MOUNT HOPE UNITED METHODIST CHURCH
The Church Secretary is a forty-hour per week full-time employee who administers the secretarial
and clerical functions of the church office. The Church Secretary shall be directly accountable to
the Senior Pastor, who is the general supervisor for all church staff, after policy and personnel
recommendations are made to the Administrative Board through the Staff-Parish Relations
I. JOB EXPECTATIONS
A. RELATIONAL SKILLS
The ability to relate well to people as he/she answers the telephone, meets people
in the church office, works with volunteers, or deals with members who may be
upset with other staff, programs, other members or those who expect the secretary
to know everything or do everything at a moment's notice.
B. CLERICAL SKILLS
Proficient on the computer with competence in Word, Publisher, MS Outlook and
other programs applicable to internet use; HP Photo Imaging and Adobe Photo
Deluxe; and the ability to learn other software programs used in the office such as
Servant Keeper and Calendar Creator, Norton System Works and AdAware, and a
DOS heating program. Accuracy and responsibility for the quality of work must be
a priority. He/She must have the knowledge and skill to operate other office
equipment such as the copier or folding machine and be willing to assist others.
C. ORGANIZATIONAL SKILLS
The ability to organize and operate an efficient office and to budget time effectively.
All work to be done will be given to the secretary who will either be responsible to
do it personally or delegate it to the assistant or to volunteers. If there is a question
on work priority, the Senior Pastor shall be consulted.
The ability to handle monetary funds, sensitive information, or confidentiality with
uncompromising integrity. If the secretary cannot be loyal to the pastors and other
staff members, their leadership will be undermined and the ministry of the church
Someone who needs a tightly structured routine will find the church office
intensely frustrating. No two days are alike and hardly an hour goes by without an
interruption. A church secretary needs to be flexible and adjust to whatever the day
1. Open and close the office at stated hours.
2. Answer the telephone and meet people who come to the church office.
3. Take messages and relay them promptly to the pastors or other staff.
4. Supervise the placement of material on the bulletin board.
5. Keep current information for those who call about the church program,
Children's Center, etc.
6. Keep the church calendar current both in the computer and on the office wall,
which will serve as the "master" calendar for the congregation. Advise the pastors
or other necessary leaders of the changes.
7. Maintain the hospital bulletin board with current information.
8. Call for any service needed to maintain office equipment and be certain service
contracts are kept current.
9. Effectively supervise and coordinate all office volunteers.
10. All work is to be done in a timely fashion.
11. Attend one (1) evening Staff Parish Relations meeting during the year, if
1. Receive all mail, sort, and distribute to proper person(s).
2. Organize and keep files current in the church office, including the maintenance
and archiving of computer files.
3. Process any mailings sent to the congregation or groups as requested. This could
include typing, printing, folding, collating, stuffing, attaching labels or postage,
sorting or binding for delivery to the Post Office and supervision of any
4. Process correspondence as directed by the pastors (including that for District
or Conference responsibilities) or church leaders.
5. Send out the church bulletins weekly to homebound members or those with
long-term hospitalization or convalescence.
6. Order and maintain an inventory of all office supplies or materials needed by
the staff or other church leaders.
7. Keep a record of weekly attendance for all services, including Sunday evening or
special services such as Christmas Eve, Easter Sunrise, Ash Wednesday, Maundy
Thursday, Good Friday, etc.
8. Gather any necessary information (including Visitation Pastor's update) and
prepare the weekly or special church worship bulletin and any inserts (type, edit,
proofread, copy, fold and insert). Supervise any volunteers used. Weekly, email
all bulletin files to the 9:30 Worship Director. Email all pertinent worship
information (sermon title, hymns, etc.) from the pastors to the worship staff.
Advise the communion steward of the method of serving. Weekly, email
Worship Directory information to local newspapers.
9. Assisted by Senior Pastor, gather material for and prepare and bulk mail (with
the assistance of volunteers) the monthly newsletter, the "Word of Hope".
10. Open e-mail directed to the church office and respond accordingly or
print/forward email to/for the pastors.
11. Backup the main computer database and the Servant Keeper membership
12. Every other month, upload the membership file to the offering envelope
13. Support the Mount Hope web site with timely, pertinent information.
14. Maintain the office computers by running anti-virus scans weekly; downloading
Microsoft and Servant Keeper program updates regularly. Run Servant Keeper
system maintenance weekly; disk cleanup, disk de-frag and Ad-Aware monthly.
Perform any other required computer-maintenance tasks. Contact the System
Administrator for assistance with tasks requiring a specialist.
15. During the heating season, program the heat each week in the various zones, in
accordance with the needs of scheduled events.
