and get approval for all events and plans for the year with principal;
  • Work with Communications Coordinator on PTO and School functions;
  • Be a designated signatory on checks and vouchers;
  • Possess a bank debit/check card that can only be used with prior authorization from the Board of Managers of this local unit in accordance with the budget adopted by this local unit;
  • Coordinate and serve as the President of the Officers and on all Standing, Special and Club Committees of this local unit in order to meet the Purpose of these bylaws;
  • Complete an annual review of the bylaws and present at the General Meeting;
  • Serve as the Parliamentarian (Ex-Officio) of all committees except the Nominating Committee for one (1) year after their term as President expires or until replaced by a successor or another Ex-Officio member appointed by the Board of Directors;
  • Maintain email for HMS PTO – answer all correspondence within 24 hours and direct to appropriate officer or chairman;
  • Oversee, plan and coordinate all major fundraiser events;
  • Write and coordinate monthly newsletters for PTO Coordinator to email to members
  • Work directly with Sponsor Chairman to secure sponsorships for the year;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

1st Vice President
The Vice President shall:

  • In their designated order, perform the duties of the President in the President’s absence or inability to serve;
  • Be a designated signatory on checks and vouchers;
  • Possess a bank debit/check card that can only be used with prior authorization from the President and/or Board of Managers of this local unit in accordance with the budget adopted by this local unit;
  • Serve as the Vice President of the Officers and on all Standing, Special and Club Committees of this local unit in order to meet the Purpose of these bylaws;
  • Oversee the Spirit Wear Coordinator and Spirit Night Coordinator;
  • Assist in collecting information from PTO Membership Coordinator for emails and newletter;
  • Assist the President in completing an annual review of the bylaws and present at the General Meeting;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

Vice President of Events
The Vice President of Events shall:

  • Plan a meeting with coaches/clubs regarding banquets for the school year;
  • Oversee and work with sports and club team moms to organize and set up end of the season recognition banquet;
  • Organize and manage teacher appreciation events during teacher appreciation week;
  • Oversee Dances throughout the year and work with Dance Chairman and Committee;
  • Manage a list of Volunteers;
  • Inventory all banquet/event supplies and decorations;
  • Communicate events to Communications Coordinator, Front Office and PTO;
  • Insure that all dates and forms are approved to hold event;
  • Not enter into any forms of contracts without the approval of the Board of Directors;
  • Work within annual budget;
  • Be empowered to create a Events Committee as needed;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

Secretary
The Secretary shall:

  • Record the minutes of all meetings and distribute within three (3) days after each meeting;
  • Keep a permanent record of agendas, minutes, bylaws, treasurers reports, newsletters and all other relevant documents;
  • Work with PTO Membership Coordinator to assist in developing database for PTO Members and online directory;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

Treasurer
The Treasurer shall:

  • Have custody of the funds of HMS PTO;
  • Keep a full and accurate account of receipts and expenditures in the books belonging to HMS PTO;
  • Make disbursements as authorized by the President and/or Board of Managers of this local unit in accordance with the budget adopted by this local unit;
  • Have checks or vouchers signed by two (2) Officers; The President, Vice President, and/or Treasurer;
  • Possess a bank debit/check card that can only be used with prior authorization from the President and/or Board of Managers of this local unit in accordance with the budget adopted by HMS PTO;
  • Record and track all funds received via cash, check, etc;
  • Present a financial statement at every meeting and at other times when requested by the Board of Directors;
  • Maintain a list and ensuring all Officers, Committee Members, and General Members are in good standing with HMS PTO;
  • Present an annual report of the financial condition of the organization;
  • Report the findings of the annual report to the Board of Directors;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

Website Designer/Manager
The Website Designer/Manager shall:

  • Design PTO website for HMS PTO;
  • Manage and maintain site for updates and/or corrections;
  • Work directly with President in setting up and providing creative ideas and designs throughout the school year;
  • Work with PTO Membership Secretary in maintaining online directory;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

Concessions Chairperson
The Concessions Chairperson shall, but is not limited to:

