JOB DESCRIPTION
TITLE
Church Secretary
PURPOSE
- To serve as the secretary and assistant to the Senior Pastor
- To oversee the publications of the church;
- To supervise and assist office volunteers.
ACCOUNTABILITY
Accountable to the Head of Staff.
RESPONSIBILITIES
1.
Secretary to
the Senior Pastor
2.
Supervises
the Volunteer Office Staff
3.
Publishes
the Church’s Monthly Newsletter – the Glad Tidings:
4.
Publishes
the Weekly Email To Members, The E-Tidings:
5.
Publishes
the Weekly Sunday Materials (Bulletins, etc)
6.
Prepares Two
Weekly Power Points For Sunday Services:
7.
Serves as
Church Secretary on Sunday Mornings (including editing worship videos and
posting them online):
8.
Assist in
the preparation of materials for Funeral services:
9.
Wedding services
– assist with certain duties:
10.
Baptism
services – assist with certain duties:
11.
Community
Special Services:
12.
Maintenance
of Web Page:
13.
Maintenance
of Facebook and Twitter Accounts:
14.
Maintenance
of Online Calendar:
15.
Scheduling
Building Use:
16.
Assists in
other mass-mailings:
SCHEDULING:
- Normal work week will be 20 hours, with the normal schedule as follows:
Tuesday: 8:45 am to 2 pm
Wednesday: 8:45 am to 2 pm
Thursday: 8:45 am to 2 pm
Sunday: 7:45 am to 12:00 pm
- Work beyond the normal schedule is prohibited unless prior approval granted by the Head of Staff.
- Paid vacation must be taken within the period of Easter through October.
- The Church Secretary and the Church Administrator will not take paid vacation leave at the same time.
- The Church Secretary and the Senior Pastor will not take paid vacation leave at the same time.
COMPENSATION:
This position is for 20 hours per
week at $8 to $10 per hour. There are no
benefits (insurance or pension). This
position would be eligible for a possible increase in January, 2014.
EVALUATION
Performance
reviews will be conducted by the Head of Staff and Personnel Committee.
EDUCATION AND QUALIFICATIONS NECESSARY
- Be a Christian. Membership in the Presbyterian Church is not a requirement.
- High school graduate.
- Computer proficient with working knowledge of Microsoft Word, Power Point, Front Page, and Excel.
- Proficient with digital photography.
- Experienced working in an office environment.
- Organized individual and self-starter.
- Mature individual with good interpersonal skills to work and communicate with the Head of Staff, Administrator, Chapel staff, Session members and the congregation.
- Pleasant and professional phone manner.
- The ability to work with volunteers.
- Prior knowledge of ACS is preferred, but not necessary. The ability to master ACS (the church’s financial and membership records) is required.
- Prior knowledge of Corel video software is preferred, but not necessary. The ability to master Corel video software is required.
ADDENDUM TO THE JOB
DESCRIPTION
SUMMARY OF PROCEDURES
- Secretary to the Senior Pastor
a. Performs
the function of secretary and personal assistant to the Head of Staff.
b. Serves
as a gatekeeper for the pastor in screening drop-in visitors who come to see
the pastor and handling appropriately those asking for financial assistance,
pastoral counseling, sales vendors, etc.
c. Assists
the pastor so that he or she can perform the tasks of the ministry.
d. Assists
in administrative details as assigned by the pastor.
e. Keeps
the minutes of the staff meetings.
f. Handles
correspondence as assigned by the pastor.
g. Arrives
at the office at 8:45 am on weekdays.
h. Unlocks
office door at 9 am.
i.
Checks phone messages on extensions 10 (church) and 12
(afterschool) and respond appropriately.
j.
Checks email messages for chapel@chapelbts.org, afterschool@chapelbts.org, and
respond appropriately.
k. Serves
as Chapel’s ambassador to visitors throughout the day.
l.
Maintains, or supervises a volunteer in maintaining,
the ACS database of members and friends, keeping record of addresses, contact
information and attendance.
- Supervises the Volunteer Office Staff
a. Schedules,
trains and supervises office volunteers to answer the telephone, to serve as
“receptionists” and to assist in preparing publications.
b. Supervises
the office volunteers including communicating with them as to the tasks to be
performed and their priorities.
- Publishes the Church’s Monthly
Newsletter – the Glad Tidings:
a. Publishes
a newsletter, “the Glad Tidings” on either a monthly or bimonthly
frequency. Each newsletter should be completed
approximately 15 days prior to the issue (as in February’s issue should be completed
January 15), and mailed shortly afterward.
b. Maintains
current and upcoming documents and folders for the Tidings on the church
computer network.
c. All
staff members will contribute their materials to the newsletter by posting them
directly onto the church computer network.
