Office Secretary

Position Purpose, Authority and Accountability

Under the general supervision of the Pastor, the Office Secretary oversees the day to day activities of the church office, performing those services directly or through the assistance of other staff. Functions independently within parameters of established policies, procedures, and guidelines.

Minimal Education/Training Requirements

● Training/Education in record keeping, bookkeeping/accounting, office management and computer skills.

Minimal Skills or Proficiency Requirements

● Functional literacy in spoken and written English.

● Typing skills at least 40 words per minute.

● Computer proficiency, familiarity with Windows, Microsoft Word, and Excel.

● Working knowledge of office machine operations such as copier and computer system.

● Effective organizational, communication, supervisory and interpersonal skills.

● Demonstrated attention to detail.

● Demonstrated effective time management.

Essential Job Functions

• Reception

1. Answers the telephone, routes calls, receives/transmits messages.

2. Greets visitors and directs them to the proper areas or people in a friendly manner.

3. Checks out keys as needed for members and other groups using the church building.

4. Records information on the calendar for staff use with scheduled times.

5. Receives requests and relay messages for meeting set-ups and media equipment needs to the custodian or appropriate persons.

B. Clerical Support

1. Performs typing, photocopying and mailing for the Pastor and other members of the church as appropriate.

2. Receives, sorts and distributes incoming mail.

3. Establishes and maintains an effective filing system.

4. Maintains office equipment in safe working conditions, maintains inventory of office supplies and orders supplies as needed within established financial boundaries.

5. Type and print, edit and prepare distribution of weekly calendar and announcements, assemble materials, type, edit, print and distribute newsletters or other materials as requested by other committees for mailings.

6. Order special offering envelopes or other materials as requested by Pastor or committee chairs.

7. Make arrangements with florist and donating parties when appropriate for alter flowers.

8. Serve as secretary at the Church Conference.

9. Do PowerPoint for Sunday morning as needed.

C. Membership

1. Assures confidentiality of members files are established and maintained for giving, membership, confirmation, baptism, death, certificates of transfer, etc.

2. Updates addresses and telephone numbers for church members.

3. Review and oversee attendance sheets, letters to visitors, and assists the Pastor and membership committee with new member class materials.

General Functions

● Comes to work as scheduled and consistently demonstrates dependability and punctuality, complies with attendance policy.

● Reports for work with clean, neat personal appearance, consistently presents professional image.

● Accepts assigned duties, instructions, or correction in a cooperative manner, voicing concerns or disagreement in a professional manner through established chain of authority according to established procedures.

● Observes safety hazards and emergency situations, and reports to appropriate person or takes corrective action according to established procedures, works safely without danger to self or others.

● Maintains confidentiality of all business information.

● Maintains effective customer relations in interactions with others.

● Performs other related duties and projects as assigned.

Physical/Sensory/Cognitive Activity Requirements

This list is not meant to be inclusive, rather exemplary of types of physical activities involved in the performance of essential functions.

Lifting, carrying, pushing and/or pulling(strength); Routinely engages in sedentary to light physical activity associated with office work, may lift up to 20 lbs. Alone or carry approximately 10 lbs. Short distances, such as moving packages of office supplies within the office.

Climbing and/or balancing; Routinely maintains physical equilibrium to safely move around the office area and through the church, perform desk work, do light lifting and carrying.

Stooping, kneeling, crouching, and/or crawling; Occasionally engages in these activities associated with getting/placing items on low shelves or the back of low file drawers, retrieving dropped items from the floor, clearing paper jams from the photocopier.

Reaching, handling, fingering, and/or feeling; Routinely uses tactile sense and manual dexterity to perform secretarial, clerical, and bookkeeping/record keeping activities via pencil and paper, the computer or typewriter, and to operate business machines.

Repetitive movements; Keyboard activities, either typewriter or computer.

Recognition/vision and mental processing; Routinely processes large quantities of writer information, forms, and numbers associated with accurate, legible bookkeeping/record keeping and secretarial/clerical functions.

Smell; Routinely observes unpleasant environmental odors or those related to improper function of business machines.

Verbal communication; Routinely interacts with individuals in situations highly dependent upon audible, intelligible verbal communication, face-to-face and via telephone.

Emotional Behavior Requirement: Routinely interacts with individuals who may be discourteous, tactless, demanding, frustrated, angry or hostile, emotionally vulnerable, or mean-natured. Routinely called upon to control own emotions and behavior so as to respond professionally in accordance with effective employee and customer relations.

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I understand that this Position Description is not intended to be an all-inclusive list of every task I may perform, but a description of the minimal qualifications, essential functions, and physical, sensory, cognitive, and emotional behavior abilities this job requires, with or without accommodation.

To apply send resume and cover letter detailing qualifications to oumciowa@gmail.com. For more information you can call the church at 641-342-2830.

Job Type: Part-time

Pay: $15.00 per hour

Work Location: In person