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Secretary Job description

Zion Lutheran Church – Minot, ND

Church Secretary

Primary Supervisor: Lead Pastor


The expectation for the Church Secretary is to run the Zion Lutheran Church office in a manner that is efficient, timely, economical and orderly.


Position Criteria: This person is to be a well-organized, detail-oriented, self-motivated team player who works well with people of all ages. Personal qualities that go along with this position are excellent people skills, patience, dependability, flexibility, confidentiality, and an enthusiastic and caring attitude. The Church Secretary position is a 12 month hourly paid position.


Position Responsibilities:


1) Receptionist:

  • Answer phone calls, respond to questions, take messages, or forward to the appropriate staff person.
  • Retrieve messages from voice mail.
  • Greet scheduled and unscheduled visitors.


2) Clerical & Administrative:

  • Open and sort incoming mail.
  • Take outgoing mail to the mailbox or post office.
  • Assist staff with mailings as needed – proof, format, print, run labels, affix postage or calculate and prepare for bulk mail.
  • Maintain bulk mail account.

·         Prepare monthly newsletter for  bulk mailing, take to post office

·         Keep devotional rack filled - Christ in our Home, Portals of Prayer, SPARK Family

  • Maintain office files for equipment, correspondence, reports, committee minutes, archives, etc.
  • Update and print church brochures and office forms as needed.
  • Maintain the master church calendar (Google) and print schedules for staff meetings.
  • Schedule and collect fees for baptisms, weddings, funerals, and other property use requests in accordance with the Building Use Policy.
  • Complete baptism and confirmation certificates.
  • Notify committees and church council of upcoming meetings.
  • Distribute minutes, agenda, and Treasurer’s report to the church council mail boxes.

·         Coordinate maintenance of building and office equipment as needed.

  • Maintain inventory of office supplies and order as needed.
  • Keep track of church keys checked out.
  • Prepare the weekly bulletin, including necessary announcements and inserts.

·         Prepare and mail the Zion Visitor monthly newsletter.

·         Prepare the Annual Report to the congregation.

3)  Membership Records:

  • Maintain current contact information (address, phone, email)
  • Maintain individual membership records for each member containing vital statistics (birth date, baptism, confirmation, etc.)
  • Maintain the various member and household groups in the computer.
  • Maintain new member lists and forms, prepare packets for orientation.

·         Enter New Member information in Revelations

  • Oversee transfer paperwork for new members joining and members transferring out.
  • Record baptisms, confirmations, weddings, funerals and new members in the official record book and in the computer database.
  • Be the primary point-person for maintenance of the church membership software.


4)  Miscellaneous:

  • Follow up with people who mark the “Welcome to Worship” forms
  • Prayer Chain – make calls to add people as needed.
  • Altar Guild – purchase candles, wine, grape juice and other communion supplies.
  • ZLCW – type and mail the monthly financial report, order periodicals, and keep track of Camp Metigoshe sponsorships.
  • Minot Daily News – primary contact person for advertising.
  • Update Zion’s website & facebook page as needed.
  • Collect and print bios for new members and annual meeting nominees.
  • Sell tickets for church activities.
  • Maintain lost & found.
  • Maintain bulletin boards.
  • Restock the informational racks and straighten up the usher’s station.
  • Order flowers at Easter and Christmas.
  • Assist with updating the Zion church directory.
  • Ensure the building is locked each night.
  • Work with additional help, both paid and voluntary.
  • Perform other duties as necessary.


 Applications are being received in the church office.