CHURCH SECRETARY - POSITION DESCRIPTION
(Part-Time, 20 hrs/wk @ $20/hour)
Introduction: The position of Church Secretary at Stratford United Methodist Church (SUMC) is responsible for providing general office management and support for the church, serving as initial point of contact for much of the church life, and projecting the policies and attitudes of the church. This is a part-time, non-exempt staff position requiring presence Monday through Friday with rare remote weekend support for urgent communications (e.g., weather cancellations).
Position Description: The Church Secretary reports to the Senior Pastor, complementing the total church program by seeking ways to facilitate the ministry of the church, while upholding confidentiality of all contacts. The position is part-time, with weekly work hours 9am to 1pm unless otherwise agreed to by the pastor and confirmed by the Chair of the Staff Parish Relations Committee.
➢ High school diploma or GED. Two or more years of secretarial experience a plus.
➢ Be friendly and show the ability to communicate with the inter-generational congregation and with the public, including verbal (telephone and in-person) and written (email, letters) notification.
➢ Ability to operate all office equipment, including telephone and voice mail system, computer software such as MS Office (Word, Powerpoint, Excel), internet connectivity including local network and Google suite, photocopy machines, laser printers, mail meter.
➢ Ability to organize, plan, and prioritize church work with flexibility and transparency in an inter-generational changing environment. Identify and utilize assistance of volunteers.
➢ Must be a self-starter with an innovative approach to administration and a keen eye for detail.
Primary Functions The following is a general list of the basic duties of the Secretary.
➢ Provide secretarial services for the church, including but not limited to serving as receptionist, answering phone and retrieving voice mail then responding or referring, sorting incoming mail, maintaining office machines in working order, maintaining key inventory, and ordering and stocking office supplies. Keep church office and files organized and neat, and church bulletin board and handout tables neat and current.
➢ Work with the Senior Pastor and Director of Music to update website and related social media, prepare and supply weekly Sunday and special services bulletins, and collate and distribute weekly update via email and ad hoc email blasts.
➢ Prepare correspondence and other materials as requested by the Senior Pastor and perform all other tasks assigned by the Senior Pastor. Maintain confidential files of church correspondence, business records, catalogs, etc.
➢ Maintain the church calendar, and coordinate with outside organizations regarding availability and scheduling facilities use, as authorized by Board of Trustees. Support SUMC committee leaders to schedule and send notices of ongoing and special meetings, collect and process committee minutes, and provide other support as needed. Digitize and file archival committee minutes.
➢ Data entry into the Shepherd’s Staff church software for congregational contact information, pledges and pledge fulfillment, and provides assistance to Treasurer as requested. Update vital statistics in permanent church records. Maintain membership data via church management software application, including running routine reports and preparation of church directory. Provide calendar, birthday list, and mailing labels/email distribution lists for communications authorized by Council of Ministries.
➢ Support preparation of annual church report, including preparing nominating committee report and additional documents as requested. Prepare and mail letters of acknowledgment for Book of Remembrance and other gifts.
➢ Supervise office volunteers as required.
To apply, CLICK HERE to complete the application form found on SUMC’s website sumcct.org and upload resume (optional cover letter) through the online form. If you are unable, please request the application form from firstname.lastname@example.org