JOB DESCRIPTION FOR CHURCH SECRETARY POSITION …

JOB DESCRIPTION FOR CHURCH SECRETARY POSITION ? Revised January, 2015

Basic requirements:

Part-time position 16 hours per week (preferably, 10-2, Tuesday-Friday). This person serves as the secretary of Harbor Church under the supervision of the Pastor.

The secretary must have at least a high school diploma, good computer skills, good communication and people skills. Additionally, the secretary must maintain the confidentiality of church matters and have a pleasant, positive presence in the office.

The church secretary is responsible to:

General:

Answer the telephone during office hours; check voice mail regularly and take messages.

Answer all general correspondence ? traditional, electronic and telephone.

As appropriate, refer church matters to the proper authority: the Pastor, Church officers, boards and/or committees.

Pick up and distribute mail daily, including passing bills on to the Pastor to initial for theTreasurer.

Maintain the ServantKeeper database of members, donors and visitors. All donor information is to be kept confidential. Acknowledge all donations received (other than pledges or plate offerings) with appropriate thank you notes. Be sure to include information for donor's tax records. Maintain updated member records of donations/pledges received in ServantKeeper program. Produce financial data about pledges/giving as requested by Pastor and/or Stewardship. During the annual Pledge Drive, record all pledges received and send appropriate acknowledgements. From ServantKeeper program, produce and mail half-year and year-end statements for all donors to the church.

Facilitate and maintain the church calendar in a paper form available to church members and on the church website; post church events on the Block Island Times website calendar.

Assist outside groups and wedding parties in scheduling use of the church facilities, with approval of Pastor or Executive Board.

As requested by the Pastor, produce, copy and distribute correspondence related to the outreach and mission of Harbor Church.

Assist in the printing, copying and mailing of Board/Committee projects, such as Stewardship's Pledge Drive and any fundraising efforts.

Order stationery supplies for the office as needed. When requested, order kitchen and maintenance supplies.

The secretary does not take minutes of any meetings.

Bulletins:

Produce the Sunday bulletin and announcements each week, and email a copy of the bulletin parts to members and friends on the email list. Additionally, produce bulletins for church-sponsored events, including but not limited to funerals, weddings, special services, ecumenical choir concerts, etc.

Keep an updated Prayer Request List.

Keep a record of hymns used in the master hymnals in Pastor's office.

Annual Meeting

Assist the Church Clerk in the production of the Annual Report, including notification to all officers, boards and committees to submit reports in a timely manner.

Working with the Church Clerk, be sure notices of the Annual Meeting (or any special congregation meetings that may be called) are sent in accordance with the Bylaws.

Annual Fair and Auction

Each year, about 5-6 weeks before the Fair, send donation request letters to all Block Island and Mainland contributors.

Set up an Excel document to maintain a master list of all donations received; list should be updated daily as gifts are received.

From master list of donations, send individual thank you letters to each donor with appropriate tax information.

The Annual Fair may require overtime.

Church Files

The secretary is responsible only for keeping files up to date. No files or items in the permanent church records are to be disposed of without prior approval from the church clerk.

Church Chain of Command

The Pastor is the secretary's immediate supervisor. Secretarial duties and responsibilities are facilitated through the Pastor and at the Pastor's discretion. Matters of employment are facilitated through the Executive Board, which recommends compensation to the church as part of the annual budget.

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