Job Description: Church Secretary

Heritage United Methodist Church

The Church Secretary supports and assists the church staff, church committees, ministry teams, and congregation for administrative functions so that our mission to lead people of all ages on the journey to become deeply devoted followers of Jesus can be carried out effectively.

The position of Church Secretary is extremely important because the secretary is often one of the very first person(s) the public sees and talks to. She or he is a reflection of the church therefore should dress and behave accordingly.

I. Organizational Relationship

• Reports directly to the Pastor.
• Works closely with the pastor and other church staff members as part of a team to further the vision and mission of HUMC.
• Is responsive to and supportive of church administrative teams and ministry teams.
• Assists members of the congregation as necessary with administrative matters.

II. Functions, Duties and Responsibilities

• Assists the pastor with preparing calendar and correspondence, scheduling pastoral activities on the church calendar, and assisting with special projects for the pastor.
• Answers the phone, takes and/or relays messages, and monitors Voicemail.
• Sends out reminder texts and emails congregation for meetings and other functions as necessary.
• Maintains a tidy and organized office and orders office, church related, and janitorial supplies as requested or needed.
• Gathers, prepares and edits information for all worship bulletins; ensuring that they are printed, assembled, and made available for worship services. Creates special inserts / flyers.
• Maintains and updates informational brochures and fliers describing the church and its offerings for various purposes and sees that monthly newsletters are typed and sent out monthly to its members.
• Responsible for maintaining office equipment and calling for repair of office equipment.
• Alerts trustees and/or custodian of needed repairs or maintenance issues reported to office and follows up to assure work is accomplished.
• Disburses facility keys as necessary and keep records of facility keys.
• Maintains facility usage documentation, including usage forms and records of rental payments.
• Assists committees / teams / staff with special projects as requested and as time permits.
• Works with custodian in planning special cleaning or maintenance needs.
• Check mail daily and manage email (Ex. Printing bills for Treasurer, forwarding email to appropriate staff and/or handling situations the secretary is responsible for)
• Preparing slides each week for Sunday’s Service.
• Monitors bank deposits and handles all funds received into the church that are not counted by the worship services Count Team.
• Confirms the source envelopes and checks are in agreement with service count sheets completed by the Count Team and enters giving record in the giving record files that are distributed quarterly and yearly to donors, keeping all information confidential.
• Confirms deposit records from giving and provides deposit records to the Church Treasurer.
• Oversees the availability and scheduling of the counters during the week.
• This leader collaborates with the finance committee to establish procedures for collecting and recording all money received through the regular offering, through the mail, and by electronic deposit. Designated gifts and bequests are managed by the trustees in accordance with The Book of Discipline.
• The financial secretary is accountable to the charge conference through the church council.
• Updating the Church’s website and social media platforms weekly with updates and events.
• Other duties as requested by Pastor.

** Seasonal Events may require additional responsibilities**

V. Skills, Qualifications, and Other Requirements

• Proficiency with office equipment
• Proficiency with computer, Windows, Word, Publisher, Excel, Email
• Proficiency with Proclaim or other worship presentation software or willingness and ability to learn
• Ability to type accurately, proofread, edit, and prepare correspondence, newsletter articles, bulletin articles, signage, brochures, and other printed materials
• Ability to maintain absolute confidentiality.
• Ability to create a positive, friendly, welcoming working environment at all times.
• Ability to maintain electronic and paper files in an organized fashion.

This position is part time - Monday – Thursday 8 A.M. – 12 P.M. Pay is $15/HR with 3 month and 6 month evaluations.

Job Type: Part-time

Pay: From $15.00 per hour

Schedule:

• 4 hour shift
• Day shift
• No nights

Ability to commute/relocate:

• Diberville, MS 39540: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

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