Position Descriptions

Note that this is a work in progress. Position descriptions will change based on many factors, including the needs of the community and the number of roles unfilled.

PTO President

Timeframe: Late August – June, 1-2 year term (preferably 2), with option to continue

  • The PTO board consists of President, Vice President, Treasurer and Secretary 

  • The PTO President primarily presides over monthly or bi-monthly meetings of PTO officers, committee chairs and members – a core group of 12-15 people, schedules meetings and creates agendas.

  • Coordinates between the activities and events within the PTO that are run by experienced officers and committee event chairpeople, but does not have to be involved in them unless they choose to do so.

  • Sets event schedule with school administration in June for the upcoming school year.

  • Provides PTO updates to school newsletters and sends out PTO communications to PTO members via constant contact.

  • Coordinates with High School NHS to run RAMS Winter White Out Dance.

  • Also serves as the primary contact for school administrators.

PTO Vice President

Timeframe: Late August – June, 1-2 year term (preferably 2), with option to continue

  • The PTO board consists of President, Vice President, Treasurer and Secretary 

  • The PTO President primarily presides over monthly or bi-monthly meetings of PTO officers, committee chairs and members – a core group of 12-15 people.

  • Coordinates between the activities and events within the PTO that are run by experienced officers and committee event chairpeople, but does not have to be involved in them unless they choose to do so.

  • Sets event schedule with school administration in June for the upcoming school year.

  • Updates PTO website as needed.

  • Provides PTO updates to school newsletters and sends out PTO communications to PTO members via constant contact.

  • Also serves as the primary contact for school administrators.

*Alternatively, President/Vice President roles may be filled with Elem/MS Representative respectively

PTO Treasurer

Timeframe: Late August – June, 1-2 year term (preferably 2), with option to continue

  • The PTO board consists of President, Vice President, Treasurer and Secretary 

  • The PTO President primarily presides over monthly or bi-monthly meetings of PTO officers, committee chairs and members – a core group of 12-15 people.

  • Maintains bookkeeping and profit and loss statements, delivering report at each meeting

  • Coordinates with all stakeholders to receive invoices, make payments, update budget lines to reflect capital available

  • Coordinates with secretaries to maintain membership records

  • Provides education to stakeholders regarding PTO rules and regulations, in relation to the tax code

  • Negotiates and executes contracts with vendors

Timeframe: Late August – June – about 4 hours/month

  • Records minutes of meetings

  • Posts meeting minutes to PTO website

  • Maintains membership list in coordination with treasurer

  • Townwide calendar planning for PTO meetings

PTO Secretary

Communications Chair

Timeframe: Year-round, 2-3 hours/week

  • The PTO Communications Chair supports the PTO in sending timely, informative communications regarding PTO information such as meetings, needs, events, etc. 

    • Coordinate with other board members to ensure the website and newsletter are accurate and updated in a timely manner

    • Writes and designs content for newsletter, website, print materials and social media

    • Manages PTO Constant Contact email database

    • Sends communications via Constant Contact system on behalf of PTO members and committees for relevant events as needed

    • First line of response for PTO gmail box in partnership with Treasurer, escalates inquiries to appropriate PTO member

    • Updates PTO website in partnership with Treasurer and Tech Support volunteer

    • Coordinates with Social Media Manager

Timeframe: August - June

Mindshare Chair

Timeframe: August - June

Outdoor Learning Alliance Chair

Timeframe: August - June – time varies 2-3 hours in Oct, Jan, and Feb under current grant process

  • Coordinates Teacher/Administration Grants, including compiling grant applications, organizing committee meeting, and communicating grant results to applicants

Grant Committee Coordinator

Timeframe: Late August – June, if needed grade levels can be combined, time commitment varies based on the events for each grade

  • Post to “Class of __” group with poll when teachers are announced

  • Pre/K Kindergarten Liaisons: set up class meet ups at the playground when teachers are announced

  • Create Sign Up Genius for  Classroom Coordinators for their grade level (template provided)

  • Review Sign Up Genius to create Classroom Coordinator Groups for each class; do lottery if multiple people wish to be the Lead Classroom Coordinator; contact each class’ volunteers to connect them with each other and assist in determining roles for each parent, if needed (templates provided)

  • Email classroom teachers to inform them of their lead coordinator and send introduction letter (templates provided)

  • Provide support for Classroom Coordinators throughout the year, as needed

  • Support needs for Grade Specific Events, such as Field Days, Carnival, etc.

