Executive Secretary Job Description

Church related tasks:

• Receive visitors, salespersons and appointments to church office.
• Answer phone calls for church office.
• Process mail.
• Manage office operations (equipment, supplies, maintenance schedules, etc.)
• Assist church ministries in clerical, communication and supply needs.
• Manage all advertising operations for the church.
• Produce and publish the FirstWord and the Employee Newsletter
• Manage the church calendar
• Assist in church projects as needed. (Conferences, dramas, etc.)

Pastoral Secretarial tasks:

• Screen and process phone calls as per pastor’s instructions.
• Open and process incoming mail other than mail marked personal for pastor.
• Maintain files for church business matters.
• Take dictation and prepare outgoing letters, memos, etc.
• Manage monthly and yearly calendar for pastor.
• Make travel and accommodation arrangements for pastor.
• Manage weekly appointment list for pastor.
• Assist in pastoral projects and business as required.

Ohio District Secretarial tasks:

• Supervise calendar and critical date planning.
• Process all superintendent’s correspondence.
• Prepare materials for district board meetings.
• Maintain files for district matters.
• Maintain communication between district ministers and superintendent.
• Maintain close contact with district secretary in district administration duties.

Terms of Employment for Youth Pastor

The _________________________ Church agrees to the following terms of employment with Youth Pastor

1. An annual salary of $____________, to begin ____________________.

2. The salary will be paid on a bi-weekly basis.

3. Federal Withholding tax, FICA and other mandatory taxes shall be deducted from the gross amount each pay period. Other discretionary deductions may be determined between the Youth Pastor and the church financial secretary.

4. Health insurance and hospitalization for the family of the Youth Pastor. Terms of the insurance package shall be equivalent to that offered to other employees and are set by negotiation with the provider or his agent.

5. Reimbursement of expenses incurred while functioning as Youth Pastor. These expenses include mileage, meals and overnight accommodations when away from home on youth department functions, and all other youth related expenses.

6. Provision for regular days off and vacation time as may be agreed upon and approved by the Senior Pastor.

7. The first period in which a salary increase may be considered will be ___________________. All raises shall be subject to budgetary constraints.

The ____________________________ Church expects the following from Youth Pastor:

1. To maintain regular office hours in keeping with any salaried employee as determined by the Senior Pastor.

2. To keep the office generally aware of his schedule.

3. To keep the office informed of out-of-town ministry engagements.

4. To consult with the Senior Pastor before accepting non-ministerial positions or work agreements to supplement his salary.

5. To work within generally accepted practices of ethical conduct.

6. To maintain a loyal and harmonious attitude with the Senior Pastor.

7. To work in harmony with all other ministries, personnel and church members.

8. To bring all concerns or disputes to the Senior Pastor before discussing them with any other person.

9. To maintain proper accounting practices in accordance with the church financial secretary.

10. To assume responsibility for the safety, behavior and welfare of youth while in his care in youth activities, on outings or during church-sponsored trips.

11. To assume responsibility for the service and cleaning of church vehicles after they are used for youth activities.

We Care

A Guide to Pastoral Care at First Apostolic Church

Prayer for the Sick. The New Testament church prayed for sick persons to be healed. (James 5:14). We believe this example should be followed today. Our ministers and deacons anoint and pray for the sick almost every service. If you have a special prayer request, you may call the church office and the prayer groups and ministers will be notified. We also encourage you to ask one or two other church members to pray for you.

Hospital Visits. Whenever a church member is admitted to the hospital for more than one day, one of our ministers or elders tries to make at least one visit. “I was sick and you visited me.” (Matthew 25:36.) We keep our visits brief and positive. If you are going into the hospital and want us to visit you, please call the office and let us know.

Surgery. Surgery can be a traumatic experience, and most people want and appreciate prayer when they face it. If you would like, one of our ministers or deacons will come and pray for you before your surgery. Out-patient procedures are not normally included, unless you specifically request a visit.

Home Visits. Prayer and spiritual help are always available when you come to a church service. In times of extreme crisis, however, you may need a member of our pastoral staff to pay a visit to your house to pray or to help with an emergency. We will make every effort to respond. We also encourage people to call and receive prayer over the phone for needs.

Pastoral Counseling. Resolving personal and family problems often need the help of a counselor. Our pastoral staff offers spiritual counseling based upon Bible principles and the leading of the Holy Spirit. We believe that God gives insight to those who carefully study His Word and will submit themselves to it. Any pastoral counseling we administer usually takes one or two sessions, rather than multiple sessions over an extended period of time. If you feel like you need to talk, inform us of your need. Some situations may be handled in a few words after the service is over. If we think an appointment is necessary, we can arrange the time and place with you. We will make referrals to professional care-givers if necessary.

