Church Secretary Job Description

MYERSTOWN UNITED CHURCH OF CHRIST

CHURCH SECRETARY POSITION DESCRIPTION

The Secretary works under the general supervision of the Parish Administrator and in cooperation with the full and part time staff. The Secretary must understand and be able to operate computers, be skilled in verbal and written communications, and be able to use standard office equipment. Compose a list of weekly duties and present to Personnel Committee for approval.

The Secretary will be required to maintain office hours of 8 AM to 12 NOON  Monday through Friday. A minimum of twenty (20) hours will be considered a workweek. Other hours may be scheduled at the discretion of the Secretary or at the request of the Pastor or Parish Administrator. The office will be closed and the Secretary shall receive paid leave on the following holidays: January 1, Easter Monday, Memorial Day, July 4th, Labor Day, Thanksgiving Day, and Christmas Day. In the event that a holiday falls on a weekend, the Parish Administrator shall determine when the office will be closed. Any absence from the office during office hours must be approved by the Parish Administrator in advance.

No church office work may be taken home. The Secretary is required to complete all work during the office hours listed above.

There will be a six 6 month probationary period in order to familiarize and learn the position.

SPECIFIC RESPONSIBILITIES 

1.         Performs the daily administrative tasks required for the operation of the church office.

2.         Receives and places phone calls, takes messages, and refers calls or messages to the appropriate            staff person/s. Checks the messages from the voice mail general mail box and emails and forwards messages to the appropriate staff person/s.

3.         Receives, dates, and distributes deliveries of mail and packages.

4.         Greets people and responds to questions or makes referrals.

5.         All money received through the office is to be locked into the lower drawer of the fireproof safe or given to the Financial Administrator. 

6.         Establishes deadlines, prepares, prints, assembles, and distributes bulletins for worship services and special services such as weddings, funerals, etc. The Organist/Worship Music Coordinator should examine bulletin prior to printing. Distributes the weekly and special worship bulletins to all worship participants involved in the service. Make extra copies of bulletins for special services. Places bulletins at the distribution locations in the narthex.

7.         Maintains a record file of church bulletins and newsletters. Arranges year-end assembly and binding of the record copies.

8.         Prepares a lector sheet, including all liturgy and scriptures from the bulletin. One copy is placed on the lectern, and one is emailed to the lector assigned for the next Sunday.

9.         Responsible for submitting a maintenance request of the office equipment to the Parish Administrator and/or Church Council. If an immediate need arises, the Secretary may contact  the repair person but must contact the Parish Administrator or Church Council of the expense before authorizing the repair.

11.       Schedules appointments for the Pastor, Parish Administrator, and the Church Council as requested.

12.       Develops and maintains a church calendar listing all church activities. Maintains a church use calendar for the Pastor, Parish Administrator, and Custodian.

13.       Prepares and handles correspondence for the staff, council president, Sunday School teachers, committee chairpersons and committee members.

14.       Maintains files in the church office.

15.       Prepares, copies, and distributes material for Church Council and church committees.

16.       Assists Pastor and Parish Administrator in maintaining a current list of members with special needs, for example: hospitalizations. Notifies Prayer Chain Coordinator as appropriate.

17.       Notifies Prayer Chain Coordinator of persons requesting prayer. 

18.       Maintains the outdoor bulletin board.

19.       Establishes deadlines, prepares, prints, and distributes monthly church newsletter. Arranges for volunteer assistance in the assembly of the newsletter.

20.       Maintains church records: membership lists, mailing lists, official record book, shut-in lists, college and service lists.

21.       Helps to maintain order on information table and bulletin boards.

22.       Order office supplies (including communion wafers and cups) and resources.

23.       Prepares certificates (baptism, wedding, membership) and records these events in the record book.

24.       Prepares devotional email reminders for Church Council and Elders meetings and Sunday duties for individuals involved.

25.       Coordinates information for funerals and weddings, and prepares bulletins as requested. 

26.       Notify custodian, in a timely matter, of weddings, funerals, and any other events that are not routine and will require the custodian’s attention.

27.       Maintains cemetery records including: preparing deeds, records burials, mails burial certificates.

28.       Maintain a record of all documents required for the operation of the church. Weekly back up the church office work and files on the computer.

29.       Prepares, collates, and distributes the annual directory in June/July.

30.       Collects gift inventory lists, alphabetizes, summarized, makes copies for appropriate persons,  and distributes. Secretary may select volunteers for assistance as needed.

31.       Prepares, collates, and distributes the Annual Report in October.

32.       Prepares and distributes committee listings, committee job descriptions, and staff job descriptions.

33.       Reminds all who are part of worship of their responsibilities when Pastor and or Parish  Administrator is on vacation.

34.       Prepares and/or distributes annual schedules for both 8:00 AM and 10:00 AM services for church openers, acolytes, greeters, Worship Leaders, Council listings, ushers, communion lists, Church Council devotion lists, confirmation schedules, gathering hosts, nursery schedules and    confirmation phone chain and keeps the book with these listings on the Information Table up- to-date.

35.       Prepares the annual Penn Central Conference statistical report with the aid of the Parish Administrator and Financial Administrator.

36.       Changes the voice mail message in regards to changes in worship times for summer/winter.

37.       Prepares reminders for Better Families sponsors.

38.       Send weekly emails of the bulletins for the week to the Parish Administrator and Organist and the sermons for the WEB page to the Parish Administrator. 

39.       Email reminders for meetings.

40.       Prepares and mails cards for church members (get well and bereavement) if no one is assigned this position.

41.       Takes care of prayer requests box and records for 3 week listing if no one is assigned this position. 

Qualifications 

1.         Friendly and courteous, yet firm and able to set boundaries, and works well with a wide range of            different personalities.

2.         Possesses knowledge of Microsoft Word, Outlook, Power-Point, Excel, and Publisher, Constant   Contact, SquareSpace, Google Docs and Calendar, and the current church membership and accounting software (Shepherd’s Staff right now). If unfamiliar with any programs such as Constant Contact, SquareSpace, and the current church membership and accounting software (Shepherd’s Staff right now), it will be required to learn them within the 6 month probationary period.

3.         Self-initiated and the ability to think creatively.

4.         Exhibits strong organizational skills and pays close attention to detail.

5.         Demonstrates the ability to clearly and effectively communicate information to parishioners and            visitors- in person, telephone or email. 

6.         Flexible and is capable of efficiently multitasking on a regular basis.

7.         Strong work ethic and resourcefulness in solving problems.

8.         Ability to receive feedback without taking it personally and becoming defensive

9.         Integral to the knowledge and smooth operation of a church by handling the administrative        responsibilities and provide a wide range of support to the pastor, Parish Administrator and other staff members.

10.       Demonstrates patience and understanding when dealing with confused, grieving, or difficult       visitors to the office. The secretary is usually the first person visitors meet at the church and   these qualifications are essential to the church’s public image and outreach.

11.       Ability to effectively perform a range of office-related duties, such as ordering supplies, managing the church schedule, maintaining files and handling church correspondence, as well as       scheduling maintenance personnel and deliveries.

12.       Empathy and discretion- the church secretary is responsible for dealing with frequently sensitive            information about church and community members and is often privy to congregation       members’ marital, financial or health concerns. 

Created 6/2/19 KMG