  • Field grade level teacher questions and requests for support and funnel to the appropriate people

    • PreK/K

      • Manage Classroom Coordinator process

      • Coordinates K Playdate for incoming K students and families

      • Kindergarten Coffee (2-3 hours planning + 3 hours day of event)

      • PreK/K Carnival (3 hours planning + all-day event)

    • Grade 1

      • Manage Classroom Coordinator process

      • Assist Field Day Coordinators as needed

      • Help with field trips and other events as requested by teachers

    • Grade 2 & Montessori Gr 1/2

      • Manage Classroom Coordinator process

      • Assist Field Day Coordinators as needed

      • Help with field trips and other events as requested by teachers

      • 2nd grade moving up ceremony (assist teachers and admin)

    • Grade 3

      • Manage Classroom Coordinator process

      • Assist Field Day Coordinators as needed

      • 18th Century Days (week-long event in April - Holliston Historical Society runs the week, but PTO provides 2 coordinators and a number of parent volunteers to support)

      • Help with field trips and other events as requested by teachers

    • Grade 4 & Montessori Gr 3/4

      • Manage Classroom Coordinator process

      • Assist Field Day Coordinators as needed

      • Tie-Dye Day (2-3 hours planning + 3 hours day of event)

      • Help with field trips and other events as requested by teachers

    • Grade 5

      • Manage Classroom Coordinator process

      • Assist Field Day Coordinators as needed

      • 5th Grade Variety Show (mostly run by teachers, but may need to help with some volunteers during the event)

      • 5th grade moving up ceremony (assist teachers and admin)

      • Help with field trips and other events as requested by teachers

    • Grade 6

      • 6th Grade Glow Party (4 hours planning + 4 hours day of event)

      • Etiquette Class?

      • Help with field trips and other events as requested by teachers

    • Grade 7

      • Middle of the Middle: assist admin and teachers as needed (1 hour)

      • New 7th Grade Event?

      • Help with field trips and other events as requested by teachers

    • Grade 8

      • DC Trip (planning to start early fall for trip during April break)

      • Service Day (3 hours planning + 4 hours day of event)

      • End of Middle School Party (3 hours planning + 4 hours day of event)

Grade Level Liaisons

Timeframe: August - June, 1 hour/month

  • Support school guidance staff with fund to help families in need, coordinating with treasurer

  • When needed, work with Holliston Youth and Family Services to provide support to families

Parent to Parent / Holliston Youth and Family Services Liaison

Townwide Ski/Snowboard Club Chairperson

  • Timeframe: Short-term commitment: November through January (5-10 hours total during November & December; 1 hour/week January – early February while program is active)

  • Responsibilities: The Townwide Ski/Snowboard Club Chairperson makes sure the (already set up) registration system is good to go, contracts with the mountain (Nashoba Valley), and contracts the bus company (Fox Bus Lines) that transports students to the mountain. Also promotes and communicates program details and registration info to parents and students, and plans the rental equipment fit night. The Chairperson oversees the school-level Ski/Snowboard Coordinators, providing lists and information to them as the coordinators run the program week-to-week at each school. Program runs once per week for 5 weeks in January and early February – Thursday nights for Adams and Friday nights for Miller. The Chairperson is not responsible for the weekly departures from the schools, and does not need to be there unless they want to or want to chaperone – or simply want to go along and ski. The Chairperson receives a free pass for the dates of the program if they would like.

  • ***Note: The previous Chairperson will be available to help with setup and questions. ***

Ski & Snowboard Chair

Timeframe: Short-term commitment: January & early February (1 afternoon & evening per week for 5 weeks while the program is active, plus 2-3 hours total time in November/December with the Chairperson when the program is being set up.) 

  • The Miller Coordinators supervise the weekly trips to/from Nashoba for five Thursday nights early January through early February.

Duties include:

  • Check students in and supervise them on the buses to and from the mountain, along with parent chaperone volunteers

  • Send weekly reminder/info emails to parents of students participating 

  • Oversee and assign duties to chaperones each week

  • Receive weekly lists of students attending from the Townwide Ski Chairperson (who is not involved in the weekly bus departures from the schools)

  • The Ski/Snowboard Coordinator(s) and chaperones can SKI OR SNOWBOARD FREE for the dates of the program, including rental equipment if needed!!!

