Secretary / Bookkeeper

About the role

The Secretary/Bookkeeper supports the Pastor and church leadership in performing their duties, including record keeping, account management, correspondence, and production of church documentation. This position ensures the day-to-day financial and administrative operations of the church function efficiently and with excellence.

Responsibilities

• Assist the Pastor in fulfilling his ministry by maintaining the Pastor’s calendar, scheduling appointments, and managing files as directed.
• Serve as the church receptionist:
  • Answer and direct incoming telephone calls and messages.
  • Greet guests during office hours and address their needs.
  • Type and send weekly emails and letters to new church members and guests.
• Perform general church secretary and financial duties:
  • Maintain the church calendar and permanent filing system.
  • Order office, kitchen, and literature supplies.
  • Compile and type information for the church bulletin.
  • Maintain files for all church committees, including preparation of committee minutes and meeting notifications.
  • Compile and maintain hospital and bereavement information; notify appropriate staff members.
  • Prepare and maintain the Weekly Prayer Sheet.
  • Maintain confidentiality of sensitive information.
  • Manage an accurate database of active/inactive members, visitors, and former members.
  • Process background checks for staff and volunteers.
  • Coordinate with vendors (e.g., janitorial services, lawn care, pest control, safety/health inspectors).
  • Work with the Finance Committee to prepare the annual budget.
  • Manage accounts payable and receivable in a timely manner.
  • Weekly: Record monetary offerings, create financial summaries, and run payroll.
  • Quarterly/Annually: Create and distribute contribution statements, manage payroll reports, and file necessary forms.
• Perform other duties as assigned by the Pastor.

Requirements

• Be a Christian and a member of a church.
• Ability to:
  • Read, analyze, and interpret business documents, technical procedures, or governmental regulations.
  • Write professional business correspondence.
  • Effectively present information and respond to questions from church members or visitors.
  • Apply common-sense understanding to follow written, oral, or diagrammatic instructions.
  • Use computers and software (e.g., QuickBooks, Microsoft 365) efficiently.

Physical and Environmental Demands

• Ability to work effectively in an environment with frequent interruptions and distractions.
• Ambulatory skills: ability to lift up to fifty pounds; stand, walk, sit, stoop, kneel; and possess hand-eye coordination and dexterity.
• Valid driver’s license required due to weekly driving/travel expectations.

This position reports to the Pastor and is supervised through the Finance/Personnel Committee in accordance with church policy. Benefits, holidays, vacation, and office hours align with part-time staff guidelines.