Mt. Vernon United Methodist Church

CHURCH SECRETARY/BOOKKEEPER

Job Description

(This position could be either one full-time (40hr/wk) position or two part-time positions which would have specific responsibilities and some cross-over of responsibilities)

ACCOUNTABLE TO: Pastor; Staff/Parish Relations Committee

GENERAL RESPONSIBILITIES:

  • Project a cordial image on the telephone and to persons coming into the office.
  • Practice confidentiality. Take messages accurately for the pastor, other staff and groups in the church and make certain the messages are delivered.
  • Work with any members who volunteer their assistance in the office.
  • Wear appropriate attire to represent the Church in a professional manner.
  • Take authorized action during the Pastor’s absence, using initiative and judgment to assure proper resolution.

SECRETARIAL RESPONSIBILITIES:

  • Have computer skills in word processing and other programs (Church Windows, Publisher, etc) used in the office.
  • Keep church calendar and building use schedule for staff and church groups
  • Produce monthly newsletter—type, lay out, copy and bundle for bulk mailing and deliver to Post Office. Request information and write articles as needed.
  • Prepare weekly bulletin, inserts and Children’s Bulletin by Friday. Mail bulletins to shut-ins and place remainder in the memorial cabinet for use on Sunday.
  • Prepare letters and mailings for pastor.
  • Send reminder notices (electronic or postcards) for monthly meetings.
  • Prepare minutes for committees as requested and make copies. Maintain files for all such minutes.
  • Prepare report for Committee on Nominations and make copies as needed.
  • Sort, read and distribute incoming mail.
  • Maintain adequate supplies and postage for office. Make sure that all office equipment is maintained and in good working condition.
  • Arrange for volunteers to refill offering envelopes & sharpen pencils in pew racks.
  • Order cleaning and other supplies as requested by staff or church committees.
  • Manage Emergency Assistance program in a firm yet pleasant manner.
  • Record all changes in membership and member contact information and enter weekly attendance making appropriate reports.
  • Do any clerical work associated with office.
  • Handle other matters assigned by Pastor, church staff and/or the Staff/Parish Relations Committee

BOOKKEEPING RESPONSIBILITIES

  • Record all weekly giving on computer program and insure that reports are accurate. Prepare and distribute quarterly giving statements to contributors.
  • Provide offering envelops as requested and track giving numbers
  • Do all general bookkeeping—record deposits in checkbook, write checks for bills, balance checkbook with bank statement monthly, review bills with Pastor and Treasurer.
  • Prepare and distribute payroll and submit tax and other reports.
  • Prepare monthly financial reports for the Finance Committee. Attend monthly Finance meetings, taking minutes and answering questions.
  • Pick up bank deposit bag and communicate with bank to correct discrepancies.
  • Coordinate Sunday morning volunteer counters and insure that all needed supplies as well as items to be put in deposit are available to them.
  • Prepare materials and mailings for Annual Stewardship Campaign in conjunction with Finance Committee and Pastor.
  • Provide Church Auditors with any needed records.
  • Track all Memorial giving, prepare statements and attend Memorial meetings.

OTHER INFORMATION

  • Refer to “General Personnel Policies and Procedures” for Mt. Vernon UMC for information regarding employment policies and benefits.
  • If the Secretary and Bookkeeping positions are held by two persons, it is expected that they will work with the Pastor and Staff/Parish Relations Committee to coordinate hours to provide an office presence weekday mornings and afternoons.