Church Secretary

Job Description

Job Description

ST. PAUL’SLUTHERANCHURCH

JOB DESCRIPTION

CHURCH SECRETARY

SUMMARY: The Church Secretary coordinates with the Pastor, the day to day running of the Church.

SUPERVISION: The Church Secretary serves under the supervision of the Pastor and the Church Council.

RESPONSIBILITIES: The Church Secretary supports the Pastor and Church Council.

·       BULLETINS, Weekly

o   Compile, layout, type, proofread and print the weekly bulletins. In a timely matter, get the bulletins ready for volunteers to fold. Make large print copies of bulletins for the pastor and church members and mail out regular bulletins to the current list of shut-ins on a weekly basis.

o   Update the weekly prayer list and distribute to Pastor, President, Vice President and Elders.

o   Check the altar flower chart and contact family reserved for that week for the designation.

o   If needed, prepare, copy, proof-read and print Funeral Bulletins.

o   Copy Children’s bulletins – Spark and Celebrate .

·       RECEPTIONIST DUTIES, Weekly

o   Serve as office receptionist, welcoming all visitors and assisting them if possible.

o   Answer incoming and outgoing calls and correspondence.

o   Maintain the Church Calendar of congregational services and meetings.

o   Pick-up church mail at the Waldo Post Office and distribute.          

o   Make copies of information for church members, choir material, personal, etc.

o   Assist Pastor and volunteers in keeping website and social media up to date    

·       SEASONAL BULLETINS

o   Compile, layout, and proof-read the seasonal and special service bulletins. In a timely matter, get the bulletins ready for volunteers to fold. Make large print copies of bulletins for the pastor and church members.

·       OFFICE SUPPLIES, Bi-Monthly or Monthly

o   Order online or purchase at a supply store; paper supplies, postage, other office supplies, candle wax, etc. when needed.

o   Order toner for copier through current copy machine company.                                          

·       WORSHIP SCHEDULE

o   Update monthly schedule & scriptures and send out to volunteers.

o   Manage worship volunteers.

·       NEWSLETTER, Monthly

o   Make sure reports are in the office for the publication of the monthly newsletter.

o   Compile, layout, type, add graphics, proof-read and print the newsletter. In a timely matter, get the Newsletter ready for volunteers to fold and the volunteers will either mail or have ready for the congregation to pick up on the last Sunday morning of that month.  Have current address labels available for the volunteers.

o   Keep the memorials updated in the Memorial Book and place the information in the newsletters.

·       CHURCH SOFTWARE, Monthly

o   Maintain data base of church info; print reports as needed

·       REPORTS AND CHURCH DIRECTORY, Monthly, Quarterly or Yearly

o   Prepare the monthly Church Council Agenda, review & email to pastor & president for update then email to council and copy for in-person meeting.

o   Prepare the Nominating Committee Agenda with attachments (September).

§  Send out Call Letters.

o   Make sure the ballots and other information are available for the Annual Voting Meeting in December.

o   Compile, layout, type, proof-read, and print the Church Directory. Update the addresses, phone numbers, and emails every month and have the directory ready for distribution at the Congregational Meeting in February.

o   Maintain Congregational Record Book: Update Membership, Baptism, Funerals, Confirmations, and Weddings.

o   Prepare and submit the yearly Parochial Report to the ELCA.

o   Yearly update the Church Leadership Membership with the ELCA.

o   Update addresses, on a yearly basis for Augsburg Fortress, Living Lutheran magazine.

POSITION QUALIFICATIONS

·       COMPETENCY STATEMENTS

o   Accountability – Ability to accept responsibility and account for his/her actions.

o   Accuracy – Ability to perform work accurately and thoroughly.

o   Confidentiality – Ability to maintain strict secrecy or privacy.

o   Communication Oral - Ability to communicate effectively with others using the spoken word.

o   Communication, Written - Ability to communicate in writing clearly and concisely.

o   Detail Oriented - Ability to pay attention to the minute details of a project or task.

o   Honesty/Integrity - Ability to be truthful and be seen as credible in the workplace.

o   Interpersonal – Ability to get along well with a variety of personalities and individuals.

o   Organized – Possessing the trait of being organized of following a systematic method of performing a task.

o   Time Management – Ability to utilize the time to organize and complete work within given deadlines

·       SKILLS AND ABILITIES

o   Must be proficient with computers, related software (i.e. Windows, Microsoft Office, web & content management), general office equipment; demonstrated skill, competency and accuracy in typing.

o   Must have demonstrated skill in grammar and standard office practices

o   Must be able to meet strict deadlines.