Parish Secretary - Job Description

From the Open Files of:

NW Synod of Wisconsin Resource Center (715) 833-1153

Contributed by:

St. John's Lutheran Church. Eau Claire, WI

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PARISH SECRETARY
ST. JOHN'S LUTHERAN CHURCH

The Parish Secretary is a support person in the organizational functions of St. John's congregation. That person assists the Office Manager in the physical operations of the church office and supports him/her in maintaining it in an efficient and pleasant manner. Areas of primary responsibilities printing, mailings, calendar, and word processing.


RESPONSIBILITIES


1. Facilitate communication and planning, attend the weekly St. John's staff meeting.

2. Support the Office Manager, Pastors, Program Staff, and volunteers in clerical tasks that may need to be accomplished. and Membership Secretary.

3. Fill the role of receptionist for the church office when volunteer or membership secretary are not present.

4. Generate, print, fold, stuff, and assemble or supervise volunteers in the assembly of St. John's bulletins, newsletter, annual report and other miscellaneous publications, and be responsible for mailing those materials that are mailed bulk.

5. Clean printing machines and equipment as required to ensure proper maintenance between service calls.

6. Update Directory Board.

7. Use word processor to generate St. John's publications and typewriter as required.

8. Backup Membership Secretary as required.

9. Be familiar with and function within the guidelines of the
Lay Staff Handbook and Policies of St. John's Lutheran Church.


PARISH SECRETARY DUTIES

Receptionist /Miscellaneous Clerical Tasks


1. Make photo copies upon request of church organizations and staff members.

2. Update Directory Board as required.

3. Answer the telephone and relay telephone messages to proper party when volunteer and Membership Secretary are not present.

4. Receive and direct visitors and members who come into the church office when volunteer is not present.

5. Put devotional booklets in the narthex, pull previous month's booklets, and collect the free will offering left for them from the designated box.

6. Support special clerical requests from Office Manager and pastors.


Printing

1. Sunday Bulletins and Mailing Sleeve.

2. Monthly Newsletter.

3. Annual Report.

4. Special Service Bulletins.

5. Wedding and Funeral Bulletins on occasion.

6. Special mailings to congregation.

7. Requests by organizations of St. John's.

8. Confirmation/Sunday School lesson materials.

9. Clean printing machines and equipment occasionally.


Collation and Mailing

1. Fold bulletins and newsletters if volunteer is not present.

2. Cut inserts for stuffing if volunteer is not present.

3. Sort, label and mail bulk mailings per post office specifications when volunteers are not present.

4. Clean folding machine occasionally.

5. Run labels for mailing - sort by zip for newsletter.

6. Recruit and supervise volunteers for bulletin, newsletter and annual report.


Word Processing /Typing

1. Bulletins, Newsletter, and Annual Report.

2. Letters, committee/ministry minutes, etc.

3. Programs and tickets for special events.


Miscellaneous Duties

1. Update salary accounting book.

2. Maintain church calendar.

3. Check and relay E-Mail messages.

4. Insert appropriate tape at the end of each day for the answering machine.


SUPERVISION

1. The Parish Secretary is first responsible to the Office Manager.

2. The Parish Secretary is second responsible to the Sr. Pastor.


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