The principle function is to serve as the director and accompanist for the music ministry of the early service.
Church Secretary
I. QUALIFICATIONS
¨ Proficiency in typing.
¨ Ability to use office machines (IBM compatible computer, copier, duplicator, calculator, typewriter, fax machine).
¨ Knowledge of software (Microsoft Word, Microsoft Publisher, Microsoft Excel, Church Windows (membership database)).
¨ Pleasant personality, emotional maturity, good Christian character evidenced by active relationship in a local church, ability to meet and talk with people effectively, ability to get along well with other office and staff persons and volunteers.
¨ Important characteristics: initiative, flexibility, organizational skills, and the ability to multi-task and work independently without close supervision.
II. RESPONSIBILITIES
A. Assist pastor with correspondence:
1. Receive and distribute mail.
2. Take pastor’s communications as required, file copies.
3. Arrange for outgoing mail to be taken to Post Office.
B. Keep Church Calendar:
1. Record pastor’s appointments on church calendar.
2. Keep program dates in consultation with pastor and other staff.
3. Schedule use of building for meetings in consultation with pastor.
C. Records
1. Maintain up-to-date Membership and Baptism records and certificates on official forms; this data is maintained in a log book and in an electronic database.
2. Visitation for pastor.
a) Notify pastor of all hospitalized persons.
b) Maintain up-to-date record of visitors. Notify the Evangelism Committee of all visitors and prospective members as indicated on Registration of Attendance and type any correspondence as prepared by pastor.
3. Attend and coordinate staff meetings.
D. Church Bulletins, Special Program Bulletins and Newsletters.
1. Bulletins:
a) Upon presentation of material, assemble and arrange worship order and announcements, proofread, copy, file, fold and distribute a copy to worship leaders.
b) Copy and stuff children’s welcome bags with children’s bulletins.
2. Newsletters:
a) Assemble monthly newsletter. Solicit articles, organize and edit information, utilize MS Publisher program, download art and information from internet, duplicate, schedule folding team, prepare post office paperwork and deliver to Bulk Mailing office.
b) Maintain Post Office account.
3. Website:
a) Update the church website on a weekly basis and as directed by the Pastor, Youth Director, and Weekday Educational Director.
E. Committees
1. Prepare and mail either postcard notices or email notices of all committee and board meetings.
2. Office services for staff and committees will be on an “as-time-permits basis” and with approval of the pastor. Requests for such work should be submitted well in advance of date needed so that it may be “worked in”.
F. Receptionist
1. Answer and channel telephone calls.
2. Meet visitors and arrange for service(s) needed.
3. Send out and receive faxes.
G. Ordering Supplies and Services
1. Order supplies and services approved by the pastor or other authorized persons.
2. Arrange for and oversee servicing of office equipment.
3. Inventory and order all office supplies.
H. Treasurer Duties
1. Assist the treasurer in accomplishment of duties relating to disbursement of funds, filing and copying.
a) Receive invoices and payment request vouchers from all sources.
b) Prepare invoices and vouchers for payment by determining if materials are received and budget categories assigned.
I. Miscellaneous Responsibilities
1. Notify custodian of specially scheduled meetings, services, programs, etc. for heating, air conditioning, cleaning, setting up of tables and chairs, etc.
2. Notify Worship Committee to recognize new babies and members who have died.
3. Keep record of who has church keys.
4. Record memorial gifts.
5. Oversee weekly middle school student volunteer assignments.
6. Create church stationery and envelopes using duplicator.
III. ANNUAL RESPONSIBILITIES
A. Prepare report for Church/Charge Conference and assemble packets.
B. Prepare 3-pc. Stewardship mailing (including pledge cards) and mail to church members.
C. Assign and assemble offering envelope boxes numerically in Church Windows program, prepare address labels, mail out boxes not picked up.
D. Print labels with names, addresses, and envelope number on contribution forms for pledged membership. Give to financial secretary.
IV. WORK SCHEDULE AND BENEFITS
A. Schedule
1. 8:30 a.m. until 2:00 p.m., Monday through Friday.
2. A two week (10 day) vacation will be given annually after a period of one year of employment. In addition, the following will be paid holidays: New Year’s Day, Easter Monday, Memorial Day, July 4th, Labor Day, Thanksgiving Day, Christmas Eve Day and Christmas Day.
3. One day of sick leave per month of employment shall be accrued. This leave may accumulate to a maximum of thirty (30) days. This leave may be used for personal illness, injury, pregnancy and childbirth, or illness of injury of an immediate family member. Upon termination of employment, unused sick leave will be forfeited.
B. Salary
1. Salary as agreed upon with merit and tenure raises, as possible.
2. Participation in Social Security and Workman’s Compensation Program as required.
3. Other considerations as possible and agreed upon in writing.
C. Termination of Employment
1. Two (2) weeks notice in writing by employee will be required.
2. A probationary period of up to 90 days will be followed by evaluation before employment is finalized.
D. Adjustments
Adjustments in job description may be made as thought advisable by the pastor in consultation with the Staff-Parish Relations Committee. These adjustments may be rejected by the employee and other agreement made in conference or notice of termination may be offered.
