Is your church ready to hire a secretary? This an exciting time for you and your church family! Chances are, that means you’ve experienced some growth and now need to support your church’s growth with additional staff outside of your family or volunteers. Hiring someone to help with the administrative support can feel overwhelming. Where do we start? What kind of person do we need? How far do we want to go with professional requirements? Many questions are likely swirling around in your heads, so we hope to make it easy. Check out this list of how to write the perfect church secretary job description to get you started!
1. Create a Job Title and Description
There are many different titles you could choose for your church secretary. The title you select may set the tone for the type of role that this is, so be mindful about the title you choose. Here are a few things to consider:
- Is this a secretary for the church as whole?
- Are you looking for an administrative assistant for the Lead Pastor?
- Does this role have any responsibilities outside of administrative support? Would those change the title in any way?
Once you’ve determined the job title for the role, consider the description. A job description should be clear and brief, but also detailed. For your job description, try to write with these things in mind:
- Is it clear and concise?
- Write with verbs in the present tense (example: Prints weekly bulletin)
- Use simple, easy-to-read language. This is not the time to show off your vocabulary.
Lastly, in your job description, let the candidate know how they will be providing meaningful work in your church. What’s the purpose of this role? Why are you hiring them now? These are important questions to answer, because great candidates will resonate with the purpose of the role most.
2. Consider the Qualifications
What are the major qualifications needed for the role? Are there specific educational qualifications needed? Does your candidate need to be available for specific working hours? For this role, do you need a certain level or type of experience? Are you open to someone with no work experience? Are you only looking for candidates with church experience? Consider all of the qualifications that make up an excellent candidate for the job. Make them plain and clear so job-seekers know plainly if they are a good fit for your church.
Also, consider the non-negotiables for the role. Is there any qualification that a candidate absolutely must meet to be considered for the role? Make that clear in your job description.
There are some helpful tips in this article about successful job posting as well.
3. Define the Responsibilities
This is where you can start laying out the unique needs for this role. A church secretary position can be defined in so many different ways. As we mentioned earlier, will this candidate be a secretary or assistant to the Lead Pastor? Will they be completing administrative tasks for your Kid’s Ministry? What are the specific elements needed for the job? Include all of the responsibilities here, but make sure they’re clearly defined. As you work on the job description, remember that clarity is critical. If there is something that is unclear in the hiring process, starting with the job description, that can lead to later confusion, frustration, or disappointment.
Will the secretary handle church needs only, or will they also help with funeral arrangements, weddings, and other non-church-related events? Whatever responsibilities will fall on them, be sure to list them out.
4. Be Clear about Any Additional Expectations or Requirements
Working in a church can be an amazing experience for anyone. Experience tells me, though, that many roles often have additional expectations. For example, do you want this person also to attend your church regularly? If so, make that known. Are there certain evening services or events that they are expected to attend? Whatever additional requirements you may have, list them. Don’t wait until they’re hired to start defining these needs. Put it in the church secretary’s job description so they can decide before even applying if they can meet the requirements.
5. Salary and Benefits
Churches have varying pay scales and structures. Clear up any questions by being clear about it in your job description. Is this hourly? Salary? Full-time? Part-time? What are the pay variables that the candidate should consider? As you navigate these elements, do your detailed research. Check on the average salary for this role in your area and throughout the U.S. Think about your church size, but also the cost of living in your region. These variables are important, because it will determine the types of candidates you will attract.
Additionally, be clear about any benefits provided for the role. Do they get health insurance? Paid vacation? Are there any other benefits they would want to know about? This will help potential candidates determine whether this is a good fit for them!
6. Start Date and Interview Process
When do you want this role to start? As we’ve mentioned previously, lay everything out plainly and clearly to avoid confusion. If you have an already defined interview process, you can also explain that in the job posting. Remember that clarity is key when considering writing the perfect church secretary job description, as it is a great way to show potential candidates the clear communication they will receive while working together.
7. Consider Your Tone
Does your job description make your church sound like a great place to work? Does your description of the role make it sound terrible or wonderful? Consider how you present the role and your church as you write the description. Once you’ve written the job posting, read and re-read it. Does it represent your heart and culture well? Does it represent your church well? If you’re looking to hire someone who is currently outside of your church, remember that this is their first opportunity to meet you and your church. Your tone should be encouraging, positive, and clear.
We’re so excited that you’re looking for a church secretary. Whether this is your very first church hire or a replacement for a previous hire, there are many great tips for how to write the perfect church secretary job. Remember, you’re looking to pay someone for the role (versus a volunteer position), so leave no stone unturned. Cover all of your bases with clarity and a well-laid-out plan and you’ll attract some of the best of the best candidates.
