Job Description: Church Secretary

This is a full-time (approx. 40 hours per week), salaried position encompassing the responsibilities of Office Manager, Membership Secretary, Receptionist and Administrative Assistant to the Pastor.

Job Purpose/Philosophy: The primary function of this position is to provide effective support for pastor, staff and congregation, and to serve as the hub of the communication flow for the ministries of the church. Works in cooperation with: Pastor and other employed staff and volunteer leaders, SPRC, the congregation and public.

Work Hours: Office hours 9 a.m. – noon, and 1 p.m. – 5 pm Monday – Thursday, with additional flex hours to accomplish responsibilities, including Sunday availability and some week-ends and evenings as described below:

• Present for all church funerals to open/close building, greet and direct visitors, answer phones, and coordinate with mortuary representatives and luncheon personnel.
• Available to work Christmas Eve (with regular daytime office hours as well as presence as needed in evening) and to provide support at Holy Week and other special services and events as needed.
• Attendance at monthly Administrative Council meetings and at Annual Church Conference.
 

Qualifications – All staff of the Haysville United Methodist church shall have at a minimum the following:

• Express and exhibit a strong Christian faith
• Possess the special aptitudes, skills, and capacities that are required in their respective fields of work, which in this position include:
o Ability to maintain confidentiality
o Excellent verbal and written communication
o Superior ability to organize and multi-task
o Attention to detail and the ability to accomplish tasks accurately, and meet deadlines
o Ability to relate to diverse people, handle difficult situations, and solve problems
o Computer/technology proficiency with word processing, data entry, spreadsheets, social media, church management software, and basic troubleshooting
o Knowledge of/willingness to learn about the polity (structure, process, etc.) of the United Methodist Church
o Punctuality and reliability
o Completion of Safe Gathering certification
 
Duties and Responsibilities:
• As Church Receptionist, to:
o Provide welcome and hospitable atmosphere
• As Office Manager, to:
o Coordinate office volunteers, manage church calendar and room reservations, order office and program materials, and see to the maintenance of office equipment
o Have primary responsibility for maintaining accurate and up to date database and files, including keeping up to date the Vital Congregations Dashboard
o Work with church volunteers and ministry teams by serving as a communications and publicity “hub”
o Be responsible for training and providing a database of appropriate substitute workers available to fill in to accomplish the responsibilities of this position when needed
• As Administrative Assistant, to:
o Provide thorough and timely administrative assistance to pastor and staff as needed, and office support to committee chairs
o Assist in managing calls and correspondence (incl. letters, cards, email, one-call)
o Prepare weekly bulletins and inserts
o Prepare materials needed for all-church and Administrative Council meetings, conferences and services
o Hold primary responsibility for monthly publication and distribution of the church newsletter, the Messenger.
o Meet weekly with staff, monthly with the Administrative Council, and annually at church conference
o Provide assistance to committees as requested at/for major church events
• Any incidental and necessary duties to successfully support the ministry of the Haysville United Methodist church as determined by the pastor and Staff Parish Relations Committee.
 
Credentials and experience – The Administrative Assistant must exhibit evidence of developed vocational identity through:
• Previous training or experience in secretarial work
• High school diploma or GED required. Technical certificate, associate or undergraduate degree preferred
 

Accountability: The Administrative Assistant reports directly to the senior pastor and indirectly to the SPRC.

Review and Evaluation: the SPRC will meet annually with the employee for a review and evaluation following the Haysville United Methodist church job description for this position.

Benefits: Social Security benefits will be paid as required. Health care insurance is provided by the Affordable Care Act. Vacation time will be accrued, following an initial 90-day probation period. The employee shall be entitled to up to two weeks’ vacation following completion of the first full year of employment. Vacation will not be carried over from year to year.