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Employment of Church Secretary/Office Manager Page 1 of 4 Employment of Church Secretary/Office Manager Employment agreement made this day of , 20 , between , a Sec. 501(c)(3) organization of the (Name of Church) Internal Revenue Code, a nonprofit Church Corporation organized and existing under the laws of , with its principal office located at (State) , referred to herein Church, and (Street Address, City, County, State, Zip Code) , of , (Name of Employee) (Street Address) , referred to herein Employee. (City, State, Zip Code) 1.The Church employs the Employee as office manager of the Church. Employee’s Job Responsibilities shall consist of the following : supervise the office, staff, salespeople, laborers, contracts, supplies, materials, and other office activities of the Church, CORRESPONDENCE: Respond to individuals needing written communication. Compose letters when re-quested by the pastoral staff. Send letters to all first-time visitors to the church. Be sure all correspondence is mailed in a timely manner.  MAINTENANCE OF OFFICE EQUIPMENT: Operate, clean regularly, and recommend to the supervisor maintenance needs for all office equipment (i.e., copier, folding machine, typewriters, computer, etc.).  PREPARATION OF BULLETIN: Keep an up-to-date calendar of events, gather information, type bulletin information in designated format, spell-check, proofread, get pastoral approval, copy and fold weekly bulletins.  ADMINISTRATION OF COMPUTER OPERATIONS : Do everything possible to become a proficient computer operator. Supervise all computer-related procedures. Plan overall utilization of computer capabilities. Responsible to see that all changes are kept up- to-date. Generate reports when required by pastoral staff or other members of the church.  SECRETARIAL SUPPORT TO PASTORAL STAFF: Help with correspondence, telephoning, and any other tasks that might be done to free them as much as possible to do more important duties.  MAINTENANCE OF OFFICE FILES : Keep all files in an orderly manner and prepare filing system directions for other users. Maintain records of baptisms, dedications, weddings, membership and visitor attendance.  ADMINISTRATION OF A LOST AND FOUND CENTER.  KEYS: Maintain a current list of key holders and provide keys to personnel as needed. Collect keys when people leave.  MAINTAIN PETTY CASH. Employment of Church Secretary/Office Manager Page 2 of 4 MAINTAIN MASTER CALENDAR.  OPEN, DATE, AND SORT INCOMING MAIL.  MAINTENANCE OF HOSPITALIZED BOARD.  RECEIVES VISITORS TO OFFICE AND RESPONDS TO NEEDS.  HANDLES THE TELEPHONE AND ANSWERING MACHINE.  INVENTORY CONTROL FOR OFFICE SUPPLIES. Provides an uninterrupted support of total church office operations. Orders supplies as needed.  SUPERVISION OF VOLUNTEER OFFICE HELP . Includes recruiting, scheduling, training, and work review.  PREPARATION OF THE ANNUAL REPORT. Responsible for setting reasonable deadlines for acquiring reports from the commissions, typing the information received, editing, formatting, proofreading, copying and assembly of reports. 2. Job Requirements and Guidelines  Protect the reputation and integrity of others through strict confidentiality.  Develop an attitude toward role as a minister of church, not merely office help.  Demonstrate a high level of trust. (A violation of trust will result in immediate dismissal.).  Display the ability to communicate well, both verbally and written.  Create an environment that is inviting to people passing through on a daily basis.  When urgent situations arise, your first priority is to the person involved. Identify the need and its degree of urgency. Then refer, counsel, or take a message for one of the pastoral staff members.  Develop procedure for handling complaints and problems.  Develop procedure for handling visitors during office hours.  Cooperation in scheduling and planning to see that the goals and objectives of the church are being realized is necessary. This assumes a firsthand knowledge of current policies, procedures and programs at the church.  Keep abreast of church protocol by keeping policies current and drafting needed policies for the pastoral staff to channel to the proper commissions. All of the above are subject to the direction and control of the Pastor and, officers and Board of Directors of the Church. The Church has the absolute right to refuse to accept orders procured by the Employee. The Employee accepts this employment and agrees to devote her full time, full attention and best efforts to performance of her duties, which shall include such additional duties as the officers or board of directors may from time to time assign to her. Employee shall perform all of her duties in a manner satisfactory to the officers and board of directors. The Employee shall obey all policy, rules and orders of the Church set by the officers and board of directors. 3. Compensation. The Church shall pay to the Employee the sum of $ per month, less withholding as required by law, as compensation for her services: Employment of Church Secretary/Office Manager Page 3 of 4 4. Term. The term of this agreement shall be years beginning , (Number) (Date) and ending ,but subsequently shall automatically continue from week to week (Date) unless either party gives written notice to the other party that it shall expire on that date. However, either party may terminate this agreement at any time by written notice to the other party. 5. HOSPITALIZATION INSURANCE . The Church shall pay for hospitalization insurance for the Employee with such insurance company and such coverages as the Church from time to time chooses. The Employee shall have the right to add her spouse and minor children to the policy coverage by paying the additional premium for them and satisfying any other conditions of the insurance company. 6. Records. All books, records, reports, accounts, and documents relating in any manner to the Church's Ministry, whether prepared by the Employee or otherwise coming into Employee's possession, shall be the exclusive property of the Church and shall be returned immediately to the Church on termination of employment or on the Church's request at any time. 7. Severability. The invalidity of any portion of this Agreement will not and shall not be deemed to affect the validity of any other provision. If any provision of this Agreement is held to be invalid, the parties agree that the remaining provisions shall be deemed to be in full force and effect as if they had been executed by both parties subsequent to the expungement of the invalid provision. 8. No Waiver. The failure of either party to this Agreement to insist upon the performance of any of the terms and conditions of this Agreement, or the waiver of any breach of any of the terms and conditions of this Agreement, shall not be construed as subsequently waiving any such terms and conditions, but the same shall continue and remain in full force and effect as if no such forbearance or waiver had occurred. 9. Governing Law. This Agreement shall be governed by, construed, and enforced in accordance with the laws of the State of . (Name of state) 10. Notices. Unless provided herein to the contrary, any notice provided for or concerning this Agreement shall be in writing and shall be deemed sufficiently given when sent by certified or registered mail if sent to the respective address of each party as set forth at the beginning of this Agreement. 11. Mandatory Arbitration. Notwithstanding the foregoing, and anything herein to the contrary, any dispute under this Agreement shall be required to be resolved by binding arbitration of the parties hereto. If the parties cannot agree on an arbitrator, each party shall select one arbitrator and both arbitrators shall then select a third. The third arbitrator so selected shall arbitrate said dispute. The arbitration shall be governed by the rules of the American Arbitration Association then in force and effect. Employment of Church Secretary/Office Manager Page 4 of 4 12. Entire Agreement. This Agreement shall constitute the entire agreement between the parties and any prior understanding or representation of any kind preceding the date of this Agreement shall not be binding upon either party except to the extent incorporated in this Agreement. 13. Modification of Agreement. Any modification of this Agreement or additional obligation assumed by either party in connection with this Agreement shall be binding only if placed in writing and signed by each party or an authorized representative of each party. 14. Assignment of Rights. The rights of each party under this Agreement are personal to that party and may not be assigned or transferred to any other person, firm, corporation, or other entity without the prior, express, and written consent of the other party. WITNESS our signatures as of the day and date first above stated. (Name of Church) ________________________ By: _______________________________ (Signature of Employee) (Signature of Officer) (Printed Name of Employee) (Printed Name & Office in Corporation)