Knox Presbyterian Church, Georgetown

Congregational Secretary Position – Posted October 19, 2021

Position Description

The Congregational Secretary handles a wide array of office tasks, from filing to answering phones to responding to emails, and also acts as a liaison between the parishioners and any renters and the various Committees of the congregation.  They are the central communication point for the congregation. 

Essential Duties and Responsibilities

  • Liaise with the Minister regarding the work of the congregation
  • Answers phone calls in the church Office
  • Responds to messages left on the answering system or forwards them to the appropriate individual(s)
  • Reads and responds to emails sent to the congregation’s account
  • Distributes physical mail appropriately
  • Composes the weekly bulletin / service notes email and distributes it accordingly
  • Composes the weekly Easy Worship schedules in conjunction with the Minister and ensures they are available to the Knox and Limehouse computers.
  • Schedules maintenance appointments as required/requested by F&M or by the service providers themselves
  • Welcomes visitors, addresses questions, and assists with finding solutions
  • Refers visitors to the pastor or to others as necessary
  • Books rentals of the church facility, maintains the schedule to avoid conflicts, and informs the Custodian what days the building is being used
  • Collects rent from renters as required and passes all monies to the Treasurer
  • Creates, maintains, and publishes the church event calendar
  • Maintains an up-to-date congregational contact list (phone numbers and/or email addresses)
  • Safeguards the church’s record books regarding marriages, baptisms, and funerals
  • Attends congregational meetings (whenever possible) to take minutes and then distribute said minutes accordingly
  • Collects, collates, and publishes the Annual Report in early February
  • Assists in maintaining the congregation’s website and Facebook/social media presence
  • Assists with and/or publishes and sends out church mailings as requested (e.g. newsletters, congregants’ donation records, sympathy cards, etc.)
  • Orders office supplies when necessary, or other supplies as requested by such individuals as the pastor, the Treasurer, or the Custodian
  • In conjunction with the Treasurer, orders and distributes Donation Envelopes at the appropriate time of the year
  • Liaise with Limehouse PC as required.
  • Keeps the office clean and orderly

Required Knowledge, Skills, and Abilities

  • Demonstrates the ability to clearly and effectively communicate information to parishioners and visitors
  • Demonstrates patience and understanding when dealing with confused, difficulty, or grieving visitors to the Office
  • Is friendly and courteous, and works well with a wide range of different personalities
  • Possesses knowledge of publishing, word processing, and financial computer software, including Word, Excel, PowerPoint, and Publisher
  • Exhibits strong organizational skills
  • Pays close attention to detail
  • Is capable of effectively multitasking on a regular basis
  • Has the ability to think creatively, for purposes of the church website, Facebook or other social media presences, as well as other distributed church materials

Education and Experience

  • High school diploma required
  • Basic office work experience recommended
  • Administration/ executive assistant/secretary experience an asset

Work Environment

  • The majority of the workday will be spent within the Office itself
  • Walking and light lifting may be required from time to time.
  • Hours will be 8:30-12:30, three days per week (Friday is a must, as it is “publication day” for all bulletins).

Pay

  • Wage is set at $17.50/hour, reviewable annually
  • Payment will be on the 1st (first) and 15th (fifteenth) day of each month