Sample Job Descriptions

While each congregation has different requirements, a job description will reflect individual congregational office needs. Responsibilities will vary from church to church. The skills and responsibilities required differ in each level. It is important to remember that skills can be acquired through part-time education and/or years of experience. Three sample job descriptions are provided.

Level A

This person is an integral member of the staff team. S/he provides vital front line contact with people, supports the work of the church, works with little supervision, provides reception duties, word processing, data entry, photocopying and general assistance to ministry personnel, the Official Board and committees of the Board.

TITLE

Office Assistant, Administrative Secretary or other appropriate title.

ACCOUNTABILITY

The church administrator/secretary is directly responsible to the Ministry and Personnel Committee.

SKILLS REQUIRED

• excellent interpersonal skills
• good computer skills
• knowledge of office equipment
• ability to listen and respond to requests with discretion, tact, patience, confidentiality.

RESPONSIBILITIES

• To receive all persons in a friendly and polite manner
• To be in the office and available to conduct business of the church Monday to Friday (excluding holidays) during hours specified under Terms of Employment
• To receive and dispense information regarding church scheduling
• To coordinate booking of church facilities
• To refer inquiries to appropriate individuals regarding church groups, baptisms, weddings, funerals, membership, donations, social or financial assistance, etc.
• To provide work processing for the minister and others as required (Order of Worship, announcements, newsletters, minutes, annual report, etc.)
• To enter data on membership, donations, etc.
• To photocopy as requested
• To maintain files
• To assure all office equipment is in working order
• To order and maintain office supplies
• To distribute mail.

PROFESSIONAL DEVELOPMENT

• To attend meetings and workshops of the United Church Office Administrators Association
• To take a professional course or classes as needed to enhance job responsibility (computer, stress managements, time management, interpersonal skills).

PERFORMANCE REVIEW

• Annual review will take place between the administrator/secretary and the M & P Committee. At this time goals, job description, performance appraisals and terms of employment should be reviewed.
• Absence from the office for illness, bereavement, family emergency or workshops, should be covered by a suitable replacement approved jointly by the administrator/secretary and the M & P Committee, at a fair rate of pay.

Level B

The work of the church administrator at this level requires interaction and discussion with the ministerial staff and/or supervising committee. Responsibilities are performed to completion and more administrative skills are required.

Accountability, Professional Development and Performance Review will be included as in Level A.

TITLE

Church Office Administrator, Administrative Secretary or other appropriate title

SKILLS REQUIRED

In addition to those skills required in Level A, skills required will include

• Excellent communication skills
• Excellent organizational skills
• Very good computer skills
• Works with minimum of supervision

RESPONSIBILITIES

In addition to those responsibilities of Level A, responsibilities may include

• To assess inquiries and direct to appropriate personnel
• To gather information as well as produce announement bulletines, newsletters, annual reports and other documents.
• To place advertisements with local media
• To maintain current membership list
• To maintain records such as Historic Roll, Baptism, Wedding and Funeral Registers
• To organize volunteers to assist with office tasks such as folding bulletins, collating, stapling and distributing the newsletter or annual report, etc.
• To order and maintain supplies for bulletins, offering envelopes, baptismal candles and certificates, memorial cards, visitors book, confirmation certificates, etc.
• To order audiovisual resources
• To keep bulletin boards accessible and up-to-date.
• To maintain a petty cash fund
• To receive inquiries for use of church facilities, book appropriate church space, complete contracts and collect fees for use
• To direct inquiries of those requiring financial or social assistance
• To assist with the handling of weekly offerings including posting weekly offerings and other deposits, and assist in the preparation of tax receipts under the direction of the treasurer.

Level C

This person is familiar with the policies and procedures of the local church and the United Church of Canada. S/he is responsible for the daily administration and functioning of the church office. At this level, the church administrator/secretary takes initiative and works independently performing the responsibilities as directed by the ministerial staff and/or Official Board and its committees.