Secretary
Prince of Peace Lutheran Church
Virginia Beach, VA
Part-time
Administration / Clerical
Posted on September 15, 2019
20 hours per week. Proficiency test in clerical and computer skills. Organized and ability to work with a variety of individuals. Attention to detail and high level of confidentiality is important. Computer, copier, and telephone skills, as well as neat hand-writing, required.
ACCOUNTABLE TO: Pastor
PURPOSE: To serve the Church by providing secretarial support to the Pastor.
MINIMUM QUALIFICATIONS:
- AAS in Administrative Support Technology
- 2 Years Experience Administrative Assistant
- 1 Year Microsoft® Power Point or Equal
PRIMARY DUTIES AND RESPONSIBILITIES:
- Prepare weekly outline for both worship services
- Coordinate with music directors about songs for each service
- Prepare weekly bulletins for worship. Transfer bulletin text to open document presentation software and reformat for screen viewing. Include copyright data for all hymns and songs.
- For copyright purposes, report hymns used each week
- Maintain desktop and web-based month-by-month Church calendars- compile information, type, print, and prepare for uploading to world-wide web.
- Prepare monthly Church newsletter- compile information, type, print, and prepare for uploading to world-wide web.
- Update church website with new events and announcements
- Type weekly event sheets with prayer requests, birthdays and anniversary announcement and other pertinent information for the week- compile information, type, print, and prepare for uploading to world-wide web.
- Receive incoming phone calls, answer questions and provide information whenever possible.
- Welcome visitors in a Christian manner.
- Handle requests from needy for assistance in accordance with Pastor’s instructions.
- Sort and file incoming mail and take messages for Pastor and staff.
- Schedule appointments, type, mail, file, and handle correspondence concerning the Congregation, and provide general clerical and support tasks as assigned.
- Maintain schedule for special services such as baptisms, weddings and funerals.
- Ensure that office files are up-to-date and well-organized and that office equipment is clean and well-maintained.
- Order, purchase and pick-up office supplies as necessary. (Including any special bulletins, Advent and Lent devotional booklets, Portals of Prayer and Wheat Ridge Christmas Seals).
- Transcribe sermons from Sunday morning recordings or make duplicate recordings.
- Upload recordings of both services to website
- Type the appropriate forms for marriages performed, baptism, confirmation and first communion certificates.
- Proofread written materials generated by the Pastor, as requested, such as bulletins, articles and manuscripts.
- Maintain computerized Church record (Shepherd’s Staff and ACT!) updates, which includes posting of weekly attendance, members that transfer in or out of the congregation, new members, baptisms, confirmations, funerals, change of address, weddings and dedications of memorials.
- Prepare and send out welcome letters to visitors and record attendance in Shepherd’s Staff and ACT!, if applicable, as a prospective member.
- Purchase or make flower charts (for Sunday Worship Altar Flowers) and post in the Fellowship Hallway. Type flower dedications/honors/memorials on applicable weekly events/announcement sheet.
- Make order forms for Poinsettia (Christmas) and Easter Lilies and place them, along with labeled envelopes, on the bulletin rack in the Narthex in a timely manner. Place poinsettia and lily orders, along with payment from the Treasurer, when due.
- Keep a current hard-copy rolodex file and Church directory updated in electronic format.
- Cooperate with the President of the Church Council, Church Elders, Church Trustees, and other Church officers by performing any other duties when asked to do so.