JOB DESCRIPTION FOR PASTOR'S SECRETARY

An Article Written by Dr. Neil Chadwick


I. Purpose

    The Pastor's Secretary at the church will serve as a personal assistant, aiding the pastor in every way possible on the carrying out of his leadership and pastoral duties. She will seek to use her personal gifts and technical skills for the benefit of the church by contributing to the Pastor's effectiveness and efficiency.

II. Responsibilities

    The responsibilities of the Pastor's Secretary are categorized as follows: daily, weekly, monthly, annual, and general duties:

    Daily Duties:

    1. Accept all phone calls from people requesting to speak with the Pastor.

    2. Sort the Pastor's mail in designated folders.

    3. Schedule all appointments, noting the phone number of the person making the appointment and place the Pastor's schedule on his desk by 10:00 A.M., as well as provide a copy for the receptionist. The appointment book will always be kept inside the Secretary's desk drawer.

    4. Transcribe counselling notes and leadership reflections; decrypt and print out those that are needed for each day's sessions or meetings.

    Weekly Duties:

    1. Prepare counselling notes, leadership reflections, pastor's correspondence, and memos distributing or mailing the same.

    2. Prepare visitors letters for signing and mailing.

    3. Prepare order of service each Friday for both Sunday morning and evening services.

    4. Attend weekly staff meetings taking notes when necessary.

    Monthly Duties:

    1. Produce agendas and minutes for meetings conducted by the Pastor.

    2. Prepare the mail-out called "Member memo", working with the Ministry Coordinator so that volunteers may assist with printing and mailing.

    3. File the Pastor's papers that are set aside for this purpose.

    4. Participate in a once-a-month luncheon with other office staff.

    Annual Duties:

    1. Assist with the typing of annual reports.

    2. Participate in the annual volunteer appreciation dinner.

    3. Participate in the annual office Christmas gathering.

    General Duties:

    1. Initiate phone calls at Pastor's request keeping a updated phone file.

    2. Maintain register for membership, baptism, and baby dedications and funerals.

    3. Prepare printed scripts for baby dedications, marriages, new member charge, and Deacon commissioning services.

    4. Assist couples preparing for marriage, providing them with personalized wedding manual and, if needed, the preparation of "Prepare" inventory, or "Enrich" inventory for the Pastor's marriage counseling.

    5. Prepare wedding or funeral programs when requested.

    6. Assist the Assistant Pastor for Business Administration with his nonfinancial paper work, up to four hours per week.

    7. Update computer files at the main computer as well as the Pastor's personal computer.

    8. As requested, fill out and submit vouchers for the Pastor's expense reimbursements.

    9. Coordinate the convening of meetings initiated by the Pastor.

    10. Assist the Pastor with his occasional writing projects.

    11. Respond to the request for general secretarial support of the Pastor as needed.

III. Expectations

    The Pastor's Secretary will be proficient in the use of standard of office tools: typewriter, copy machine, computer/work processor (MM), etc. She will demonstrate organizational skills, as well as an ability to relate well with a diversity of persons: pastoral staff, office colleagues, church leaders and members, and office visitors. She will have had experience in the secretarial vocation, and demonstrate a willingness to grow spiritually, attitudinally and vocationally, exhibiting a personal faith in Jesus Christ as Lord, seeking to be growing in the manifestation of the fruit of the Spirit and a willingness to develop a comprehensive understanding of the church she serves, and receive additional training, should that be deemed necessary. She will be a cooperative team member in relation with others who share the work environment and responsibilities.

IV. Commitments: The Pastor will make the following commitments:

    1. He will let the Secretary know his whereabouts at all times and when he is expected to return.

    2. He will be sensitive to the work load so as not to burden the Secretary with unreasonable demands.

    3. He will give clear instructions concerning all requests and will be available to answer questions when there is a lack of clarity.

    4. Only under extreme circumstances will he call the Secretary at her home or seek her assistance during "off hours".

    5. He will refrain from unnecessary reminders, demonstrating a confidence that the work will be done as requested on schedule.

    6. When extra time is needed, he will negotiate the schedule with the Secretary.

    7. He will provide periodic sharing times for two-way evaluation conversations.

    8. He will provide for additional training when mutually agreed upon. This may involve consultation, seminar, or perhaps college course.

    9. He will seek to be open in regards to handling problems or conflicts.

    10. He will provide pastoral care to the Secretary when an appointment is requested.

    The Secretary will make the following commitments:

    1. She will keep the Pastor informed as to church needs that come to her attention, as well as personal matters including complaints.

    2. She will treat every call or visitor with courtesy, cheerfulness and respect.

    3. The Secretary will present herself with a neat appearance and keep her work space orderly.

    4. She will make an effort to use time wisely, but be willing to allow for appropriate interruptions.

    5. She will give evidence of a primary loyalty to the Senior Pastor, both in and out of the church office.

    6. She will be willing to see her work as an opportunity to grow in her ability to serve the Lord and His church.

    7. She will give special attention to the proper recording of messages, identifying the party who is calling, what the call is in reference to, and a call-back number and best time of day to return the call.

    8. She will always provide the Pastor's wife and children with immediate access to him if they request it.

    9. She will seek to be constant in prayer that the Lord will be pleased to use her as a vital part of the overall ministry of the church.

IV. Accountability

    1. Primarily responsible to the Lord, performing ministry and leadership with enthusiasm and seeking to please Him.

    2. Accountable only to the Pastor or an Assistant as designated, she will not accept other work unless authorized by these persons. The Pastor's Secretary will keep the Pastor fully informed of her work, seek counsel and take instructions or corrections from the Pastor when necessary. This will take place primarily during daily briefings with the Pastor.

    3. Mutual accountability with other members of the staff during weekly devotional and other meetings called as necessary.

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