Druid Hills United Methodist Church

1712 S. E. Lake Weir Rd.

Ocala, FL 34471
JOB DESCRIPTION
Position:

Church Secretary

Supervisor:

Pastor, Staff-Parish Relations Committee

Days of Work:

Monday through Friday

Hours of Work:

9:00 a.m. to 1:00 p.m.

Position Type:

Hourly

Probationary Period: Ninety (90) days

Brief Job Description: This is a vital, part-time administrative position in an active church office.
Supervised by and working very closely with the Pastor, performs essential administrative duties including
effective communications with members of the congregation, volunteers, district and conference offices,
vendors and the public; develops documents, both written and electronic; supports volunteer church
leaders and provides assistance for regular church meetings; coordinates schedules of activities; assists
with basic accounting duties, coordinates office volunteers. Requires exceptional interpersonal and
organizational skills and problem solving abilities. Must be able to function independently at times and
utilize MS Office software programs and conduct internet communications.
Skills and Requirements:
I.

Computer
A. Ability to use word processing, data base and desktop publishing to:
1. Prepare weekly church bulletin
2. Prepare, layout, and print letters, newsletters. Supervise mailing or other
distribution of documents and communications.
3. Assist the Pastor in the preparation of correspondence and other necessary documents to
conform to accepted business and church procedures.
4. Prepare and update master mailing lists and labels, email addresses and people directories.
B. Ability to use Internet services and access email.
C. Ability to back-up files on a weekly basis.

II. Basic Bookkeeping & Accounting

A. Ability to receive, research and organize bills, invoices, bank statements and financial
correspondence:
Work closely with church book keeper/accountant by providing administrative support
including delivering and tracking financial documents received and paid.
Generate reports as required by Pastor and/or Finance Committee and book keeper.
B. Work closely with Pastor, Finance Committee Chair, Financial Secretary, book keeper and
accountant to insure accurate records are timely processed and maintained.
III. Copier and Office Equipment
A. Ability to operate copier, including the special functions to:
1. Prepare and Copy bulletins weekly
2. Copy committee and other church group materials as requested and necessary.
3. Prepare, copy and/or distribute electronically letters, newsletters and other communications
regularly.
B. Contact maintenance services and order supplies for copier as needed.

Druid Hills United Methodist Church

1712 S. E. Lake Weir Rd.
Ocala, FL 34471
IV. Telephone
A. Ability to use courteous and personable voice when answering phone.
B. Ability to answer and operate special functions of a dual-line phone system to:
1. Take messages; retrieve messages from church voice mail on a daily basis.
2. Provide helpful information to callers.
3. Direct callers to proper person(s) in charge to answer questions.
4. Call parties as pertains to the operations of the church.
V. Mailings and Correspondence
A. Mail and/or transmit bulletins, newsletters and correspondence as necessary
B. Open and distribute incoming mail to the appropriate person or box.
C. Communicate high priority mail or message items immediately.
VI. Miscellaneous
A. Perform day-to-day business operation of the church
B. Maintain attendance and visitors records
C. Maintain sufficient office supplies.
D. Inform the Trustees regarding arrangements and scheduling of church activities.
E. Order supplies for various committees from Cokesbury or other companies (i.e.,
Sanctuary supplies for worship, Sunday School literature for education, etc.)
F. Maintain the church calendar and keep the pastor advised of appointments and
meetings.
G Prepare, transmit and distribute reports and forms as requested by the Pastor to meet the
requirements of the United Methodist Church, the District Office and the Florida Conference.
H. Work closely with the Pastor on wedding, baptism and funeral arrangements.
It is important to maintain close contact with bridal families to ensure coordination of
churchs responsibilities to them.
I. Keep the lines of communications open between the Pastor, staff and/or congregation.
J. Coordinate any other activities or tasks as the Pastor may request, and in general provide
support to the Pastor in fulfilling his/her duties.
K. Maintain orderly office setting, to include appropriate attire.
L. Offer courteous reception for those who come into the office area.
M. Work with volunteer coordinator on office volunteers.
Personal Skills and Requirements
A. Exhibit an active and growing Christian faith
B. Exhibit exceptional interpersonal skills and maintain a positive demeanor and attitude.
C. High School Graduate
D. Two (2) years office experience
E. Self-motivated
F. Able to work under pressure
G. Ability to maintain confidentiality
H. Organizational skills a must
Other Requirements:
See the Druid Hills UMC General Personnel Policies for information regarding vacation and absence
policies.
Revised November 2015