Job Description: Church Growth Secretary
By Tim Massengale
The primary purpose of the Church Growth Secretary is to coordinate the church organizational system, while maintaining a Christian spirit within all her duties. Main focus shall be upon typing, filing, and other related duties. By doing this, the Church Growth Secretary becomes an extension of our church’s ministry to a lost and hungry world.
1. Must be filled with the Holy Ghost.
2. Must maintain the qualifications for church membership, faithfully supporting the church with your tithes and offerings.
3. Must be loyal to the Pastor.
4. Must be willing to work in harmony with others.
5. Must carry a burden for the Secretarial Ministry.
6. Must be able to instill enthusiasm for work.
7. Must be self-motivated.
8. Must desire quality and perfection of work.
9. Must be faithful and dependable in accomplishing duties.
10. Must have a knowledge of basic secretarial skills.
11. Must have a good understanding of the “Total Church Growth” organization.
* Shall oversee and supervise all operations of the Church Growth organizational responsibilities under the direction of the Pastor. Shall seek to fulfill all responsibilities with tact, zeal and love.
* Shall place primary emphasis upon all Pastoral requests for various office work and duties. All requests by Ministry Directors or others shall be secondary.
* Shall meet with the Pastor each Tuesday Morning 11:00a.m. to review that weeks Tag-in topics and go over any other areas of need concerning your responsibilities. If you are unable to meet due to an emergency, must inform the Pastor in advance and endeavor to arrange another time to communicate these areas of need. (Check with the Pastor each Sunday night to remind and confirm this meeting.)
* Shall perform the following duties for the Pastor in relation to the Church Growth Ministries.
Planning Retreat And One Year Plans
a. Collect topics from Pastor and Directors for the Annual Departmental Planning Retreat 2-4 weeks in advance. As a rule of thumb – only 3-5 topics per Department.
b. Type Annual Planning Retreat agenda in advance and give copies to all in attendance (see sample).
c. Take Meticulous notes during each session of all Annual Planning Retreat discussion and decisions.
d. Insure that all leaders turn in a One Year Plan (rough draft) one week prior to the retreat.
e. Insure that all Ministry Directors hand in a typed One Year Plan of their goals following the Retreat by the due date established (within two or three weeks).
f. Shall also collect the semi-annual “updates” of the Department One Year Plans.
g. Assist the Pastor with the correlation/approval of projected dates within 1-2 weeks of the One Year. Plans being turned in. This is VERY IMPORTANT. The leaders will need final approval within 1-2 weeks.
h. Shall assist the Pastor as needed to insure that there are proper Planning Retreat accommodations, plenty of refreshments and binder updates completed.
Monthly Planning Councils And Reports
a. Contact all Ministry Directors monthly to remind them of the Monthly Planning Council, and also to collect any additional topics for the monthly agenda. This should be done one week prior to the M.P.C.
b. Type the Monthly Council agenda using all One-Year Plans (working three months ahead) and hand out copies to Ministry Directors as they arrive to the meeting. NOTE: You will need to also refer to other sources to effectively develop monthly and weekly agendas such as: Calendar, Meeting Notes, recent Tag-in Agendas, personal observations, etc.
c. Shall review the monthly agenda rough draft with the Pastor at least 3-4 days prior to the monthly meeting.
d. Insure that each Ministry director hands in their monthly report (COMPLETED IN FULL) before the meeting begins. If it’s not completed – hand it back after the meeting to be completed.
e. Shall stack the monthly reports in order according to the agenda for the Pastor’s convenience.
f. Take notes of Monthly Council discussion and decisions and consider keeping a separate log of Tag-in topics. You may be asked to briefly read the major points of the meeting notes including topics to be on the Tag-in before the meeting is closed with prayer.
g. Shall insure that the person delegated to set up the M.P.C. accommodations for the next month is reminded of this and that they understand what to do (refer to “Meeting Pointers”).
i. ALWAYS have copier turned on several minutes before and after all monthly meetings.
j. You may be required to help prepare various handouts to give to leaders at monthly meetings.
a. Make note of any Pastoral directives or assignments given to Ministry Directors at the Monthly Council and type into a “Tag-in” list for Pastor covering the next four weeks (see sample). NOTE: Some topics must be broken down into STAIR STEPPED TOPICS WHEN IT REPRESENTS AN EXTENSIVE PROJECT THAT WILL INVOLVE MUCH TIME AND VARIOUS STAGES TO COMPLETE. The Tag-in Topics may require much concentration.
b. Place the Tag-in agenda on the pulpit before service begins or take up to the Pastor before the close of each Tuesday night service to remind the Pastor to call all Department Heads up before dismissal is given! (Also take your copy promptly.)
c. Record the Tag-in answers for the Pastor and briefly review following the Tag-in.
d. If A Department Representative is not at the Tag-in, shall promptly contact them to record the reason and to complete the Tag-in with them. Make sure the absence is indicated on the Tag-in sheet.
e. Shall consider giving a list of that month’s tag-in topics to each leader at the beginning of the month.
