Church Secretary

St. Paul’s Episcopal Church
485 Appleton Street
Holyoke, Ma. 01040

413-532-5060

Employment Classification: Intermittent (18 hours)
Immediate Supervisor: Priest

A Church Secretary offers clerical support to the pastor in the church’s administrative office. The job description of a church secretary requires a strong attention to detail, the capability to communicate well with parishioners, and the ability to stay organized.

Position Description

The church secretary handles a wide range of office tasks, including but not limited to filing, answering phones, responding to emails, processing incoming mail, processing invoices, checks, deposits and also acts as a liaison between the parishioners and church’s administrative branch.

Essential Duties and Responsibilities of a Church Secretary

• Has reliable transportation

• Answers phone calls in the church office.

• Completes clerical tasks as necessary, including computers, filing, and copying.

• Reads and responds to emails.

• Welcomes visitors, addresses questions, and assists them with any problems.

• Refers visitors and parishioners to the pastor or other administrators when necessary.

• Assists in planning church events, and community hall rentals.

• Creates, updates, and helps distribute church event calendars.

• Distributes mail that is delivered to the parish office to the proper employees.

• Acts as liaison to other volunteer organizations and church-affiliated committees.

• Maintains all church records, such as information regarding baptisms and marriages.

• Schedules meetings for church office employees.

• Attends parish meetings, takes minutes, and distributes minutes to the proper channels.

• Assists in writing, editing, printing, and distributing the weekly church bulletin.

• Arranges details for weddings, funerals, baptisms, and any other events that require the use of the church itself.

• Maintains the in-office calendar and keeps staff up-to-date on upcoming meetings and events.

• Assists the financial team in preparing payroll information, distributing checks, and maintaining office financial records.

• Sends out church mailings.

• Orders office supplies when necessary.

• Keeps the office clean and orderly.

Required Knowledge, Skills and Abilities

• Demonstrates the ability to clearly and effectively communicate information to parishioners and visitors.

• Excellent verbal and written communication skills.

• Demonstrates patience and understanding when dealing with confused, grieving, or difficult visitors to the office.

• Is friendly and courteous, and works well with a wide range of different personalities.

• Maintains a professional office atmosphere.

• Maintains the privacy of matters discussed.

• Does not engage in gossip.

• Possesses knowledge of publishing, word processing, and financial computer software, including Word, Excel, WordPress, QuickBooks, and Adobe.

• Strong emphasis on data entry experience, quick learner, process oriented.

• Strong computer skills including Google Docs, Google Office, and Microsoft Office.

• Technical experience in managing Zoom, Mailchimp and computer network systems.

• Comfortable with social media platforms, Facebook, Mailchimp, Wordpress.

• Demonstrates familiarity with website building and html.

• Exhibits strong organizational skills.

• Pays close attention to detail.

• Is capable of efficiently multitasking on a regular basis.

• Can work independently and takes initiative in completing tasks

• Has genuine enthusiasm for getting things done and is excited by being a key part of a mission-driven organization

Education and Experience

• Minimum high school diploma required.

• Basic office work experience required.

• Bilingual (English and Spanish) is strongly recommended but not mandatory

Work Environment

The majority of the workday will be spent in an office setting.

Some light walking and lifting is required.

Salary

The salary for a church secretary is $20.00/hour

The workweek for a part time secretary is four (4) days per week as follows:

Mondays: 9am - 1pm 4 hours

Tuesdays: 9am - 2pm 5 hours (See Scope of Work)

Wednesdays: OFF

Thursdays: 9am - 1pm 4 hours

Fridays: 9am - 2pm 5 hours

18 hours/week

Scope of Work

Tuesdays are dedicated to financial records.

• Process Sunday offering and checks received via mail.

• Make deposits (PeoplesBank 1866 Northampton Street, Holyoke)

• Record deposits into Quickbooks and weekly pledges into Realm.

• Check Vanco on-line for accuracy.

• Process invoices and create checks for review/signature by a member of the Financial Team.

• Print reports as needed.

Confidentiality

• The Secretary will not:

• Disclose to any third party (to include parishioners or employees) any details regarding the church’s financial business.

• Disclose any information regarding the Church’s private, pastoral or confidential information.

• Make copies of any confidential information or any content deemed confidential for personal use or for distribution unless requested to do so by the Church.

• Use Conidential information othr an specifically directed to by the Church.

Job Type: Part-time

Pay: $20.00 per hour

Expected hours: 18 per week

Schedule:

• 4 hour shift
• Morning shift
• No weekends

Work Location: In person

Salary : $20