  • Attend monthly PTO meetings and give a monthly update on concessions
  • Work with the HMS Athletic Directors, Coaches, Fine Arts Heads, and HMS Administration to maintain an accurate calendar of events
  • Work with HMS Coaches – having adequate coverage for working the stand during events
  • Working with PTO Board members, decide on a method of disbursement
  • Set up account with Coke for deliveries and payment
  • Obtain debit card and checks for Concessions Account. Used for Coke orders, Sam’s purchases, Dominos Pizza, and other purchases used only for the concession stand
  • Maintain Concession Stand:
    – Keep it clean and well organized
    – Keep a weekly inventory of food and drinks, watch expiration dates
    – Maintain adequate stock; shop for or order items needed
    – Be sure all machines are clean and in good working order
  • Work within a budget
  • Be available to (or train others to) open the stand for each event and answer any questions volunteers working the stand might have
  • Be available by phone or txt to answer questions during an event
  • Have clear procedures posted in the stand for opening, operating, and closing
  • Restock and clean as needed after each event
  • Not to enter into any forms of contracts without approval of the HMS PTO Executive Board
  • Perform such other duties as may be provided by the bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors

Concessions Treasurer
The Concessions Treasurer Shall, but is not limited to:

  • Attend monthly HMS PTO meetings and present a monthly update on concessions finances
  • Work with the HMS PTO Concessions Chairperson
  • Maintain the checking account that serves the concession stand at Heritage Middle School
  • Report profit and expense records from concessions throughout the year
  • Complete deposit at the end of each event
  • Pay bills and reimbursements
  • Maintain accurate spread sheet of all events deposits, costs, profits, and disbursement of profits. (Costs are typically calculated using a flat percentage, determined at beginning of year).
  • Disburse funds at the end of each quarter. One check is given to the HMS Bookkeeper with a detailed sheet of how the funds should be disbursed between fine arts/ sports/ clubs
  • Perform such other duties as may be provided by the bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors

Dance Chairperson
The Dance Chairperson shall:

  • Work with the Vice President of Events to plan, budget, organize, and facilitate 4 school dances: Hornet Hoe Down, Super Bowl Jam, 8th Grade Formal, End of School Luau;
  • Manage a list of volunteers (discuss with administration if chaperones need to be Tier 3);
  • Work with volunteers to sell tickets, set up, decorate, chaperone and clean up;
  • Work within this local units budget;
  • Arrange for a photographer and a DJ for each event;
  • Create posters to advertise;
  • Create announcements for weekly announcements;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

Hospitality Chairperson
The Hospitality Chairperson shall:

  • Instill into the teachers at HMS that they are appreciated, “Happy Teachers make Happy Students!”
  • Generate a list in August asking favorite snack and drink along with Dawn Adams (staff). Dawn will update hospitality on any staff changes.
  • Deliver a birthday treat and a drink, from the favorites list, in a cup with name and decorations. The entire month is delivered to the front office at the beginning of each month. The office staff delivers each to the teacher on their birthday. June and July birthdays are celebrated in May.
  • Collect a list of preferred dates from Administration for teacher/staff lunches and/or breakfasts (for example, dates that land on stressful times or long hour days);
  • Work with area restaurants and the hospitality committee in providing lunches, breakfasts, and stocking the refrigerator in the teachers’ lounge;
  • Make the teachers’ lounge a place of relaxation and recharge by cleaning the refrigerator, cabinets, counters, tables frequently. And leaving notes of praise periodically;
  • Manage a list of Volunteers;
  • Not enter into any forms of contracts without the approval of the Board of Directors;
  • Work within this local units annual budget;
  • Be empowered to create a Hospitality Committee as needed;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

Fine Arts Chairperson
The Fine Arts Chairperson shall:

  • Assist parents on Information nights to learn more of what HMS offers in the fine arts;
  • Make sign-ups for various chorus and theatre events;
  • Assist Concession chair by making sign-ups for fundraisers: Fun Fridays and Buzz Bashes;
  • Communicate any PTO fundraisers to fine arts parents;
  • Help with the Theatre production: Sell tickets, advertise, and get food for participants.
  • Assist all Fine Arts Teachers;
  • Sell Kroger Cards to parents to earn money for Fine Arts and send info to concessions treasurer;
  • Attend Monthly PTO Meetings;
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

School Beautification Chairperson
The School Beautification Chairperson shall:

