What Does a PTA Financial Secretary Do?
Think of the PTA Financial Secretary as the team's chief Money Helper and Keeper of the Receipts!
When the PTA holds fun events, bake sales, or book fairs, money comes in. The Financial Secretary makes sure every single penny and dime collected gets counted, safely saved in the bank, and written down properly so the PTA can buy cool things for our school!
The Key Role
The main job of the Financial Secretary is to work closely with the PTA Treasurer and President. They are in charge of receiving money, writing down where it came from, taking it to the bank, and making money reports so everyone knows the school’s funds are safe.
Key Words to Know!
- Disbursed: A big word that simply means paying money out (like buying art supplies for the school).
- Ledger: A special notebook or computer file used to record every dollar that comes in and goes out.
- Receipt: A paper ticket that proves money was given or spent.
- Deposit: Taking money collected at school and putting it safely inside the bank account.
- Financial Review: A check-up where someone double-checks all the records to make sure everything adds up correctly!
Highlights: How To Do the Financial Secretary Job!
- Receiving & Counting Money
- Counts money collected from memberships, donations, or fundraisers using special check-lists.
- Writes out a numbered receipt every time money changes hands so there's always proof.
- Keeping Perfect Records
- Writes down every detail in the PTA ledger: the date, how much was received, who gave it, and what it was for (like a school carnival or membership dues).
- Collects receipts and bills so the Treasurer knows who needs to be paid back.
- Safe Banking
- Makes sure cash and checks are deposited straight into the PTA’s bank account right away so nothing gets lost.
- Keeps deposit slips so there is always proof of what went into the bank.
- Reporting & Teamwork
- Creates easy-to-read monthly and annual financial reports for the PTA officers.
- Hands over records for regular financial reviews to ensure complete honesty and transparency.
- Works alongside the rest of the board as a team to protect members' privacy and make school life better for all kids and families!
For more information, please visit the CAPTA toolkit: Financial Secretary.