Committees and individuals will email their contributions, which the
secretary will need to transfer to the church computer network.
d. As
the deadline approaches, reminds all staff and committees of the coming
deadlines.
e. Edits
each Tidings so that the materials will fit within the parameters of a cover
sheet and two additional sheets.
f. Proof
reads, and has volunteers help proof read the Tidings.
g. Has
the Senior Pastor give final approval for each issue at least 24 hours prior to
printing.
h. Prints,
or have a volunteer print each issue in sufficient numbers for subscriptions
and for sufficient copies in the Narthex, Office, Silver Hall entrance, and
Library table.
i.
Prepares the printed materials for the “Newsletter
Team” (this means placing the sheets in either room 5 or Session Room) along
with labels (sometimes the cover is labeled at the home of a volunteer, which
means providing the cover sheets and labels separately).
j.
Either takes the printed copies to the post office or
(more commonly) having a volunteer do this (either way, appropriate postal forms
will need to be prepared).
k. Works
with the Church Business Administrator to be sure that there are sufficient
funds in the postal account for bulk mailings.
l.
Saves the Monthly Tidings as a PDF format.
m. Posts
the issue as a PDF onto the web page.
n. Posts
the link to the monthly issue on Facebook.
o. Emails
the PDF issue to the email subscribers.
- Publishes the Weekly Email To Members,
The E-Tidings:
a. The
secretary maintains the email address list.
b. On
Thursdays, emails the weekly news to the email list.
c. The
weekly emails must use the appropriate format, including subscription and
un-subscription information.
d. Has
the senior pastor approve the content of the mailing before 11 am on Thursdays.
- Publishes the Weekly Sunday Materials
(Bulletins, etc)
a. The
weekly Sunday materials include the bulletin, the Weekly Prayer Guide and
Calendar (sometimes referred to as the ‘blue sheet’), the I Worshipped Today
insert, and the Worship Leader’s Guide.
b. The
bulletin will be prepared primarily by the Senior Pastor or the preacher for
the day. The secretary, or a volunteer
supervised by the secretary, will need to add the information from the Music
Director the bulletin.
c. The
flower announcement (maintained in the “recipe box” on the secretary’s desk)
will need to be double checked with the chart, and possibly confirmed by
telephone with the donor, and then added to the announcement material.
d. The
information for the weekly Focus on Ministry will need to be added (it is
posted on the bulletin board near the mail boxes).
e. The
name of the weekly worship leader will need to be added to the bulletin in the
appropriate places.
f. The
Weekly I Worshipped Today insert will need to be prepared and edited.
g. The
Weekly Prayer Guide and Calendar will need to be prepared and edited.
h. The
Worship Leader Guide will need to be prepared, using the Assurance of Pardon
provided by the pastor and the worship material from the bulletin.
i.
The Sunday materials will need to be approved by the
Senior Pastor on Wednesday morning (very early).
j.
The Sunday materials will need to be printed and copied
by the secretary or volunteer on Wednesday.
k. The
bulletin and inserts will need to be available to the “stuffing team” for
either Thursday or Friday. Treats from
the kitchen (Danish or doughnuts) are appreciated by the team.
l.
After all material is prepared, place them in the “tool
box” found in the copy room and place the tool box in the Sacristy. Be sure the clip board with a blank
attendance sheet is in the tool box.
- Prepares Two Weekly Power Points For
Sunday Services:
a.
Prepares a weekly
announcement loop for Sunday’s services.
b. The
template can be the announcement loop from the previous week.
c. Announcements
should include events for the coming 4 weeks.
d. Photos
of previous events should run for two Sundays.
e. To
prepare announcement slides, use the information from the Weekly Announcements
and online calendar – the printed material should be abbreviated!
f. Photos
for announcements can be from previous events and can be found in the computer
network.
g. Photos
for recent events can come from Facebook albums.
h. Check
and adjust each slide for timing (4 to 8 seconds is the norm).
i.
Each transition should be the same style – minimize
creativity so to avoid obnoxious or distracting slides. (use “shape diamond”)
j.
Because of the lighting of the sanctuary, Beyond Audio
(our vendor for all audio and visual needs) has suggested blue background and
yellow font. Avoid white background with
black font.
k. Each
announcement loop should be limited to no more than 3 minutes before it
reloops.
l.
Prepares a weekly
power point for hymns and Scripture for Sunday’s services.
m. For
the power point for hymns and Scripture, there is a folder on the computer
network containing power point presentations for all of the hymns we use. Copy and paste each hymn onto a power point
presentation for this week.
n.
Occasionally a different hymn will be sung. For these, prepare a presentation with a
“buffer slide” showing an appropriate photo for the hymn. The hymn lyrics should begin and end with a
buffer slide – this helps our media team.
o.
The Hymns and Lessons Power Point should be manually
set, not as the announcement loop with an automatic or timed transition. All hymns and lessons should appear on ONE
power point, with the hymns and lessons in order of their appearance in the worship
service.
p.
Occasionally there will be a few special slides to go
with the anthem (for times when the congregation may sing along, or when a
translation of a song is requested by the choir or soloist). These will also need to be prepared by the secretary
with the help of the musicians.
q.
