Secretary / Bookkeeper

PURPOSE: The purpose of the Secretary/Bookkeeper shall be to support the Pastor and church leadership in performing their duties, record keeping, account keeping, correspondence, and production of church documentation. SUMMARY OF DUTIES: This position supports the day-to-day financial and administrative operations of the church while helping our ministry function efficiently and with excellence. REQUIRED QUALIFICATIONS: The person in this position shall: 1. Be a Christian and is a member of a church 2. Possess the following attributes: a) Ability to read, analyze, and interpret general business periodicals, technical procedures, or governmental regulations. b) Ability to write business correspondence. c) Ability to effectively present information and respond to questions members or visitors to the Church. d) Ability to apply common sense understanding to carry out instructions given in English; written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. e) Ability to use a computer and computer software effectively and efficiently. (Ex. Quickbooks, Microsoft 365) RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform the following duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. There may be alternatives to the qualifications as the Finance and Ministerial Staff deem appropriate.. 1. Assist the Pastor in fulfilling His ministry. a) Maintain Pastor’s calendar, make appointments and maintain files as directed by the Pastor. 2. Serve as Church receptionist a) Answer all incoming telephone calls and properly transmit calls or messages to the appropriate person in a timely manner. b) Receive all guests at door during office hours and make every effort to meet their needs. c) Type emails and mail letters weekly to new church members, and all guests of the church. 3. Perform general Church Secretary/Financial Responsibilities a) Maintain the church calendar. b) Maintain permanent filing system for the church office. c) Order supplies needed (office/kitchen/literature, etc) d) Compile and type information for the church bulletin e) Maintain complete files on all church committees, including preparation of committee minutes and notification of meetings. f) Compile and maintain hospital and bereavement information and notify appropriate staff members. g) Prepare and maintain the Weekly Prayer Sheet. h) Maintain confidentiality of sensitive information. i) Maintain an accurate database of active and inactive members, visitors, and former members j) Process background checks for staff and volunteers k) Coordinate with vendors (e.g., janitorial services, lawn care and pest companies, safety and health inspectors) l) Work with the Finance Committee to prepare the annual budget m) Manage accounts payable and accounts receivable as required and in a timely manner n) Weekly: Record all monetary offerings. Create a simplified financial summary. Run payroll o) Quarterly and/or Annually: Create and distribute contribution statements, manage payroll reports and manage other necessary forms i) Perform other duties as assigned by the Pastor SPECIAL CONDITIONS: The benefits, holidays, vacation and office hours shall be in accordance with the Part Time Staff. This position reports to and is supervised by the Pastor, but employment is through the Finance/Personnel Committee following the Church Policy. PHYSICAL AND/OR ENVIRONMENTAL DEMANDS: The physical and environmental demands described here are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 1. Ability to work effectively in an environment with frequent interruptions and distractions. 2. Ambulatory skills: ability to transfer weight up to fifty pounds; ability to stand, walk, sit, stoop, kneel; possess hand-eye coordination and arm/hand/finger dexterity. 3. Driving/travel requirements for this position may require weekly driving; therefore, a valid driver license is required