Miller Ski & Snowboard Coordinator

Timeframe: Short-term commitment: January & early February (1 afternoon & evening per week for 5 weeks while the program is active, plus 2-3 hours total time in November/December with the Chairperson when the program is being set up.) 

  • The Adams Coordinators supervise the weekly trips to/from Nashoba for five Thursday nights early January through early February.

Duties include:

  • Check students in and supervise them on the buses to and from the mountain, along with parent chaperone volunteers

  • Send weekly reminder/info emails to parents of students participating 

  • Oversee and assign duties to chaperones each week

  • Receive weekly lists of students attending from the Townwide Ski Chairperson (who is not involved in the weekly bus departures from the schools)

  • The Ski/Snowboard Coordinator(s) and chaperones can SKI OR SNOWBOARD FREE for the dates of the program, including rental equipment if needed!!!

Adams Ski & Snowboard Coordinator

Timeframe: March/April

  • Shadow existing coordinator to learn the process

  • Work with Art Teachers to have students create their art

  • Assist as needed with online ordering

Square One Art Coordinator

Timeframe: August - June

  • Work with administration to select, schedule, and book performers/presentations/etc. To support and enhance school programs

  • Coordinate with treasurer for funding and invoice payment

Elementary Culture Connection & Enrichment Coordinator

Timeframe: August - June

  • Work with administration to select, schedule, and book performers/presentations/etc. To support and enhance school programs

  • Coordinate with treasurer for funding and invoice payment

Middle School Culture Connection & Enrichment Coordinator

Timeframe: August - June, 1-2 hours/month

  • The Elementary Volunteer Coordinator works with Elementary Representative to create and communicate event volunteer sign-up’s to relevant school and class(es):

    • Creates Sign Up Geniuses for PTO events for each elementary school

    • Communicates sign ups via Constant Contact for events

    • Sends volunteer list to school secretaries for CORI checks, communicates with volunteer or event manager regarding volunteer CORI status

    • Works with Grade Liaisons to initiate the classroom coordinator volunteer process

Elementary Volunteer Coordinator

Timeframe: August - June, 1-2 hours/month

  • Work with MS Representative to set up signups for MS events

Middle School Volunteer Coordinator

Timeframe: August - June, time commitment varies based on events

  • Coordinate and Support fundraising events, including

    • Read A Thon

    • Basket Raffle

    • Tri-Valley Sports Gear

    • Urban Air

    • Box Tops

    • Restaurant Fundraiser

Fundraising Coordinator

Timeframe: Year Round

Technology Chair

Teacher Events/ Faculty & Staff Appreciation Coordinator

Timeframe

Timeframe

Elementary Field Day Coordinators

Timeframe: Year Round

HMAPA Liaison

Timeframe: Year Round

School Committee Liaison

Timeframe: Year Round

SEPAC Liaison

Timeframe: August to June

High School Liaison

Picture Day Coordinator

The PTO is in need of a school Picture Day Coordinator to facilitate the school pictures process. This is currently being handled by Karla Alfred and she will be mentoring the volunteer and handing the role over going forward. This role can be for one person or multiple. The coordinator(s) will be the main point of contact between the photography studio (currently Coffee Pond) and the administration at each school. The coordinator(s) can choose to be on-site for the day-of photos or can have another volunteer run the day-of operations. Tasks include:

  • Identifying the photography vendor and partnering with the PTO Treasurer to negotiate contracts (beginning with 2024-2025 school year) 

  • Coordinating dates and day-of schedules with photographer and school administration

  • Scheduling picture re-take days

  • Coordinating with volunteers to run the day-of operations, assist with directing classes and staff to different photo locations, helping students wait in line, etc. 

Professional Development Day Breakfast Coordinator

The PTO is seeking a volunteer to handle the teacher and staff breakfast planning and execution at all 3 schools on Professional Development days.

Time Commitment: 3 to 4 mornings per year

Responsibilities:

  1. Place order with Coffee Haven

  2. Coordinate with Treasurer for snacks from wishlist,

  3. Coordinate with admin assistants at each school to have tables available for coffee and snacks

  4. Set up as needed and coordinate with additional volunteers as need (keep red table cloths and PTO signs from breakfast to breakfast)