JOB ASSIGNMENTS

JOB DESCRIPTIONS

EXECUTIVE BOARD

President – Shall preside at all meetings of the membership and of the Board, appoint special committees as required, keep licensing status current, shall be an ex-official member of all committees and shall act as liaison between the corporation and the Director.

Vice President – Shall preside in the absence of the President and shall maintain: the earthquake disaster supplies and notebook.They shall be the Chairperson for the Grievance Committee and By-Laws Committee. It shall be the duty of the Vice President to oversee the responsibilities of the Ways and Means Committee. The Vice President shall also keep track of membership participation in regular and extra committees to insure equal effort among members.

Secretary – Shall keep minutes of all membership and Board of Directors meetings, shall handle all correspondence, maintain record of attendance of the meetings, picks up mail at the church office and distributes, and keep class roster up to date.

Treasurer – Shall be bonded, shall receive all funds, pay out all necessary expenditures, complete all necessary tax forms, submit a monthly financial report and shall act as Chairperson of the Budget Committee and recommend the tuition fee to the Board. Picks up mail at the post office and distributes.

BOARD

Arts and Crafts Coordinator 1 – 

• Works with Director to brainstorm projects for the classes

• Meets with Director bi-monthly for lesson planning

• Distributes jobs for your committee bi-monthly(cutting, making copies, making playdough, etc.) 

• Decorates classroom tables for Thanksgiving Feast and Mother’s day Tea and helps children complete special projects for these days.

• Shops for all project materials(uses personal money to make purchases, will be reimbursed)

Arts and Crafts Coordinator 2 – 

• Works with Director to brainstorm projects for the classes

• Meets with Director bi-monthly for lesson planning

• Distributes jobs for your committee bi-monthly(cutting, making copies, making playdough, etc.) 

• Decorates classroom tables for Thanksgiving Feast and Mother’s day Tea and helps children complete special projects for these days.

• Shops for all project materials(uses personal money to make purchases, will be reimbursed)

  *AC Coordinators will alternate monthly. 

Class Representative (Junior)-

• Acts as a liaison between parents and Executive Board/Director. 

• Is an ambassador for their class and must be available for questions and concerns throughout the year. 

• Be accessible at school for the first few days of school to help new families become acclimated to classroom procedures. 

• Must thoroughly know the schools by-laws and insure they are being kept, especially regarding the election process.

• Facilitates and runs the election process 

Class Representative (Senior)- 

• Acts as a liaison between parents and Executive Board/Director. 

• Is an ambassador for their class and must be available for questions and concerns throughout the year. 

• Be accessible at school for the first few days of school to help new families become acclimated to classroom procedures. 

• Must thoroughly know the schools by-laws and insure they are being kept, especially regarding the election process.

• Facilitates and runs the election process

Fundraising Coordinator – 

• Responsible for planning and scheduling all fundraising programs for the school year, including the Holiday Program, Spring Social and Family Picnic raffle baskets, Trike-a-thon, and any other voluntary fundraisers.

• Sends out all donation requests and thank you letters for donations

• Cash handling and accounting, to be turned in to Treasurer

• Brainstorm and execute silent auction/raffle basket ideas

• Heads up the fundraising committee and divides up responsibilities.

Membership Coordinator – 

• Maintain the active membership and waiting list

• Plan Open Houses 

• Respond to all inquiry emails and phone calls within a few days of receiving

• Register new families

• Distribute and Collect registration packets

• Take, place, and distribute t-shirt orders

• Make files for new students and place in filing cabinet

• Complete an immunization report and card for each student

• Responsible for having all health reports organized and up to date. 

• Reports new members to the Executive Board, Scheduling Coordinator and Room Environment Coordinator.

Room Environment Coordinator–

• Meets monthly with the Director to plan wall décor around monthly teaching themes.

• Responsible for organizing the committee for the monthly seasonal decorations on all PALS classroom walls.

• Meets with committee monthly to delegate responsibilities for monthly decor

• Assigns prep work to committee prior to decorating date

• Purchases supplies for decorating classroom walls as needed

• Creates name tags for the attendance wall each month

• Responsible for creating a photo backdrop for Thanksgiving Feast and Mother’s Day Tea.

• After the last day of school, coordinator along with room environment committee will remove all wall decor from classrooms.

*All Board Members are required to attend bi-monthly meetings.  These are mandatory with fines for missed meetings. Each Board member gets 1 miss excused with no fine per year.

NON-BOARD

Technology Coordinator –  

• Handles all technology related tasks.

• Updates website by keeping information current 

• Manages PALS email lists/google group and Facebook page.

• Utilizes social media on behalf of PALS for advertising, announcements, etc. throughout the year.

Cleaning Day Coordinator- 

• Contacting all families for monthly cleaning prior to scheduled cleaning day with room assignment. 

• Oversees the monthly pick up of items that need to be cleaned on a friday after school

• Opening the school monthly on a Saturday morning for parents to clean

• Responsible for washing and returning classroom laundry once a week.

Field Trip Coordinator – 

• Coordinate and schedule(months in advance) all field trips for both classes as recommended by the Director. 

• Give necessary information to all PALS families at general meeting and through email.

• Post sign-up sheets 

• Be liaison between field trip location and the Executive Board and director

• Cash handling and accounting, to be turned in to Treasurer. 

Garage Sale Coordinator- 

• Responsible for coordinating and running two garage sales at their home(Fall and Spring). 

• Coordinate refreshments for working parents. 

• Schedule a pick up service to take remaining items/or have a truck to take items to donation facility. 

• Must also handle/delegate advertising for garage sale.

• Cash handling and accounting, to be turned in to Treasurer.

