Smoky Hill United Methodist Church JOB TITLE: Church Secretary

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Smoky Hill United Methodist Church
JOB TITLE:
REGULAR
PART TIME
DEPARTMENT(S):
FLSA STATUS:
Church Secretary
30 Hours per Week
JOB FAMILY:
Administrative
EEO CODE:
Office/Clerical
All
IMMEDIATE
SUPERVISOR:
Senior Pastor
Non-Exempt, eligible EFFECTIVE
for Over Time
DATE:
September 2014
JOB SUMMARY
The priorities for the Church Secretary center on four essential areas of ministry which are critical
in maintaining consistency and continuity of processes and procedures:
First, as the church office is the communications hub of the church, the Church Secretary is
responsible for communications both internally with the staff and congregation as well as
externally to the community and the Rocky Mountain Conference of the United Methodist
Church (UMC). The secretary will oversee all the work of the church office including that done
by volunteers, ensuring quality control procedures. This includes assisting with maintenance of
the church data base. A top priority for this position is proficiency in all paper and electronic
methods of communication.
As the church office is often the first point of contact for members and non-members, the
second priority is the ability to set a warm and welcoming impression on those seeking assistance
or information from the church office.
The third priority is staff administrative support. The secretary functions as an executive assistant
for our Senior Pastor and all other program staff. The secretary will attend Staff meeting, write
up minutes and record all actions and assignments resulting from the meeting and the responsible
person for the action.
The fourth priority and vital area in staff support is a good working knowledge of desk top
publishing. The secretary will be expected to provide support for all staff in publicity, brochure
development, registration and other administrative needs. This is an integral part in generating
top quality products which in turn helps to maintain a professional level of communications for
our entire church.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Warmly greet and assist visitors and screen access to staff. Patience will be required since there
will be multiple interruptions by people seeking help. Answer inquiries, including registering for
events and explain rules, policies or regulations. Maintain an orderly and welcoming work space.
Answer phone calls and direct calls to the appropriate parties or take messages. Work with
volunteer coordinator to recruit and train volunteers to the staff reception desk. Volunteers may
also be needed to cover the secretary’s lunch hour, attending weekly staff meetings and
vacation/leave days.
Type, assemble and distribute written materials with accuracy such as forms, correspondence,
reports and schedules, including but not limited to seasonal brochures and the weekly church
bulletins. Prepare written business responses to correspondence containing routine inquiries.
Work with data building use coordinator to maintain a central calendar and schedule of events
which includes room assignments and all building usage.
Work with data base coordinator to develop and maintain quality control procedures to insure an
accurate and usable data base. Work with the membership secretary, treasurer and other
volunteers and staff personnel to make sure that data entered into the data base is accurate and
complete.
Monitor the church website, Face Book page, blogs and other non-paper communications for the
church and interface with the Communications team for needed improvements and information.
Open the building each morning, paying attention to building needs and refer to the Trustee
contact or custodian as appropriate. In case of an emergency, contact the person designated by
Trustees or an appropriate tradesman to remedy the problem.
Perform general office duties, such as ordering supplies and maintaining an inventory of needed
stock, maintain the records management database system, track the administrative budget expense
and develop new office forms.
Collect and distribute incoming mail. Assist staff personnel with program arrangements as
requested such as coordinating catering for luncheon, for committee, staff and other meetings.
Attend bi-weekly staff meetings taking minutes, recording actions and who is responsible for
follow through and completion, distributing minutes and maintaining a level of confidentiality for
all information discussed and recorded. Update contacts of other committees when actions are
required from their team. Each team has a staff liaison and they would contact the team unless it
is delegated to secretary.
SUPERVISION
Office staff is supervised by the Sr. Pastor but is expected to perform recurring job duties
independently. Must prioritize their own work, manage their time effectively and respond to most
questions independently.
EDUCATION AND EXPERIENCE REQUIREMENTS
High school diploma or equivalent combination of education and experience. Two years of
progressively responsible related office support or secretarial work experience is required.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS
Office Machines & Technology: Operate all of the following office machines/equipment:
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Windows current version, Microsoft Office; Excel, Word, PowerPoint, etc.
Desk Top Publishing
Multi-function Office Printer system
Voice Communications System including voice messaging, intercom, multi-line phone
system
Document Scanning/Fax
Web Administration
Data Base Management
Scope, Complexity and Judgment
Ability to multi-task in a dynamic environment with multiple interruptions yet able to produce
consistent high quality work product
Decision Making
Makes decisions on what needs to be done based on clearly established guidelines, policies and
procedures. Consult with supervisor when circumstances arise that do not fit within the normal
process.
Knowledge
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Business English
Familiarity with United Methodist Church terminology and procedures
Bi-lingual Spanish would be preferred
Abilities
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Read/write sufficient to file, proof and edit routine office correspondence, reports and
forms accurately
Establish and maintain effective working relationships with staff and volunteers
Apply instructions/guidelines to varied situations
Act independently and know when to refer situations to higher level authority
Maintain confidentiality of working information
PC proficiency to effectively perform job duties
Understand and apply the functionality associated with application software to perform
job duties
Personal Attributes
Must maintain strict confidentiality in performing duties. Must also demonstrate the following
attributes:
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Be honest and trustworthy
Be friendly and warm with patience and respect for all persons
Possess cultural awareness and sensitivity
Be flexible and demonstrate sound work ethics
PHYSICAL DEMANDS
The physical demands and work environment described here are representative of those that must
be met by an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or
controls, and reaching with hands and arms. Vision abilities required by this job include close
vision and the ability to adjust focus.
The employee may be required to push, pull, lift, and/or carry up to 20 pounds.
The noise level in the work environment is usually moderately quiet.
By signing below, I understand that this job description is meant to be a guideline for this position
and does not include every day to day activity required of this position. I further understand that
duties may change periodically as Clergy and Congregational needs change. I further understand
that this job description is not an employment contract and that my employment may end at any
time for any reason, stated or otherwise.
I have read and understand this explanation and job description.
Employee name (Printed):_________________________
Employee Signature: _________________________________________ Date: ____________
Supervisor Signature: _________________________________________Date:____________
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