Secretary Job Description

Secretary Job Description

 

REVISED 7/02/2008

The position of Church Secretary at First Baptist Church Hornbeck is a very special ministry available at our church. Consequently, the person elected to this position should be a Christian with general office and people skills who truly feels “called to Christian service” and who is willing and able to go “above and beyond” the personal investment in a job that is considered “normal” in the secular world of work.

 

There is much confidential information of which the church secretary will be aware such as financial records, counseling situations, and other private matters. Therefore, it is absolutely essential that all items of a personal nature of which she becomes aware must remain a highly guarded treasure which she must keep to herself, and herself only. It is the position of the personnel committee that divulging any private matters of any person – church member or not – will be considered grounds for immediate dismissal.

 

By its design and assignment of responsibilities this position is intended primarily toassist and support our pastor as he plans, develops and implements the various ministries and activities he feels led to provide for our church, our church family, and those whom our church serve.  To enhance her effectiveness in fulfilling this responsibility, the church secretary is expected to dress and act in a professional manner.

 

The work station of the church secretary is in the church office/administrative area. By virtue of her location and her duties and responsibilities, she is obviously an integral component in ensuring the smooth, day-to-day operations of our church. Therefore, the church secretary is expected to be in this area unless assigned duties elsewhere by the pastor, or in the absence of the pastor, the pastor’s designee or the chairman of the personnel committee. 

 

The church secretary at First Baptist Church Hornbeck is directly accountable to and is directly supervised and guided by the church pastor. In the absence of the pastor she is directly accountable to the pastor’s designee or the chairman of the personnel committee.

 

      Must provide a letter of recommendation from her current pastor

      Must be discreet and have the ability to maintain confidentiality

  

This is a full-time position requiring the secretary to be present in the church office during scheduled office hours unless she has received prior approval from the pastor, of in the absence of the pastor, the pastor’s designee or the chairman of the personnel committee.

 

She is expected to work eighty (80) hours during each 2-week pay period

A Time Sheet shall be completed daily and approved at the end of each 2-week pay period by the pastor, or in the absence of the pastor, the pastor’s designee or the chairman of the personnel committee.

The approved Time Sheet and any Leave Approval Slips for each 2-week pay period shall be attached to the check stub for each pay period before final filing.

Time may be “flexed” within each 80-hour period with the prior approval of the pastor.

 

Office hours are Monday – Friday, 8:00 A.M. – 4:30 P.M.

A time sheet will be completed daily by the church secretary and presented to the pastor for his approval and signature during the final day of each 2-week time period. This signed time sheet shall then be attached to a copy of the check for that compensation period and filed in the appropriate folder.

All personal business shall be conducted at times other than during the scheduled work hours.

 

The church secretary at First Baptist Church Hornbeck is considered a full-time employee.

 

The compensation range for our church secretary is an hourly rate, negotiable with each applicant, based on her education, experience, and skills.

Appropriate taxes will be withheld and paid accordingly.

 

The secretary is paid every other Friday (twenty-six (26) pay periods per year). 

 

NOTE: Use of any amount of any type of leave time requires the prior approval of the pastor or, in the absence of the pastor, the pastor’s designee or the chairman of the personnel committee.

 

The pastor has the authority to deny a request for any type of leave being requested when he feels it is in the best interest of the church that the employee be present for work during the time she is requesting to be off.

In the absence of the pastor, this same authority to deny any type of leave being requested is vested in the pastor’s designee or the chairman of the personnel committee.

 

  

Vacation Leave: Will be earned at the rate of three (3) hours per pay period for a total of 10 days or 80 hours each year.

 

Sick Leave: Will be earned at the rate of two (2) hours per pay period for a total of six and one-half (6 ½) days or fifty-two (52) hours each year.

 

Use:     Vacation leave may be used at the discretion of the employee, with the prior approval of the pastor, the pastor’s designee, or the chairman of the personnel committee.

 

 

 

 

Holidays: Ten (10) paid holidays/year to include New Years Eve, New Years Day, Good        Friday, Memorial Day, July 4^th, Labor Day, Thanksgiving Day, the Friday    following Thanksgiving Day, Christmas Eve, and Christmas Day.

 

Leave Without Pay: Requires the prior approval of the pastor and should be requested  only with the highest discretion on the part of the employee.

 

Following is a general list of the basic duties the secretary is required to perform. This list, in no way, completely includes all of the activities and functions of the church secretary at First Baptist Church Hornbeck:

 

  

1.         Serve as receptionist for our church, pastor, and staff. Answer phones, make

 

            Answer phones, make appointments, receive visitors.

 

2.         Pick up church mail at the post office.

            Open, sort, and distribute mail received on a daily basis.

