Procedure - How to Perform Basic Church Secretary Works
Section: Human Resource Procedures
Procedure Owner: Ignition633 Ministries Nigeria Human Resources
Procedure Name: How to Perform Basic Church Secretary Works Procedure
Origination Date: November 2024
Purpose
This procedure provides step-by-step guidance on how the church secretary carries out daily, weekly, and periodic tasks to ensure the smooth functioning of church administration and operations.
Scope
This procedure applies to the church secretary and outlines detailed processes for completing administrative, communication, and operational tasks.
How to Perform Basic Church Secretary Works
Administrative Support
Clerical Support
- Review the day’s tasks and prioritize based on leadership directives.
- Draft, edit, and print documents such as letters, reports, and meeting agendas.
- Distribute finalized documents to relevant recipients.
Scheduling
- Coordinate with church leadership to identify availability for meetings, appointments, and events.
- Use scheduling tools or calendars to book and confirm dates.
- Send reminders to attendees 24-48 hours before scheduled events.
Office Operations
- Perform a daily check to ensure all office supplies and equipment are functioning.
- Report or resolve maintenance issues promptly.
Communication Management
Correspondence
- Check emails, voicemail, and physical mail daily.
- Respond to inquiries or forward messages to appropriate departments.
Bulletins and Announcements
- Draft content for weekly bulletins or newsletters.
- Review and approve content with supervisor before dissemination.
- Distribute materials via email, social media, and printed formats.
Outreach Communication
- Create posts for social media platforms to share ministry updates and Christian messages.
- Organize and host virtual outreach events using tools such as Zoom or Teams.
Record Keeping
Membership Records
- Update membership database with new member information.
- Verify and correct any discrepancies in existing records.
Document Management
- File meeting minutes and administrative decisions in the church archive.
- Regularly back up digital records to secure storage.
Event Coordination
Planning
- Collaborate with leadership to outline event objectives and schedules.
- Draft a checklist of logistical needs, including venues, materials, and volunteers.
Execution
- Confirm bookings and ensure all materials are ready in advance.
- Supervise setup and provide support during the event.
Financial Assistance
Expense Tracking
- Record office-related expenses in a budget tracking system.
- Review expenses monthly and report any anomalies to leadership.
Inventory Management
- Conduct weekly inventory checks.
- Place orders for supplies while adhering to budget limits.
Technology Proficiency
Digital Tools
- Log in to church management software daily to monitor updates or tasks.
- Train volunteers or staff on how to use specific office applications if needed.
Equipment Maintenance
- Perform routine checks on printers, computers, and other office devices.
- Coordinate repairs or replacements as needed.
Volunteer Coordination
Recruitment
- Announce volunteer opportunities during services or in bulletins.
- Interview and onboard new volunteers.
Training
- Conduct short briefing sessions to clarify roles and expectations.
- Provide hands-on guidance during events or office tasks.
Training and Development
- Attend workshops or webinars as scheduled by the ministry.
- Share newly acquired knowledge with staff during team meetings.
Conflict Resolution
- Address minor disputes through one-on-one discussions.
- Keep a record of resolved issues for future reference.
- Report unresolved or serious matters to church leadership promptly.
--------------------------------------------------------------------------------------------------------------------------------------
This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this procedure, employees should contact the HR department at hr.nigeria@ignition633.org