Saline Cooperative Preschool 2020-2021 Job Descriptions
Families are involved in almost every aspect of the school, including finance, fundraising, publicity and membership. Every family performs one job. Although the jobs are relatively uniform in terms of the amount of work, they vary widely in how that work is distributed: some require hours during the workday and others don’t; some have marked busy/slow periods and others are consistent. Most jobs can be done by anyone.
The President is responsible for initiating problem solving, administering the rules, regulations, policies and procedures of Saline Cooperative Preschool in order to maintain the smooth operation. This is done in accordance with the By-laws and Handbook information. Other responsibilities include: presiding over all meetings, being an official representative of the school, keeping records of binding documents, co-signing checks, overseeing teacher and site contracts, creating the school calendar in coordination with the vice president and teacher, and carrying on the progress of preschool. The president has the discretion to close the preschool for an emergency and appoint committee chairpersons. They also oversee the smooth functioning of the standing committees and handle issues that may arise.
The vice president assists the President in a variety of capacities and acts as the liaison between the preschool and the Venture In Faith organization (VIF). The VP is also responsible for the maintenance of all grounds including the playground, parking lot, and the classroom. The VP assists with Open Houses, community service projects, and other events as needed.
The secretary keeps the minutes of all membership and executive board meetings, takes care of all correspondence, and keeps all miscellaneous records. This includes preparation and distribution of orientation packets to members. This person keeps record of parent attendance at meetings, cleanings, and publicity credits, and to track members participation in school support events (each member is responsible for completing two school support events per year). The secretary is also responsible for checking the PO box twice per month.
This person is a liaison between the parents and the board. The session chair attends all board meetings, sends an introductory letter to all parents prior to the start of school, and helps organize social events. The session chair is responsible for ensuring members are aware of their job requirements, special days and all other pertinent information. The session chair is also responsible for making the assist schedule.
The membership coordinator is responsible for enrolling students, updating and providing applications, communicating with prospective members, distributing and processing enrollment paperwork, updating immunization information, keeping class lists and parent contact information, receiving phone calls from interested parents, and putting on the Open House.
Maintain all financial records for the Saline Cooperative Preschool, prepare the annual budget, distribute funds, and work with the accountant to file federal, state and local taxes. Tracks and deposits all incoming money for the preschool, including tuition payments, fundraising money, registration fees, etc. Prepare monthly financial statements comparing actual to budget and present to the board at the monthly board meetings. Work with the school accountant to pay all taxes, both quarterly and annually. Pay all bills and payroll, securing two signatures (President or Vice-President and Treasurer) on all checks over $150 or reimbursements to the treasurer excluding rent and payroll. File State of Michigan sales tax return annually and inform members of the budget allowed for their jobs.
Responsible for collecting recording and depositing all money collected for tuition and fundraising. Recording done via online QuickBooks.
The fundraising coordinator raises additional funds for the school’s operating budget and facilitates all fundraisers and makes sure that each family meets the fundraising requirement. Sets annual fundraising goal and presents goal at the General Membership Meeting in September. Specific duties include: Determine the number and type of events needed to meet the budget; Schedule events, locations, times, dates, refreshments, etc.; Divide work responsibilities equally among Preschool membership to ensure participation in at least one aspect of each event (selling tickets, setup, cleanup, selling refreshments).; Print and distribute tickets, collect money, and keep records of funds and outstanding tickets. Record funds that were placed in the fundraising box in the preschool.
Publicity Coordinator The publicity coordinator's job is to creatively keep the preschool in the public eye for the purpose of recruiting new members. They update and maintain the school’s website (). Updates will include school calendar, photos, and other announcements. The social publicity coordinator is responsible for maintaining and updating SCOOOP's online presence through a variety of social media platforms including: Facebook, NextDoor, Yelp and any other social media or online communities where SCOOP is represented. In addition to ensuring SCOOP’s profile information is accurate on these sites, the Social Media Coordinator is also responsible for posting social and fundraising events online, through social media outlets. Other responsibilities include working the spring and fall open house in conjunction with the membership coordinator and setting up advertising tables at expo’s and other preschool themed events.
The environmental chair is to make sure the classroom and its equipment are clean and in good working condition. Duties include organizing the monthly cleanings, monitoring the cleaning supplies and requesting more from the purchaser if necessary. Report building problems to VP (roof, toilets, etc), attend board meetings, lead cleanings and instruct parents on cleaning jobs. This person buys items that are needed for classroom use (cups, paper towels, plates, cleaning supplies, etc) and is reimbursed by the treasurer (by filling out a reimbursement form and attaching receipts). Every week this person should check the classroom shopping list and cabinets to see what items are needed. This person also takes the preschool’s soiled items (towels, paint smocks, wash clothes, etc) home, washes them, folds them, returns them, and puts them away.