  • Create a sense a pride for the students and faculty, community and visitors by improving the appearance of school;
  • Organize and manage the interior and exterior décor of the school approved by the Board of Directors and Administration;
  • Encourage and raise environmental awareness to the student body through recycling;
  • Decorate the inside and outside of the school during various holidays/seasons;
  • Plan and promote a fall/spring clean-up to improve the grounds outside the school;
  • Not enter into any forms of contracts without the approval of the Board of Managers;
  • Work within this local units annual budget;
  • Be empowered to create a School Beautification Committee as needed;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

Athletics Chairperson
The Athletics Chairperson shall:

  • Work with the concessions chairperson;
  • Communicate and assist in any fundraisers for any Sports/Clubs;
  • Work with Vice President of Events with recognition banquets;
  • Sell Kroger Cards to parents to earn money for their Sport and send info to concessions treasurer;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

Spirit Wear Coordinator
The Spirit Wear Coordinator shall:

  • Organize and manage merchandise by working with vendors pre-approved by the Board of Directors;
  • Be accessible to sell merchandise at all major school functions;
  • Not enter into any forms of contracts without the approval of the Board of Directors;
  • Work within this local units annual budget;
  • Be empowered to create a Spirit Wear Committee as needed;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

Spirit Night Coordinator
The Spirit Night Coordinator shall:

  • Design and create spirit wear for Fall, Winter and Spring
  • Work with local restaurants to host a spirit night (the restaurant will give 10-20% to the school);
  • Create signs and weekly announcement to advertise each spirit night;
  • Schedule a spirit night every 3 to 4 weeks;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

PTO Membership Coordinator
The PTO Membership Coordinator shall:

  • Help with membership during Hornet Night/Open House;
  • Oversee PTO Membership Drive (usually 1st week of September);
  • Work with a Team/PTO to create a fun active drive for all grade levels/home rooms;
  • Be creative in coming up with prizes and goals for each grade or homeroom;
  • Create and work with team to make posters/signs throughout school and in car rider lines;
  • Work with Treasurer on collecting and keeping a running list of members;
  • Oversee Mail Chimp (Email program) with VP and President in making sure all members receive emails and monthly newsletter; and
  • Work with Web Designer in collecting information for online password protected PTO directory (Available through the PTO website – to members only);

Office Volunteer Coordinator
The Office Volunteer Coordinator shall:

  • Organize and manage the copy room, marque, and office help by coordinating volunteers/subs and a organizing a monthly calendar, working with Renee Winter (staff);
  • Serve as the contact for volunteers in case they have a sick child or a conflict. You need to be their accountability;
  • Train volunteers to use machines in the copy room and the procedure to deliver copies;
  • Copy Room Volunteers work 9-11:30am or until they are finished with the copies needed that day;
  • Set up volunteers to change two marquee signs when needed, directed by office staff;
  • Front Office Volunteers work with Renee Winter and front office staff 7:30 am -12pm in front office reception area. They may be the first experience that anyone has of HMS so it is important that they are willing and able to present the best image of HMS to anyone who visits our awesome school. Duties are to be a a welcoming friendly face, answer phones and generally help with anything the office staff needs in the mornings when there is more traffic through the front office.
  • Be trained and use the Tier 3 badge making machine and make badges as needed;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

Communications Coordinator
The Communications Coordinator shall:

  • Ensure accurate and timely communication with PTO Board, PTO members as well as parents, school staff and local media;
  • Maintain and Update Facebook, Twitter Accounts for HMS PTO;
  • Not enter into any forms of contracts without the approval of the Board of Directors;
  • Communicate with administration weekly news to be shared school wide;
  • Communicate with Elementary feeder schools and IHS regarding any upcoming events and activities;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.

Sponsorship Coordinator
The Sponsorship Coordinator shall:

  • Create a sponsorship form along with the Board of Directors;
  • Collect sponsorships from local businesses during the spring and summer after election and will be completed by the first week of September;
  • Communicate all sponsors their level of support to the President and Web Designer/Manager;
  • Attend all meetings; and
  • Perform such other duties as may be provided by these bylaws, standing rules, parliamentary authority, or as directed by the Board of Directors.