Special Functions: Members of our church enjoy several privileges that greatly enhance their personal and spiritual lives. These include weddings, funerals and baby dedications. Those who have benefited from these privileges can attest to their importance and blessing.

• Weddings: Our facilities are available for members to use for weddings at a great discount from non-members. Certain requirements must be met for individuals who want a church wedding, and all wedding ceremonies are subject to guidelines that assure the proper respect to the purpose of a house dedicated to God. Written policies that govern weddings, fee structure and the use of the building may be obtained from the church office. Pre-marital counseling may be required by the pastor. You may arrange this appointment directly with him.
• Funerals: When a death occurs, families need others to step forward and help carry the load. One of our pastoral staff will be available to officiate at the service, and we offer our facilities to any family who suffers the loss of one who is a member of the church or of a member of the immediate family. This includes the sanctuary for the service and the Family Life Center for a time of fellowship afterwards. We will work with the family to help provide a dinner for the family after the funeral service.
• Baby Dedications: While it is not our practice to baptize infants, we do find biblical examples where children were dedicated to the Lord and were blessed. We are happy to provide such services. Please make these arrangements with the Pastor.

In waiting for the services of the pastoral staff, please be patient. Other members also require attention and each one needs to be served fairly. Relate your specific needs to the pastor in a brief manner, yet it is important to be as complete as possible.

(This article is the first in series of tracts now being prepared for our guest packets.)

Learning To Be A Team Player

(Coordinate PowerPoint presentation on Media page.)

Frustrations in organizational leadership

• Leaders who do not understand you
• Peers who do not support you
• Subordinates who do not cooperate with you
• Program mandates from above
• Fundraising anguish
• No control over the money
• Traditions that hold you back

You Are On A Team

• Play your position well
• Not everyone can hit the homerun
• Every day has its heroes
• Playing together is what counts
• Learn continually

It’s what you learn after you know it all that counts. -John Wooden

What is a team?

• A team is fundamentally different from individual efforts.
• Most of the time, teams work better than individuals.
• There are tradeoffs for belonging to a team.
• Some attitudes and behaviors ruin teams.

Coaching the team

• Motivate the players
• Provide training
• Plan the strategy
• Give orders
• Enforce the rules
• Win through the players

The essence of leadership is a vision you articulate clearly and forcefully on every occasion. You cannot blow an uncertain trumpet. -Theodore Hesburgh

Playing on the team

• Self-motivation
• Discipline yourself
• Accept the strategy
• Obey orders
• Submit to discipline
• Win for the coach

Mid-level challenges

• Take orders
• Give respect
• Compromise
• Be loyal
• Curb your ambitions
• Support other departments
• Lead by example

Jesus and the disciples

• The Leadership of Jesus

– Choosing
– Teaching
– Visioncasting
– Defining strategy
– Commanding

Jesus and the disciples cont.

• The followership of the disciples:

– Submitting
– Learning
– Understanding
– Cooperating
– Obeying

Why were you (s)elected?

• No one else would take the job
• You had no strikes against you
• You met the basic qualifications
• Best choice among those available
• You were seen as a person of vision with leadership ability

What your election or appointment does not mean

• That you don’t have to take orders
• That you don’t have to ask permission
• That you can act independently
• That you can be obnoxious or arrogant
• That the department belongs to you

How to run a successful program or department

• Plan: What most organizational leaders do the least. You must plan

– far enough in advance
– with as much detail as possible
– how you will effectively spend your money

• Gather consensus before you act
• Communicate
• Share the glory

There are two ways to raise the level of leadership in your organization: 1) Train them or 2) Trade them. -John Maxwell

Problems with a superior

• The sentiment usually supports the older, wiser person
• Think it through
• Call him up
• Ask questions before you make statements
• Be aware of peripheral issues
• Make every effort to resolve the problem

Problems with a peer

• Test the feelings
• Consider the basic views or convictions
• Explain it to your superior
• Meet with the other person (a third party may be helpful)
• If you cannot agree, at least stop the war
• Be friendly and supportive

Problems with a subordinate

• Consider what you may have done to cause the problem
• Meet with the individual privately
• Define the problem
• Go over the repercussions from the conflict
• Get a pledge of loyalty and support
• Don’t use it as leverage

We see things not as they are but as we are. -Harvey Firestone

Weekly Prayer Plan

First Apostolic Church My Weekly Prayer Plan

Name:____________________ Date: _________________

People:

1. _______________________ 2. ___________________

3. ________________________4. ___________________

5. ________________________6. ___________________

Concerns:________________________________________________________________________________________________________________________________________

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

(Circle each day you pray)

Pray without ceasing. 1 Thessalonians 5:17