Historian(Junior) – 

• Organize the classroom photos on a monthly basis, keeping track of how many photos each PAL has through Google Photo

• Maintains Shutterfly site. 

• Sets up and runs respective class photos at the beginning of the year

• Takes and distributes photos from special events throughout the year

• Creates class directory and Love Notes.

Historian (Senior) – 

• Organize the classroom photos on a monthly basis, keeping track of how many photos each PAL has through Google Photo.  

• Maintains Shutterfly templates for each senior pal. 

• Creates flash drives for the seniors at graduation

• Creates Graduation Slideshow folders

• Sets up and runs respective class photos at the beginning of the year 

• Takes and distributes photos from special events throughout the year

• Creates class directory and Love Notes.

Hospitality Coordinator – 

• Plans Parents Night Out

• Coordinates playdates over the summer prior to start of school

• Recognizes members at special times (i.e., births, family losses, sickness) or times of need.  

• Responsible for planning the holiday cookie exchange

• Tracking Sunshine Jars 

• Recognizing all Pals Birthdays.

• Organizes Secret Pals in the fall.

• Makes name plates for each member to use at general meetings

• Important to be in attendance at all General Meetings as a majority of your job is done at these meetings

Library Coordinator – 

• Responsible for the care and storage of all books(9 large Rubbermaid bins)

• Monthly Scholastic book order and distribution by collecting catalogs from PALS, distributing catalogs, announcing due dates for orders.

• Sending out reminder emails

• Switching out themed books in the classroom monthly.

• Coordinating and running a Book Fair in the spring.

Maintenance Coordinator – 

• Responsible for stocking of cleaning supplies, 

• Collecting, maintaining and constructing any and all classroom equipment.

• Responsible for stocking the general meeting box with supplies

• Purchasing of all kitchen supplies needed throughout the year.

• May be asked to open school for repairmen

• Oversee and coordinate any school improvement projects

• Checks expiration dates on food items kept at pals-monthly.

Parent Education/General Meeting Hostess – 

• Responsible for planning and scheduling an educational speaker at monthly meetings with the Director.  

• Schedule and Contact general meeting helpers prior to meeting to coordinate what they can do or bring to the meeting. 

• Responsible for booking library meeting room in advance.

• Responsible for storage and care of large Rubbermaid tub and collapsible wagon used to store/move general meeting supplies

• Arrives at Library early for general meetings to set up conference room.

• Greets and introduces the speaker at general meetings 

Scheduling Coordinator- 

• Responsible for scheduling all parents for working days

• Make sure each child has a birthday child of the day near their birthday

• Make sure ratios for working days for each class is fair and evenly divided

• Keeping track of Child of the Day ratios. 

• Coordinates and schedules lunch bunch helpers for the senior class

• Creates monthly lunch menu by acquiring menu from all lunch parents each month and compiling them into a monthly school menu.

• Sends out reminders about nutrition for school lunches and makes sure 5 food groups are being provided at each lunch(protein, dairy, grain, fruit, and vegetables)

• Keep track of special day ratios

COMMITTES

Dad’s Day Coordinator – 

• Plans Dad’s Day with the help of your Special Committee.

• Picks a theme for Dad’s Day

• Finds ideas, décor, crafts,  activities, and food based on theme

• Creates invitation for Dad’s Day

• Attend and oversee set-up, event, and clean-up for Dad’s Day

Family Picnic Coordinator – 

• Organizes the Family Picnic committee in planning the PALS end of year Family Picnic with the help of your Special Committee.

• Picks a theme for the Family Picnic

• Finds ideas, décor, crafts, and activities based on theme

• Reserving a city park for the location of the event

• Purchasing any supplies for event

• Arranging any special entertainment or family photos for event

Graduation Coordinator (Junior only) – 

• Works closely with the Director in organizing the committee for PALS Senior graduation.  

• Picking a theme for Graduation

• Ordering and purchasing diplomas, programs, caps, tassels, and gifts for each child

• Creating programs, seating charts, and t-shirt pillows

• Organizing, making, and purchasing décor for stage and reception room.

• Booking sound technician

• Organizing refreshments for the reception

Holiday Program Coordinator – 

• Organizes the Holiday committee for the Holiday Program held at the Church.

• Attendance at the fall Board meetings is suggested.

• Picks a theme for the Holiday Program

• Ordering and purchasing all gifts for students

• Making or purchasing all décor for stage and reception

• Creating programs, invitations and seating charts

• Booking sound technician and Santa 

• Organizing and purchasing refreshments for reception

Spring Social Coordinator - 

• Plans and coordinates the Spring Social with Director and committee.

• Picks a theme for the Spring Social

• Ordering and purchasing of all wine and refreshments

• Purchasing or making all décor for event

• Creating invitations and tickets for the event

• Booking entertainment/ food truck for event

• Contact vendors for donations

• Cash handling and accounting, to be turned in to Treasurer

ASSISTANTS

Arts & Crafts Assistants – 

• Responsible for all Arts & Crafts preparation (cutting, making playdough, sorting, etc.) 

• Receives weekly projects to be completed and turned in at PALS by due date

Fundraising Assistants- 

• Helps Fundraising Coordinator organize special events throughout the year

• Responsible for collecting donations 

• Distributing any fundraising materials

• Creating silent auction and raffle baskets

• Selling raffle tickets at events

• Cash handling and accounting, to be turned in to coordinator

Room Environment Assistants – 

• Meet monthly with Coordinator to plan walls and receive any assignments

• Meet monthly as set by the R/E Coordinator to decorate the classroom. 

• Can require preparation out of the classroom prior to the designated decorating day 

• Committee helps Coordinator remove wall décor after the last day of school