Both power points must be placed on the laptop in the
media area the end of work on Thursday, uploading it into the “my documents”
folder of the laptop. Previous
announcement loops can be deleted.
r.
The sexton and the Senior Pastor will review, and
possibly adjust the announcement loop and the hymns and lessons power point on
Sunday morning.
- Serves as Church Secretary on Sunday
Mornings:
a.
Arrives at 7 am during January through Easter, and at
8:30 am during the rest of the year.
Unlocks the office doors and check messages.
b.
Prepares the coffee for the Silver Hall (all other food
items will be prepared by volunteers).
c.
Checks battery in pastor’s microphone, ensures there
are two pairs of extra batteries in the pulpit area.
d.
Prepares a fresh glass of water for the pulpit.
e.
Prepares a folder for prayer requests for the pastor
(using prayer guide and telephone messages) and places this on the bench behind
the pulpit.
f.
Remains in the office as much as possible, but
definitely immediately after the last hymn has begun and onward. Answers questions and assist members and
visitors as needed.
g.
Locks and secures the office doors after the choir
enters, and until the end of the worship service (we want people to go through
the narthex so they can be given a bulletin – this is also a security
issue). When the door is locked, place a
sign on the glass door, “Please enter through the front doors on the other side
of this building.”
h.
Answers the telephone, being especially prepared to give
directions to Chapel to those who are visiting.
i.
Is familiar on how to receive payments for items or
events, provide receipts, and secure funds in safe.
j.
Is familiar with how to answer questions about up
coming events and programs.
k.
As necessary, serves as a last minute replacement in
the media center, working with a volunteer.
l.
Assists volunteers in their duties. On the whole, volunteers will know their jobs
well, but first time volunteers may have questions or volunteer teams may need
materials.
m.
Operates copy machines for volunteers who may need last
minute and urgent copies.
n.
Responds to emergency needs by calling 911 and
assisting the emergency personnel in finding those needing help.
o.
After the worship service, and after the sexton has
finalized the recording disk, uses the laptop to edit the sermon video. Using the Corel software, capture the Sunday
video, edit and delete the portion of the service prior to the Scripture and
after the sermon. Edit into the
beginning of the video the Date, Name of Sermon, Name of Preacher, and Name of
Chapel by the Sea. Save this file. Convert to mpg format. Upload to Chapel’s youtube channel. Add a link to the Chapel Facebook page.
p.
With the Sexton, secures the facility for closing.
- Assist in the preparation of materials
for Funeral services:
a.
Prints the bulletin for the funeral service.
b.
Assists the family in uploading a power point of family
pictures if the family prepares a program.
c.
Assists in the placement of flowers.
d.
Has tissue boxes on the first rows for the family.
e.
Assists families and others who might have needs or
questions.
f.
If the sexton is unavailable, operates the sound system
during the funeral and record the service.
- Wedding services:
a.
Prints the bulletin for the wedding service, if requested.
b.
Is available before the service to be of assistance to
those with questions.
c.
If the sexton is unavailable, operate the sound system
during the funeral and record the service.
- Baptism services:
a.
Prepares a baptism certificate and send to the family
after the service.
b.
Takes photographs during the service for the church and
family.
- Community Special Services:
a.
Prints and copies the bulletin, working with the
preacher for that service.
- Maintenance of Web Page:
a.
Maintains accurate information on the Web Page.
b.
Uploads current bulletins every week.
c.
Uploads current newsletters every issue.
d.
Videos and photos are uploaded to the web page directly
from youtube and Facebook and need no attention
- Maintenance of Facebook and Twitter
Accounts:
a.
There should be new Facebook status comments at least
once or twice per week.
b.
Other staff members may also change the status or add
photos (Pastor and Director of Youth and Education Ministries)
c.
The Twitter Account should have a Scripture or other
comment at least weekly.
- Maintenance of Online Calendar:
a.
Maintains the changes on the online calendar.
b.
Each event added to the calendar should note the time
and date, the location (room assignment) and comments with the host
(individual, committee or organization).
c.
All calendar changes are funneled through the Secretary
ONLY. No other staff or member should make
changes in the only calendar.
- Scheduling Building Use:
a.
All those requesting the use of the building must go
through the Secretary.
b.
Church groups and committees need no approval. Enter the information on the online computer.
c.
Outside groups must complete an appropriate form with
the forms recorded in a book at the Secretary’s desk.
d.
Outside groups must be approved by the pastor (the
pastor may also need to seek other approval from a committee or session, but
the pastor will know when this is necessary).
e.
When funds are required, this is referred to the Church
Business Administrator.
f.
When the group is a first time user, a certificate of
liability will be required and this is referred to the Church Business
Administrator.
- Assists in other mass-mailings:
a.
Committees or Session may need occasional
mass-mailings.
b.
The Church Business Administrator will determine the
recipients and create the labels.
c.
The Secretary will (with volunteers if possible) copy
and stuff the envelopes and mail the materials.
