Job description

Church Secretary/Office Manager

Job Overview

The Church Secretary is first contact for members, visitors, vendors, and people seeking assistance. The caller or visitor’s first impression is often determined by the initial contact with the church secretary. This person is a part of the evangelism work done at the church and a positive, friendly personality is essential. The secretary is an advocate for the members of the church, even when church guidelines limit the ability to assist.

The Secretary/Office Manager assists the pastor and other staff members in collecting and distributing information, especially as it pertains to deaths, weddings, baptisms, membership requests, and requests for information from the district and conference offices. This individual is responsible for receiving, distributing, and posting the mail.

Because of the nature of the church, the secretary/office manager must treat all matters concerning the members as confidential. This includes information about a person’s health, finances, and personal matters, including conversations. If a person is in conference with the pastor, it is inappropriate to reveal who or what is being discussed. If the pastor is visiting a member at their home or hospital, the secretary should treat that as a matter of confidence unless given permission to share that information. If the Secretary/Office Manager learns something about a person’s spiritual wellbeing that should be passed on to the pastor, it should be done with great discretion. The individual holding this position will need a thorough knowledge of the office equipment and will be called on from time to time to request and evaluate proposals for new equipment, such as copiers, computers, and phones. It is the responsibility of the person in this position to keep a list of vendors and repair companies for all supplies and equipment. He/She is responsible for ordering office supplies and stationery as allowed by the church budget.

The Secretary/Office Manager needs to have good working knowledge of the policies and guidelines of the church; as they concern rental and use of facilities, weddings, and other events. There are other guidelines set by the United Methodist Church that also needs to be considered by the person serving in this capacity.

The Secretary/Office Manager must have experience with Microsoft Office (esp. Word, Publisher, and Excel). Other software is also used, i.e., Power Church, Media Shout, Word Press, Facebook, Instagram. When new software is introduced, training will be provided.

There are many different tasks that need to be done daily, weekly, and monthly. Most are performed routinely. Some tasks require special forms, while others, such as taking information about deaths, hospitalizations, weddings, and baptisms need to be performed along with assistance from the pastor (especially as scheduling times and dates are concerned).

JOB DUTIES

Communication

• Answer phone, transfer calls, and take messages.
• Have a complete knowledge of the phone system (answer, transfer, voice mail, intercom, set time and date, etc.).
• Check and respond to email twice daily.
• Type and publish correspondence.
• Compose and print weekly worship bulletin and insert (Flashlight), monthly newsletter (Spotlight).
• Receive, distribute, and post mail.
• Send welcome letters to first-time visitors.
• Update calendar on the webpage, create Facebook posts and events.
• Place adds in the newspaper, create advertising including Facebook and postcards for community events and Let’s Grow Learning Center. Manage electronic sign.
• Responsible for webmail hosting management.

Organization/Record Keeping/Financial

• Set up and maintain filing system.
• Order, stock, and organize office supplies.
• Keep office and work room clean and organized.
• Record worship attendance on Power Church Software System.
• Record visitor attendance on Power Church.
• Maintain a record of membership, transfer of membership, deaths, baptisms, and marriages in Power Church and in appropriate registers (i.e., membership register and faith journey).
• Send acknowledgements of transfers of membership to churches.
• Maintain a file of all worship bulletins.
• Work with the pastor to complete charge conference, district, and annual conference reports.
• Submit other reports to district and conference as required.
• Prepare bills and invoices for submission to financial secretary.
• Prepare other financial sheets for financial secretary.
• Notify check signers when checks are ready to sign. Two signatures are required for each check.
• Mail payments.
• Maintain and mail periodic financial records at the direction of the Finance Chair and pastor.
• Record memorial/honorarium gifts. Send thank you notes for the same and notify any appropriate people within a reasonable time of gifts received.
• Manage users, edit, and update Vanco online giving.
• Assist pastor and others with managing Ministry Safe training.
• When necessary, assist with maintaining sanctuary supplies: restocking pews, children’s sheets, Upper Room devotional guides, communion supplies, and flowers for holidays.

Planning

• Schedule committee meetings in conjunction with the pastor and send notifications to appropriate members in a timely fashion.
• Send reminders of meetings as directed.
• Set up and maintain the church calendar. Publish calendar information in the monthly newsletter and weekly worship bulletin.
• Notify greeters, ushers, and liturgists of their scheduled responsibility.
• Schedule time with offering counters for preparation of deposits.

Miscellaneous

• Assist and support other ministries; nursery, children's ministry, youth, and Café, etc. as needed.
• Assist volunteer leaders in the church with clerical work, i.e., making copies, collating, and binding, as needed.
• Assist the pastor by receiving requests for ministerial association funds and networking with other organizations to help fund requests.

Employment

The secretary reports directly to the pastor and is accountable to the church through the Staff Parrish Relations Committee (SPRC). If you feel like you are being treated unfairly or inappropriately at any time, you are encouraged to discuss the situation with the pastor first and then with the Chair of the SPRC.

Hours

Current office hours are Monday – Thursday 8:00 a.m. until 4:30 p.m. with an hour lunch; and Friday 8:00 a.m. until noon with no lunch.

Vacation

• For purposes of calculating your vacation, your year begins on the anniversary date of your employment.
• Years 1-5 = 2 weeks paid vacation
• Years 6+ = 3 weeks paid vacation

You may carry over 30 hours of vacation time at the end of the year. You may take an additional 5 days off each year for medical reasons. These days may not be carried over and unused days will be lost upon termination of employment.

Holidays – 12 paid

Martin Luther King, Jr Day

President’s Day

Good Friday and the Monday after Easter

Memorial Day

Fourth of July

Labor Day

Thanksgiving and the Friday after

Christmas Eve and Christmas Day

New Year’s Day

BENEFITS

There are no health, life, or disability insurance benefits associated with this position.

Illegal Activities

Employees engaging in illegal practices will be terminated.

The intent of this document:

This document was created to be a fair representation of the work required of the Secretary/Office Manager. As the job grows, there may be additional work required. On occasion the job may require other duties as assigned by the pastor.

I have read this document and have received a copy for myself.

Signed: __________________________________________ Date: _______________________

This church secretary/office manager job description was updated and approved by SPRC on 10/11/21

Job Type: Part-time

Pay: $13.00 - $15.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• 8 hour shift
• No weekends

COVID-19 considerations:
No precautions for COVID-19 at present.

Ability to commute/relocate:

• Gatesville, TX: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Are you Skilled in Microsoft Office, Power Point, Publisher, and Social Media Applications?

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 2 years (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: One location

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