Job Description: Secretary

Job Description: Secretary
United Pentecostal Church – 1988
Tim Massengale

Job Purpose

The primary purpose of the Church Secretary is to coordinate all the office activities of the church and to also assist in coordinating the new church organizational system, while maintaining a Christian spirit within all her duties. Main focus shall be upon effective office procedures, answering telephones, typing, filing, and other related duties. By doing this, the Church Secretary becomes an extension of our churches ministry a lost and hungry world.

Job Qualifications

l. Must be filled with the Holy Ghost.
2. Must meet the qualifications for church membership.
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 able to lead and motivate staff.
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 system.

Job Responsibilities

** Shall oversee and supervise all operations of the Church office under the direction of the Pastor. Shall seek to fulfill all responsibilities with tact, zeal, dedication, and love.

** Shall receive all day visitors with kindness and tact. All visitors are to be seated in the Church Parlor and individual who they request to see is to be contacted promptly.

** Shall handle all telephone calls with tact and diplomacy, remembering that your conversation will leave a lasting impression with them – for or against the church.
a. The secretary will be trained in telephone decorum.

** Shall perform general office work which shall include: typing, filing, copying, mailing, etc.

** Shall place primary emphasis upon all pastoral requests for various office work and duties. All requests by department heads or others shall be secondary.

** Shall maintain the Church Calendar of activities, coordinating all activities with the pastor and insuring that no church activities conflict. Any changes in activities or events are to be reported
to the Pastor.

** Shall send out birthday and anniversary greetings from the pastor and church on a weekly basis.

** Shall oversee service and regular maintenance of all office equipment.

** Shall work with the Pastor to insure that all department heads have an up-to-date Job Description and custom designed monthly report.
a. Shall collect from each department leader and keep on file all job descriptions of all interdepartmental positions.

** Shall insure that the following letters are sent out each week without delay and are signed by the Pastor: Visitor Follow-up Letter, New Convert Welcome Letter, and Care Partner Responsibility Letter.
a. You will receive a copy of all visitor cards and New Convert Altar Cards for this purpose.

** Shall perform the following duties for the pastor in relation to the Church Growth Ministries:
a. Collect topics from directors/pastor for the Annual Departmental Planning Retreat.
b. Type annual planning retreat agenda (see sample).
c. Take note of all annual retreat discussion and decisions.
d. Insure that all Ministry Directors hand in a typed One-Year Plan of their activities following the retreat (within two or three weeks).
e. Send a note to all Ministry Directors each month to remind them of the monthly council.
f. Type the Monthly Council agenda using all One-Year Plans (see sample).
g. Insure that each ministry hands in their monthly report.
h. Take notes of monthly council discussion and decisions.
i. Make note of any pastoral directives or assignments given to ministry directors at monthly council and type into a “tag-in” list for pastor (see sample).
j. Bring up Tag-in list each week to the Pastor at the weekly tag-in.

Other Duties

** Shall work with the Pastor to select a volunteer assistant to assist you in all of your church secretarial duties and to fill-in when you are absent.

** Shall be an example to the church in faithfulness by attending all church services and special functions.

** Shall be an example to the church in soulwinning by being continually involved in the Home Bible Study ministry, or some other form of outreach ministry.

** Shall be an example to the church in spiritual growth by coming at least one-half hour before each service to pray.

** Shall endeavor to not schedule any church activities on Monday night. Monday will be known as “Family Night” and all church members are encouraged to stay home with their families on this

** Shall attend all Annual Planning Retreats and Monthly Departmental Planning Councils.

** 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 Staff Council.

** Shall perform additional duties as required.

Organizational Relationships

The Church Secretary is responsible directly to the Pastor. Each year, the Pastor and 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 secretary is responsible for all office staff and personnel. The secretary is to work closely with all departments, assisting them as needed. 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.

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 “Let My People Grow!” by Tim Massengale (Revival Research)
** Read “Total Church Growth” binder by Tim Massengale (Revival Research)
** Read additional books provided by the Pastor.

Job Goals for the year of 1988

** Begin keeping a master calendar of all church and departmental activities.
** Collect dates and begin sending all birthday and anniversary cards.
** Customize letters for visitors, new converts, and care partners.
** Begin all related Church Organizational duties as described.
** Develop Job Descriptions for all interdepartmental positions.