* Shall insure that all Church Growth related materials are put on computer, i.e. Job Descriptions, Reports, Agendas, etc., and insure the back-up of such.
* Shall work with the Pastor to insure that all Ministry Directors have an updated Job description and custom designed monthly report each year.
a. Shall collect from each Ministry Director and keep on file the following: Job Descriptions (all Departmental and Sub-ministry positions), Monthly Reports, Special or Weekly Reports, Tag-in Agendas, One Year Plans, and other records as needed.
* Shall assist the Pastor as needed with the Annual Staff Evaluations and scheduling of such, as well as scheduling time for updating all Job Descriptions and Monthly reports each year. This is Very Important!
* Shall type various memos to put in Ministry Directors mail boxes as required.
* Shall maintain the Church Calendar of activities, coordinating all activities wit the Pastor insuring that no church activities conflict. Any changes in activities or events are to be reported to the Pastor promptly!
* Shall maintain and update the Pastor’s “ReMarkable” Calendar on at least a monthly basis.
* Shall assist the Pastor with scheduling and planning the Annual “Inreach” Commitment Service towards the first of each year, utilizing A.C.T.S. Commitment forms.
a. Shall follow up on any member that did not turn in a form due to absents or any other reason. NOTE: Very Important for this to be done within two weeks of the commitment service (check with the Pastor concerning the use of a follow up letter).
b. Shall take the commitment forms and type the lists of names all who committed to the various ministries, then give the lists to the respective Directors or leaders.
* Shall receive each week from all Directors any announcements and type onto an announcement page.
* Insure that the announcement page is placed upon the pulpit prior to any service.
* Consider developing a monthly calendar page of church activities to pass out to all church members.
* Shall read through your Job Description at least once each month.
* Shall work with the Pastor to select an assistant or secretary to help you in all aspects of your departmental duties.
* Shall endeavor to not schedule any departmental activities on Monday night. Monday will be known as “Family Night” and all church members are encouraged to spend quality time with their family on this night.
* Shall be responsible for the security of areas under your care including access to locked rooms and use of office equipment. Only authorized persons are to have access to locked rooms.
* Each Ministry Director will be responsible to record any departmental receipts or monies received or dispersed. Shall turn in a copy of these records along with proper receipts for the pastor to review.
* Understand that any item donated or purchased for your department becomes property of the church and not sole ownership of your department. If any item within your department is needed by any other department/Director the decision will be subject to approval by the Pastor.
* All church keys, binders, and related materials loaned to you during the term of your duties must be returned.
* Shall be an example to the church in spiritual growth by coming at least one-half hour before each service to pray.
* Shall be an example to the church in faithfulness by attending all church services and functions.
* Shall attend Annual Planning Retreats, Monthly Planning Councils, and Weekly Tag-ins.
* If unable to attend because of an emergency, shall inform the Pastor in advance and endeavor to have a substitute attend in your place.
* Shall hand in an official monthly report at the Monthly Planning Council.
* Shall perform additional duties as required.
The Church Growth Secretary is responsible directly to the Pastor. Each year, the Pastor and Church Growth Secretary will review this Job Description, update and improve to make more applicable to the position. Accountability shall consist of a monthly report of all activities and upcoming events. The C.G. Secretary is responsible for all office staff and personnel. The C.G. Secretary is to work closely with all departments, assisting them as need. Evaluation of performance of this position shall be performed by the Pastor on an annual basis. The term of this office shall be for one year with an initial three month trial period.
Training And Development
* Read How You Can Succeed As A Christian Secretary by Jean Hansens (Sword Of The Lord)
* Read Church Office Handbook by Betty Powers and E. Jane Mall (Judson Press, 1983)
* Read Coping With Criticism by Jamie Buckingham
* Read Let My People Grow by Tim Massengale
* Read additional book(s) provided by the Pastor
Job Goals For The Year Of 1992
* Begin keeping a master calendar of all church and departmental activities.
* Begin all related Church organizational duties as described.
* Begin developing agendas – (annual planning, monthly council, weekly tag-in, etc.).
* Develop Job Descriptions for your interdepartmental positions.
Article “Job Description: Church Growth Secretary” written by Tim Massengale is excerpted from Total Church Growth Volume 1.
This article may not be written by an Apostolic author, but it contains many excellent principles and concepts that can be adapted to most churches. As the old saying goes, “Eat the meat. Throw away the bones.”
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