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Job Description

Job Title:  Church Secretary/Administrative Assistant

Purpose:  To perform secretarial and administrative tasks, under the general day-to-day supervision of the Pastor, that will support the overall function and activities of the church.  The secretary is on the frontlines and is often the first person the public sees or talks to. In that sense, the secretary becomes pastor, church and denomination to many visitors or callers.

   For the church to do ministry in many areas, adequate support and administration for all ministries is essential.  The secretary must create an environment that is inviting to people passing through and is comforting and calming to those who may be dealing with stress or confusion. The work of the Church Secretary grows more challenging each year as technology advances and expectations increase.

Required Skills and Personal Traits:

  • A personal commitment to Jesus Christ as Savior and Lord and strong desire to serve within a church.
  • Outstanding “I care” people skills.
  • Excellent clerical, communications, computer and organizational skills.
  • Effective verbal, writing, editorial and publishing skills.
  • Must have an attitude toward role as “another minister” of the church, not just “office help”.
  • Ability to protect the reputation and integrity of others through strict confidentiality. Wisdom to refrain from indiscriminately sharing information is critical.
  • Willingness to learn new skills, work as a team player and overall dependability and accessibility are very important.

Job Responsibilities:

  1.  Support for Congregation and Guests - The Church Secretary will greet all visitors and members as they enter the building and will assist them as needed during office hours.
  1. Telephone Coordination – The Church Secretary will become the “during-the-week-voice” of the church.  This person must be able to communicate effectively in a broad range of areas by fielding phone calls and communicating messages to the Pastor and other staff members.
  1. Correspondence – Compose letters as requested and insure that all correspondence is mailed in a timely manner.
  1. Maintenance of Office Equipment – Operate, clean regularly and recommend needs for all office equipment including copier, computer, etc.
  1. Maintaining Church Records – Utilize ChurchPro software to maintain all membership records.
  1. Preparation of Bulletin and Newsletter – Keep an up-to-date master calendar of events, gather information, create, proof and publish the weekly bulletin and monthly newsletter.  Newsletter will require additional work in the application of address labels, sealing and mailing.
  1. Administration of Computer Operations:  Supervise all computer-related procedures and plan overall utilization of computer capabilities.  Make sure that all software and anti-virus programs are kept up-to-date and backed up regularly.  Generate reports when required by Pastor and other staff members. Weekly updates to church website.
  1. Maintenance of Office Files – Keep all files in orderly manner and prepare filing system directions for others.  Maintain records of baptisms, dedications, weddings, membership and visitor attendance.
  1. Keys – Organize key box and supply keys to personnel as needed.
  1. Maintain Petty Cash.
  1. Mail – Pick up mail daily and sort and deliver mail to staff and leaders
  1. Office Supplies – Maintain inventory of office supplies and make materials available to staff and members as needed.
  1. Bulletin Boards – Maintain bulletin boards and church calendars with current events.
  1. Additional responsibilities and duties as directed by Pastor and/or church.

 Training Desired:

Minimum of one year experience in performing general office work to include duties such as telephone usage, filing, typing, handling questions and/or complaints, data entry, computer usage and/or bookkeeping/accounting.

 Salary and Benefits:

Salary is reflective of other similar positions in secular employment in our immediate area.

Mileage Reimbursement to be made whenever personal vehicle is used to accomplish any church-related task.

Church Secretary may voluntarily participate in the Church Annuity Plan of the Southern Baptist Convention. (Now known as Guidestone)

All church-related conferences and training programs approved by the church will be paid by the church.



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