Church Secretary/Financial Secretary
Job Description
Primary Purpose: The Church Secretary/Financial Secretary is responsible for providing professional administrative support for the pastoral staff and managing the church office. They will also maintain the church’s general ledger and financial records and prepare financial reports as necessary.
Job Expectations
Church Secretary
Ø Greet thepublic and answer the telephone and doorbell.
Ø Make phone calls as directed by the pastoral staff.
Ø In conjunction with the Pastor schedule internal and external appointments for the Pastor.
Ø Handle requests of the Pastor (i.e. appointments, arranging travel, logistics, etc.)
Ø Process incoming and outgoing mail and pay all church bills in a timely manner.
Ø Keep accurate church records, including attendance, membership, baptismal, marriage, newsletter or special mailing lists, etc.
Ø Input membership information, inventory, calendar, and other information, into the church software program.
Ø Keep a list of church members who are in the hospital, of special prayer requests, of deaths, births, and other important events. Mail cards as appropriate from the church.
Ø Give new members offering envelopes and get all necessary information from them (birthdays, wedding anniversary dates, etc.).
Ø Give the pastor new members’ phone numbers (land and cell) in a timely manner to include in the One Call Now notification system.
Ø Prepare bulletins for the church and assist auxiliaries in special program bulletins.
Ø Maintain church warranties and other documents not handled by the Church Clerk.
Ø Order/maintain office and administrative supplies (including stamps or postage for postage meter, church envelopes, and others).
Ø Prepare and maintain annual reports for the church, minutes from quarterly business meetings, and other special projects as directed by the pastoral staff.
Ø Attend church conference if possible to answer questions about the running of the office in conjunction with the pastor.
Ø Maintain church master calendar of events and inform needed persons of any changes made to the dates.
Ø Oversee the rental and use of the church facilities in accordance with the approved guidelines.
Ø Prepare and submit a budget annually for office supplies and expenses.
Ø Maintain the Benevolence Ministry forms to give to the Benevolence Ministry chair and pay the Benevolence check request as appropriate.
Ø Order literature needed for Missionary groups and other reoccurring orders from any other auxiliary for the smooth operation of ordering supplies or literature.
Ø Maintain the Noon Day Bible Study lunch petty cash box and receive and disburse funds as receipts are presented.
Ø Draft correspondence on behalf of the Pastor and others to follow up on meetings, or to obtain information requested.
Ø Serve as the contact person for external events when necessary or assigned by the Pastor.
Ø Maintain an office atmosphere that is representative of God’s house along with having a basic understanding of people and how to tactfully handle difficult situations.
Ø Prepare the announcements and birthday list for the announcer for each Sunday’s announcements.
Ø Other duties as assigned by the Pastor.
Financial Secretary
Ø Set up and maintain accurate member contributions using the church’s software package and review and print yearly contribution statements by January 31st.
Ø Keep accurate records of all church income through tithes, offerings, special gifts and compare them to budget estimates.
Ø Keep accurate records of all church expenditures and compare them to budget allowances.
Ø Inform the Finance Committee if expenditures exceed budget allowances.
Ø Set up new vendor records; maintain existing vendor records; receive, organize and write checks for all accounts payables in a timely manner. Unless an emergency arises, checks will be written once a week.
Ø Schedule timely meetings for the Treasurer and additional signer to review and sign prepared checks/bills to ensure that billing due dates are complied with on a consistent basis.
Ø Maintain proper filing of all documentation related to contributions and accounts payable functions, as well as church business records.
Ø Prepare and place orders for supplies as directed by authorized personnel (pastor, trustees, and auxiliary heads).
Ø Inquire and/or follow-up on issues relative to vendors, billings, etc., upon the request of the Pastor or from members of the Budget and Finance Committee.
Ø Receive scheduled deliveries and allow service or repairmen access to facilities during regularly scheduled work hours.
Ø Process routine payroll, including printing payroll checks, preparing monthly federal and state tax deposits, and preparing quarterly and yearly federal and state returns.
Ø Process benefits paid for staff members to designated areas such as MMBB, etc.
Ø Implement a check requisition form for auxiliaries and members to use prior to making purchases.
Ø Prepare W-2 forms for church employees and 1099 forms for independent contractors within allowable timelines.
Ø File necessary forms at some regular frequency to the State to receive our Sales Tax refund.
Ø Set up the approved church budget in the church’s software package.
Ø Prepare financial reports for the Pastor and church business meetings in conjunction with the Treasurer.
Ø Be available at church business meetings if possible to answer any questions related to church finances along with the Treasurer.
Ø Insure that church banking correspondence be handled by the church treasurer.
Ø Coordinate new and updated membership data (including addresses and phone numbers) with the church clerk to be input into the church’s software package.
Ø Requests from members to purchase certain items for the church should be in accordance with the approved church budget.
Ø Prepare any required reports or forms for the auditor, IRS, or other offices of accountability.
Ø Reconcile and balance church checking accounts.
Time Requirements:
This position will require 15-20 hours over three days each week year-round. This is a part-time position.
Special Talents or Abilities:
Experience in secretarial and administrative tasks. Computer literate and accurate typing, 45+ wpm. Good organizational skills and detail-oriented. Pleasant phone manners. Dependable, discreet, friendly, professional, and neat. Accurate input of financial data and good with figures.
Job Type: Part-time
Pay: $15.00 - $20.00 per hour
Expected hours: 15 per week
Benefits:
Schedule:
Experience:
- Administrative Assistant: 1 year (Required)
Ability to Commute:
- Sanford, NC 27330 (Required)
Ability to Relocate:
- Sanford, NC 27330: Relocate before starting work (Required)
Work Location: In person