Download to print the Secretary Job Description
Your Main Role – Secretary
You are the official record-keeper of the PTA. You take minutes at meetings, co-sign important documents with the president, handle correspondence, and preserve PTA records to pass on at the end of your term.
When You First Start
- Review last term’s minute books, bylaws, membership list, and correspondence files
- Talk to the outgoing secretary for tips and advice
- Familiarize yourself with PTA policies and the Insurance Guide
- If your PTA has both a recording and corresponding secretary, clarify who handles what
Taking Minutes at Meetings
Focus on recording what was decided, not who said what. Leave out detailed discussion and personal opinions.
Always include:
- PTA name, date, location, type of meeting, start and end time
- Attendance and name of the presiding officer
- Approval status of previous minutes (as written or as corrected)
- Summary of the treasurer’s report with dates and balances
- All motions — who made them, whether they passed or failed, and vote counts
- Summaries of officer and committee reports
- Election results with vote counts, if applicable
- Your signature and title at the end (e.g., ‘Jane Smith, Secretary’)
After the Meeting
- Finish the minutes as soon as possible after the meeting
- Send a copy to the president for review before distributing
- Email draft minutes to board members before the next board meeting
- For association meetings, share hard copies at the meeting or post a summary only — never post full minutes publicly online
Approving & Correcting Minutes
- Minutes are approved at the next meeting of the same group (board or association)
- Mark approval in two places: the current meeting’s minutes and at the end of the previous meeting’s minutes
- Corrections discovered later are marked in red ink: circle the error, write the correction in the margin with the date and your initials
- Only the group that generated the minutes may correct them
Preserving Records
Minutes are permanent legal records and must be kept forever. At the end of your term, bind the master copies by printing and binding at a print shop, gluing into a permanent book, or saving as signed PDFs in a secure PTA drive.
Other Duties
- Co-sign payment authorizations, resolutions, and formal letters with the president
- Send notices of board meetings
- Keep a running list of unfinished business for the president to follow up on
- Notify officers and committee members of their election or appointment
- At association meetings, present the board report and move adoption of board recommendations
Key Resources