 

3.         Type correspondence and other materials for our pastor and staff.

 

4.         Prepare schedules and notify individuals who are scheduled to lead in prayer      during services and who are on security watch assignments for the upcoming month.

 

5.         Post all church-related data into the appropriate software, church data files, and other records in a timely manner to ensure that all church records are  currently up-to-date. 

            This posting will include, but is not necessarily limited to, the ACS software (the church’s primary software), Quicken, and other traditional filing systems.

            Postings will include, but are not necessarily limited to:

·        Membership roll and all pertinent data related to church members

·        Monthly birthday list

·        Gather information, type and submit the Annual Church Profile

·        Maintain current the master church membership and mailing lists

·        Request and forward church letters in a timely manner and immediately post to ACS software, and any other data files required

 

6.         Post all accounting/tithe/gift/donation records in a timely manner into the ACS software and/or other designated records, to ensure they are currently up-to-date. 

            These records shall include, but are not necessarily limited to:

·        Receipts for all monies received for the week

·        Supporting documentation for bank deposits prepared for deposit by the church treasurer into the designated church bank

·        Receipts of disbursements of all church accounts

·        Invoices for payment, which have been verified as to purchases and amount for all purchases for the week

·        All checks which have been printed for disbursement

·        Monthly bank reconciliation statements for all church accounts

·        Monthly and annual financial reports for stewardship committee and monthly church business meeting

·        Updating of files relating to invoices, correspondence, and financial reports which shall at all times be kept current

 

 

7.         Process, deposit, and acknowledge receipt of gifts to memorial funds in a timely  manner.           

            Notify the appropriate individual(s) of the gift that has been received.

           

8.         Maintain the church filing system in a current and orderly state   

 

9.         Assist the pastor in developing and implementing the annual church calendar.

            Secretarial responsibilities shall include, but are not necessarily limited to the following: 

·        Verifying and adjusting the calendar as needed, being certain the pastor is aware of and has approved any needed changes

·        Assisting the pastor as needed in the preparation and/or procurement of any/all materials needed as each special event is being readied for celebration 

·        Accepting and processing requests for placement of items on the church calendar according to current church policy and procedure as listed in the “Church Operations Manual” and/or the church’s “Constitution and Bylaws”

      Examples: weddings, baby or bridal showers, family reunions, etc.

      Before any request is confirmed, the secretary is to secure the approval of the pastor, then notify the individual making the request that this approval        has been secured

 

10.       Compile quarterly church literature order.

            Open, verify, and distribute literature to each appropriate area two (2) Sundays prior to the Sunday when it will be needed.

 

            Periodically re-verify the number and types of items needed in each teaching area.  Adjust as needed

 

11.       Prepare and design Newsbreak for the Baptist Message.

            Maintain mailing list and add/remove members as reflected by the ACS software

 

12.       Prepare bulletins for distribution and use at services as directed by the pastor. 

            This may include, but is not necessarily limited to, Sunday morning worship service, Sunday evening worship service, Wednesday night prayer meeting, and  scheduled special events, e.g. Community Wide Thanksgiving Service.

 

13.       Inventory and order office and other church supplies and request maintenance for church equipment as needed and,

            Assist with requests for other supplies from church staff and workers, such as bulbs for projectors, all paper supplies, special teaching supplies, etc.

  

            Requests for routine operational needs should be anticipated by those using these supplies so that the list can be submitted to the church secretary as far in advance  as possible.

            The church secretary will make every effort to secure these needs via telephone,  letter, or the internet whenever possible, having these items delivered to the  church.

 

            In the event of an emergency need, the individual needing the item shall secure that item then, in a timely manner, present the receipt to the church secretary  for processing for reimbursement.

            The church secretary may not leave the Church office to pick up any supplies of any kind without the prior approval of the pastor, the pastor’s designee, or the     chairman of the personnel committee.

            Mileage for use of the secretary’s personal vehicle for carrying out church-related business will be paid only with the prior approval of the pastor, or in the absence of the pastor, the pastor’s designee or the chairman of the personnel committee.

14.       Notify media of special church events.

 

15.       Prepare and file monthly, quarterly and annual 941 reports, and

            Prepare and file LA Department of Revenue return

 

16.       Secure all church credit cards.

            When credit cards are removed from the secure area to be used by authorized  personnel, the church secretary is to ensure they are signed out and signed back  in in a timely manner.

            Note: Church credit cards are NOT to be taken from the church over night  without the prior approval of the pastor or the church treasurer.

            At the time a credit card is returned to the church secretary, the original signed receipt(s) for items purchased with the card shall be presented to the secretary for  coding, filing, and payment.

 

17.       And other duties as assigned by the pastor, or in the absence of the pastor, the pastor’s designee or the chairman of the personnel committee.