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A secretary is an elected role of each local PTA's executive officer of each local PTA's board. A secretary is responsible for maintaining accurate records and supporting clear, consistent organizational communication. The Secretary helps ensure that official actions, meeting minutes and governance documents are properly recorded and preserved in accordance with the Universal Bylaws and record retention practices of PTA.

The secretary helps ensure historical continuity making sure that the next generation of PTA leaders has what they need to continue the work of PTA. The secretary is elected through the established nomination and election procedures and serves a defined term as detailed in your local unit standing rules.

Secretary Roles & Responsibilities

You will serve your PTA by keeping an accurate record of meetings, which become part of the permanent history of the PTA. See the “Taking Minutes” section of Running PTA Meetings.

In some PTAs, the secretary also has the responsibility of maintaining all PTA correspondence, including communications with members and notifications for meetings. Because of this, sometimes this position is split into two roles: Recording Secretary and Corresponding Secretary.

Great secretaries often have prior volunteer and/or meeting experience and are enthusiastic about PTA.

#1: Gather and Maintain Essential Documentation.

There are several items you'll want to put your hands on right away to be sure important records aren't lost in the transition. Collaborate with your PTA president and past officers to gather these records. If any records are missing, contact your State PTA for guidance. Records to gather include:

Your PTA Bylaws (and any accompanying standing rules) to find important information about how finances are to be handled and how funds are to be disbursed.

PTA Procedure Book or "Board Book". Whether it is an electronic file, a cardboard box full of papers, or a binder thick with documents, get up to speed on what has happened in the past.

#2: Organize and Record Meetings.

Ensure that meetings are efficient by providing written communication with your PTA members and board. These responsibilities include:

Working with the president to create an agenda
Sending out meeting announcements, agendas and supporting documents
Taking attendance and checking for quorum (minimum number of members who must be present to conduct business at a meeting) during voting
Taking minutes, including counting and recording any votes
Presenting the draft minutes of the previous meeting, making any corrections and ensuring approved minutes are included in your PTA's permanent record

Training For Secretaries

Thrive

Thrive brings PTA leadership development to you. Through Thrive’s engaging, short courses, you can take training at your own time and place—even from football practice, a dance studio or a soccer field.

Go to THRIVE on PTA.org

You Tube Meeting Sample

Thrive

PTA.org Secretary Kit

Create your account with PTA.ORG to login and access your local leader kit for secretary resources.

Local Leader Kit for Secretaries

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