Position Description

SUMMARY

The church secretary will provide reception, administrative and secretarial support to the pastoral staff, Board of Directors and ministry leaders to contribute in the development of the church.

QUALIFICATIONS

• Knowledge of both English and Cantonese, able to communicate in both languages, knowing Mandarin is an asset
• Excellent communication and interpersonal skills, along with a pleasant telephone manner
• Good organizational skills, able to work independently as well as part of a team
• Experience with standard office equipment
• Able to write general correspondence by using both Chinese and English
• Able to type in both Chinese and English with reasonable speed by using the computer
• Competency in Microsoft Office programs such as Word, Excel & PowerPoint and the use of the Internet

JOB DESCRIPTION

1. Secretarial & Administrative Work
   • Answer phone calls and take messages.
   • Clerical support for the pastoral staff and the Board of Directors.
   • Provide necessary office services and support to the pastors and the Board of Directors.
   • Support the church treasurers in updating the offering records and other financial matters.
   • Responsible for the daily administration of the church office.
   • Process incoming mail and outgoing mail.
   • Preparation of church publications.
   • Filing various church documents and maintaining church records in good order.
   • Administer the use and rental of the church building according to the church policy.
   • Take care of the office equipment.
   • Order and purchase church supplies and stationery.
   • Upkeep all copyright licensing and contract renewal.
   • Upkeep offering records and generate relevant reports for the treasurer weekly.
   • Deposit Sunday offerings to the bank once a week.
   • Prepare and distribute annual offering receipts.
   • Upkeep church inventory.
   • Upkeep church policies and bylaws.
   • Keep the corporation profile updated by filing changes with Ontario Government.
   • Support AGM and Council Election.
2. Worship
   • Collect the information needed for the bulletins of all Sunday Worship services.
   • Preparation and printing of the Sunday Worship bulletins.
   • Prepare bulletins for special worship services such as funeral services.
3. Accountability
   • The church secretary is responsible to the Senior Pastor and the Church Board.
   • The church secretary reports to the Senior Pastor
   • Ad hoc duties can be assigned by the Senior Pastor deemed appropriate.
   • The church secretary participates in the regular church staff meetings organized by the Senior Pastor to support fellowships and church ministries.
4. Additional Work
   • Coordinate with Building Management Department on property repairs and maintenance, e.g. regular inspections of fire equipment and HVAC systems.
   • Coordinate and assist with the design of bulletin covers for special occasions such as Easter, Thanksgiving, Christmas and Church Anniversary.
   • Coordinate and assist with the church decorations for special occasions such as Chinese New Year, Children’s Summer Camp, Easter, Thanksgiving and Christmas.