Office Manager/Secretary

The church employs the church Office Manager/Secretary at the recommendation of the personnel committee in consultation with the Senior Pastor and is under the Senior Pastor’s supervision.  This position is one of Christian integrity and personal trust.  It involves contact with the public on behalf of the church, and as such, portrays the extension of the church witness and personality.

Because of the important role the church Office Manager/Secretary plays in public relations, he/she is to be pleasant and cordial in dealing with all persons. Confidential finance matters and personal relationships are a vital part of this office and must be handled discreetly.

ESSENTIAL DUTIES & RESPONSIBILITIES

Principle Functions

Receptionist, Administrative Assistant, Financial Assistant

Receptionist (15%)

• Act as church receptionist in greeting church members and visitors and to assist church members with their specific needs as they come to the church office.
• Receive, sort, and distribute the mail daily.

Administrative Assistant (70%)

• Type and print bulletins each week.
• Type and mail all correspondence for the church staff.
• Maintain church files.
• Make and receive calls while at the church.
• Prepare and mail memorial acknowledgments each week and record them in a file. Mail a list of memorials to the family of the deceased.
• Update the prayer list and distribute it weekly.
• Prepare Deacon Packets.
• Keep/update church management software.
• Compile the associational church profile (ACP) for the UBA and BSCNC.
• Notify the Church Clerk of new members; and members lost by death or letter.
• Keep a current calendar for the church facilities and vehicles.
• Order and maintain all church office supplies.
• Assist all church staff members, department heads, organizational leaders, and directors of groups with necessary typing and copying (including shower invitations, sign-up sheets, etc.)
• Meet with the church council as needed.
• Submit background checks as needed.
• Key and copy the annual Sunday School officers, teachers, and committee recommendations, as submitted by the nominating committee, for presentation and distribution to the church membership.
• Compile, edit, print, and distribute the church newsletter under the direction of the Administrative Pastor.
• Maintain a list of nursery workers as presented by the nursery director and distribute it to the workers each quarter.
• Keep an ongoing file of benevolent requests and actions taken for reference and future evaluation.
• Any addition duties as determined by the Senior Pastor.

Financial Secretary (15%)

• Post weekly contributions.
• Assign and distribute offering envelopes in December for the upcoming year.
• Mail annual contribution statements to contributors at the end of the calendar year.
• Process payroll for the church staff and SBC preschool employees.
• Process and print month-end reports for church and preschool.
• Keep physical tax records stored and updated.
• Follow all policies/procedures regarding church financials.