Financial/Administrative Secretary

Full-time postion

Principle Function:  The secretary shall be responsible to the pastor and perform general office duties such as filing, recording, scheduling, making requisitions, preparing reports and typing copy.  The secretary will also maintain the church’s financial records and prepare financial reports.
Responsibilities:
  • Serve as receptionist; answering telephone and receiving visitors with tact, courtesy and diplomacy.  Keep calendar of appointments and church functions. 
  • Perform general office work, maintain supplies (office and janitorial) and various files. Keep records and compile these into reports.  Prepare reports periodically as directed. 
  • Review, open and distribute mail, prepare routine answers for approval and signature, answer routine correspondence in absence of supervisor. 
  • Edit and prepare all publications of the church.
  • Compose and type routine letters. Type routine form letters, copy, record cards, and reproduction masters.
  •  Assist committees with typing and record keeping as requested. 
  • Act as required during supervisor’s absence in making decisions or taking any necessary action not requiring supervisory approval.
  • Notify committee members of meeting dates when requested. 
  • Notify pastoral staff of sickness or death of church members. 
  • Must have working ability of general office software, etc., Excel and Publisher. 
  • Secretary will provide notarial duties.
  •  Post receipts and disbursements of all accounts according to financial system.
  •  Post offerings weekly to individual accounts; file payment envelopes.
  • Prepare bank reconciliation statements monthly.
  • Prepare monthly and annual financial reports for Stewardship Committee and church business meetings. Secretary must attend all Stewardship Committee/budget meetings.
  • Prepare monthly, quarterly, and annual government reports.
  • Check and total all invoices when approved, and inform responsible persons of their budget expenditures.
  •  Receive and answer inquiries concerning financial matters, maintain file of invoices, correspondence and reports.
  • Prepare and issue checks/payroll to staff members, designations and organizations in accordance with church policy. 
  • Requisition and prepare all forms and records for the Stewardship Committee.
  • Responsible for issuing specialty credit cards (Walmart, Sam’s, Lowes) as well as canceling credit cards that are no longer in use. 
  •  Secretary is responsible for preparing church payroll.
  •  Confidentiality is mandatory. 
  • Perform other administrative/financial tasks as requested by pastor/staff.