C. RECORDS AND PROCEDURES
1. Church Membership: Keep all membership records current in the computer,
permanent record book, etc. This will include changes of address, letters of
transfer given or received, marriages, baptisms, etc. Notify the pastors or other
2. Prospective Members: Maintain lists of prospective members, at the direction of
the pastors send a letter of invitation, prepare manuals with all materials needed
for the Membership or Confirmation Classes, send for any letters of transfer
needed, send mailing to "Fellowship Friends", put pictures and information
about new members in the bulletin and "Word of Hope", prepare certificates of
membership, prepare church envelopes, update church membership records,
print updated membership directory.
3. Births: Notify Flower Chairperson so a rose bud can be ordered for the altar.
4. Baptisms: Each year, enter the baptism dates on the calendar. Prepare a baptism
intake form when a family calls to schedule a baptism. Notify the pastor to
schedule a baptism seminar. Record in the computer information including
names, addresses, time of service, etc. from the "Intake" sheet. Prepare a baptism
seminar folder, insert names in the church worship bulletin, fill in a baptism
certificate for the pastor(s) to sign, prepare a cradle cross, and record in
permanent church record book.
5. Funerals: Record deaths in the church records and update membership records
if necessary (not all funerals will be of members). Prepare funeral bulletins, if
6. Homebound: Maintain current lists, provide it to the Visitation Pastor and Busy
Beavers chair, and send worship bulletins weekly. Update visitation information
made by pastors.
7. Visitors: Assist Membership Secretary when necessary in entering names and
addresses into the computer and give a copy to the pastors and Visitation Teams
(highlighting first time visitors). Send letters of welcome.
8. Weddings: Refer calls for the scheduling of weddings to the pastors. Send out
letter with any requested material. When the "Marriage Information" form is
returned from them, enter the data in the wedding schedule with all names,
addresses, telephones, dates and times of wedding, rehearsal, or counseling
sessions. Keep wedding dates current on the church calendar in "Calendar
Creator." Prepare the order of service, the certificate and the wedding license.
After the wedding, record information in church records (both membership and
permanent), and mail in signed license required to the Court House.
9. Flowers: Notify the Flower Chairperson of either a birth or death to place a
rose/carnation on the altar the following Sunday and put this information in
the worship bulletin. Put information from the Altar Flower Chart or Wedding
Information sheet in the worship bulletin.
10. Committees: Type agenda, minutes, meeting notice cards, run off labels,
update committee members, mail out information or distribute when asked to.
1. Memorial Gifts: Turn in any money received in the church office to the
counting team and give all information to the Memorial Committee
2. Offerings: Turn any contributions received over to the counting team.
3. Dividends: Turn any dividends received over to the counting team.
4. Petty Cash: Disperse cash as needed for staff and supplies. Keep a record of
disbursements and make a report for the Church Treasurer once a month for
5. Contributions: Support the financial secretary as backup for posting
contributions and with statement mailings.
III. COMPENSATION AND BENEFITS
Regular hours will be 8:00 a.m. to 5:00 p.m. Monday through Friday with one
hour for lunch unless a request is made by the secretary and approved to work
through the lunch period and leave at 4:00 p.m.
As a salaried employee, a situation may arise that requires working extra time, or
there may be times when the employee arrives late, leaves early, or needs some
other time off during a regular working day. When any of these situations occurs,
the Senior Pastor shall be consulted. Equivalent time shall be compensated within
thirty (30) days with the approval of the Senior Pastor. The employee shall record
these hours on the appropriate time card in the church office.
Paid vacation time is based on the following schedule:
5 days - after one year service.
10 days after two year's service.
15 days after five years' service.
The Senior Pastor shall be notified in writing 2 weeks in advance of plans to take vacation.
New Year's Day Presidents Day Thanksgiving Day
½ day Good Friday Memorial Day ½ day Christmas Eve
Easter Monday Independence Day Christmas Day
Martin Luther King Day Labor Day
When a holiday falls on a Saturday or Sunday, the secretary will get the following Monday
off unless an exception was approved.
D. SICK/PERSONAL LEAVE:
After successful completion of the ninety-day probationary period, the Church
Secretary will receive five (5) paid sick/personal leave days per year, which may be
carried over to other years if not used. The "banked" days will not be compensated
upon termination of employment. When one of these days is to be used, the
Senior Pastor shall be notified. Notification should be given in advance of the
day(s) whenever possible.
The position of Church Secretary shall be a salaried position with
recommendations made yearly by the Staff-Parish Relations Committee.
An initial evaluation will be made by the SPRC at the end of the ninety-day
probationary period. At that time either the SPRC or the Church Secretary will be
free to terminate the employment. (There will be no paid sick/personal leave days
during the probationary period.) Subsequent annual reviews will be made along
with other staff members.
Remuneration will be based upon the annual review of the SPRC and the annual
budget approved by the Administrative Board of the Mount Hope United
Methodist Church of Aston, Pennsylvania.
SIGNED Church Secretary
SIGNED SPRC Chairperson
(Revised 8/03 with change of wedding procedures)
(Revised 7/6/05 with addition of computer and internet responsibilities)
(Revised 7/12/06 with addition of financial secretary support and web site support)
(Revised 7/5/12 with current computer programs and processes)