Job Description: Secretary/Office Manager

(sample 2)

BULLETIN

1. Compile information, prepare and copy bulletin for distribution.

2. Include monthly income/expense statement the first Sunday of each month.

3. Make copies of missionary letters so people stay informed.

4. Keep a file copy of each bulletin.

MUSIC

Select congregation songs, schedule instrumentalists and provide them with a list of the songs so they can be prepared.

VISITOR LETTERS

Prepare and mail letters of welcome to first time visitors.

MAIL

Sort mail and distribute.

CORRESPONDENCE

Take care of correspondence as needed. Take the initiative in writing missionaries about support increases/decreases, changes in leadership, and other church news unless someone is designated to do this.

MAINTAIN CHURCH CALENDAR

Keep an up-to-date calendar of events to avoid conflicts. This is important so various functions and events are announced well in advance.

PUBLICATIONS

Produce publications such as church directories, annual reports, etc. as needed.

FORMS

Provide forms as needed, i.e., nursery schedule, tape requests, video check-out log, ballots, sign-up sheets for various functions and events, etc.

MEMORIALS

1. Keep records of all memorials.

2. Send a memorial card to the family so they will know about the memorial that was given.

3. Send an acknowledgement card to the one who gives the memorial to the church.

MINUTES

Type minutes of elder, deacon, commission and congregational meetings (if the elders are not doing this themselves). Original is kept in the file and copies made for each elder.

MEMBERSHIP LIST

Maintain a current list of members.

KEYS

Maintain a current list of key holders and provide keys to personnel as needed. Collect keys when people leave.

PETTY CASH

$50 designated for petty cash to be used for office supplies, postage, etc. To reimburse at end of the month, complete voucher and attach all receipts.

MAINTENANCE OF OFFICE EQUIPMENT

Be sure office equipment is operational and clean. Call for service as needed.

MAINTAIN OFFICE SUPPLY INVENTORY

Make sure adequate supplies are on hand including, copy paper, copier supplies, tapes, communion cups, letterheads, envelopes, visitor cards, memorial cards, etc.

TELEPHONE CHAIN

Add new people to telephone chain and run updated lists for callers.

COORDINATE VOLUNTEER OFFICE HELP

Coordinate other office help as the need arises.

FILES

Organize and maintain files. Maintain a database of attenders on computer.

SECRETARIAL SUPPORT FOR PASTOR

Be available to help as needed.

PAY BILLS & BALANCE ACCOUNT

Prepare checks for elder's signature so that bills are paid on time. Balance account when statement arrives. Keep elders informed of balance each month.

GENERAL HOUSEKEEPING

Keep office neat and clean.