Church Secretary/Treasurer

Reports to: Senior Pastor

Schedule: Part-time position – 20 hours per week

 

Summary: This role performs clerical duties related to pastoral ministries, record keeping, scheduling, ordering, communication, and general church operations to assist in making church operations run smoothly.

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RESPONSIBILITIES AS THE SECRETARY INCLUDE:

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Scheduling

• Maintains confidentiality of all pastoral appointments, staff discussions and other privileged meetings

• Assists with maintaining the official church calendar which includes meetings, showers, weddings, and other special events

• Assists with maintaining other activity schedules for the bulletin

• Assists with maintaining the church Bus/Van Schedule

• Assists with maintaining the Fellowship Hall Schedule

 

Record Preparation and Maintenance

• Prepares weekly printed bulletin– coordinates with volunteers and church personnel to include information for announcements and any special inserts

• Prepares bulletins for memorial services and funerals when requested

• Maintain the newsletter mail/e-mail list

• Maintains up to date Phone Tree list

• Maintains accurate and up-to-date membership rolls, including a master membership file and directory which includes addresses, phone numbers, email addresses, and related information

• Acknowledge visitors and keep record of visitor cards

• Maintains all church files

• Maintain Deacon’s list of members and update changes when notified

• Maintains all personnel and payroll records including time off for all employees

• Enters records of tithes and offerings of individuals into the church accounting system

• Assign new members number for offering envelopes – prepare information for New Member Committee members (offering envelopes, pictorial directory, membership list and Nominating Committee List)

• Online giving reconciliation and ChurchTrac administrator.

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Communication

• Prepares and distributes the church newsletter

• Assists with phone tree messages as needed

• In the absence of the Senior Pastor, assists the associate pastor with advising staff and/or deacons of emergencies, illnesses, deaths and other events and concerns related to the church family

• Notifies Card Ministry volunteers of new members on list

• Mail out year-end contribution statements

• Sends acknowledgement for memorial donations to both donor and family recognized

• Send information to the association about church activities

• Send out acknowledgements and thank you notes for special gifts, guest speakers, preachers, etc.

• Place articles in the newspaper and any other media about special events

 

Ordering and Maintenance Activities

• Tracks and orders office and cleaning supplies as needed, working with custodian and vendors to acquire the most economical purchase of materials and supplies.

• Schedules maintenance for office machines as needed 

 

General

• Greets visitors, answers phone, receives and makes calls for the Senior Pastor and other church staff as needed during office hours

• Stocks offering envelopes, prayer cards, pens, and envelopes in the pew pockets in the sanctuary every week

• Picks up mail and goes to the post office during office hours

• Performs other duties, tasks and projects as assigned

 

Responsibilities of Treasurer include:

• Maintain record of all church receipts and deposits, including backing up computer information

• Post receipts and disbursements of all accounts

• Post offerings weekly to church bank accounts

• Prepare bank reconciliation statements monthly

• Prepare monthly and annual financial reports for finance committee and monthly business meetings

• Attend monthly business meeting

• Assist with making timely government reports as necessary

• Check and total all invoices when approved and inform responsible persons of their budget expenditures when requested

• Receive and answer questions concerning financial matters and maintain a file of invoices, correspondence, and reports

• Prepare and issue checks, by date due, in accordance to church policy

• Provide documentation of all financial transactions and procedure to audit committee

• Assist the finance committee in annual budget preparation as requested

 

EDUCATION, EXPERIENCE AND SKILLS

• Committed Christian dedicated to facilitating spiritual growth and maturity in self and others

• Evidence of maturity and ability to exercise good sound judgment

• Able to work effectively in a team environment

• Good interpersonal skills

• Detail oriented

• Five years’ experience as administrative assistant, secretary, or related role

• Once job skills are acquired must be able to work independently

• Extensive computer skills in Word, Excel, Quick Books, with ability and willingness to learn other programs as needed.

• Must be comfortable with the internet and have a basic understanding of gaining online access.

• Excellent customer service and phone/communication skills

 

Evaluation and Compensation:

The Church Secretary/Treasurer works directly under the Senior Pastor and receives an annual performance evaluation. Compensation is reviewed annually