Duties of Secretary

PTO Secretary Job Description

Characteristics:

  • Desire to serve the PTO, the school, and ultimately the students
  • Understanding of the organization’s mission
  • Good listening skills
  • Effective communication skills
  • Good computer skills
  • Strong organizational skills
  • The secretary’s responsibilities include both record-keeping and communications.

Secretary Responsibilities:

  • Record and distribute minutes for general  board meetings
  • Record and distribute minutes of executive board meetings
  • Board Member attendance is taken at general board meetings
  • Keep minutes in binder and bring to all meetings. Place a copy of the minutes in the front of office PTO manual.
  • Maintain a complete file of all approved minutes, agendas,and materials distributed at any official PTO meeting

Typical Monthly Tasks:

  • Attend executive board meetings and participate in discussions and decision making
  • Record minutes of executive board meetings
  • Photocopy the minutes from the last general meeting for distribution (and approval) at the upcoming general meeting
  • Record minutes of general meetings and distribute them in a timely manner
  • Prepare notes of thanks  as needed on behalf of the PTO and with approval of the executive board (auction, etc.)

Typical Annual Tasks:

  • Familiarize yourself with Robert’s Rules of Order, especially the instructions about the content and format of an agenda and minutes
  • Set up a filing system at your house and on your computer
  • Maintain a file of all your work, including photos of displays and samples of each document

Secretary Training and Resources:

  • One-on-one with outgoing secretary
  • PTO Today’s Secretary’s Toolkit
  • Articles about secretary topics
  • Past files and examples
  • Computer files