What Every Church Secretary Wishes You Knew: 7 Behind-the-Scenes Roles They Juggle Daily

Okay, I'm going to come right out and say it.

The church secretary(ies) is one of, if not the most underappreciated, roles within the church. The pastors may be the face of the ministry, and the volunteers may keep the programs running, but it's usually the church secretary who quietly holds everything together.   

The church secretary is the unsung hero in the church. They're the ones doing the multi-tasking, problem-solving, and calendar juggling that keep the church running smoothly.

In this article, we’re pulling back the curtain on seven critical (and often overlooked) roles church secretaries handle every single day. If you’ve ever wondered how everything just seems to “work,” this one’s for you.

The Master of Sunday Prep Logistics

Sunday services simply wouldn't happen without the hard work of the secretary. To say they do a lot is a colossal understatement.

They coordinate the printing of bulletins, prepare communion schedules, manage volunteer schedules, and ensure that the sanctuary is set up for each service. Without their hard work, Sundays would feel like a disorganized mess. 

The next time you go to church and everything goes off without a hitch, thank the secretary. They may not be in the spotlight, but their behind-the-scenes work is crucial to the success of Sunday services.

The Gatekeeper of Communication

Churches receive and send a lot of communications. People call asking about service times or children's ministry arrangements or if a specific event is still happening. Questions come in through the website or social media pages. The pastor may need to send out reminders or announcements to members and attendees via email, text message, or phone calls. 

The secretary often manages all of this and more. They’re responsible for keeping track of contact information, responding to questions, and ensuring everyone receives important messages. Without them, communication within the church could easily fall apart. 

The church secretary is also often the first point of contact for new visitors needing help. They help them navigate the church and answer any questions they may have. This role requires strong communication skills, patience, and a welcoming attitude to make visitors and members feel comfortable. 

Tithely was built with church secretaries in mind. It allows them to engage with members and drive action through email and text messages. Automated campaigns can be set up to send reminders for events, collect donations, and even follow up with first-time visitors. 

The Organizer of Chaos

Without the skillful coordination of a church secretary, the daily operations of a church can quickly become chaotic. Church secretaries are responsible for maintaining order and organization within the church community, ensuring events run smoothly, and communication flows effectively between members.

One of the key responsibilities of a church secretary is event planning and management. They work closely with pastors and other members of the leadership team to organize events such as worship services, Bible studies, retreats, and social gatherings. They must create schedules, coordinate volunteers, handle logistics, and communicate with attendees.

Imagine what would happen without the church secretary. Rooms would be double-booked, funerals would grind to a halt, and chaos would reign.

Need help organizing the chaos of your church? Check out our comparison between Planning Center and Tithely.

The Keeper of Church Records

Have you ever considered how much information churches need to keep track of? It's a mountain of data:

• Weekly attendance
• Donations
• Baptisms
• Wedding records
• Member contact information
• Volunteer schedules 
• Small group involvement 
• Prayer requests 
• Event registrations 
• Service times and sermon topics 

For some of these things, the consequences of not tracking them can be serious. For example, what if someone who indicated they are interested in becoming a member of your church doesn't receive information about membership classes because their contact information was lost or outdated?

Or even more seriously, what if a church fails to properly track donations and gets audited by the IRS? This could result in major financial consequences and damage the church's reputation. It's crucial for churches to have a system in place for tracking important information and staying organized.

Church Management Software (ChMS) like Breeze is designed to make tracking all of this information, well, a breeze. It allows churches to keep track of membership, attendance, donations, and more, all in one centralized location. Churches can easily pull reports on membership and attendance trends, as well as financial statements to ensure compliance with tax laws.

Running a church via spreadsheets is a nightmare that no church secretary should have to endure. With ChMS, everything is organized and easily accessible.

The Event Planner Nobody Sees

We've touched on this, but it's worth discussing in detail. The church secretary often functions as the event planner extraordinaire. They coordinate weddings, potlucks, funerals, vacation Bible school, community events, and a hundred other things.

It's at these events that the church body connects. It's where they build friendships and support one another, and love each other. These events are crucial to the life of the church. Without them, the church becomes nothing more than a Sunday meeting.

The church secretary makes sure these events go according to plan and that everyone involved is informed and on the same page. They keep track of RSVPs, organize food and supplies, and make sure everything runs smoothly.

As one anonymous secretary said, “I book the caterer, schedule the hall, and find the coffee urns—and sometimes get zero credit.”

A ChMS system like Breeze can also be tremendously helpful in this regard. With features like event registration and automated reminders, the church secretary can easily manage events and stay organized.

The Financial Admin

In many churches, the secretary also serves as the financial administrator. They do things like handle expense reports, track giving, prepare reports for the pastor, and send out giving statements to members at the end of the year.

Stewardship, accountability, and transparency are heavy burdens the secretary must bear. When people donate to the church, they expect their donations to be handled properly.  The church secretary must ensure that all funds are recorded correctly and allocated to the appropriate areas within the church's budget.

The role of a financial administrator is crucial for maintaining the financial health of a church. It requires attention to detail, organization, and strong communication skills. The secretary must work closely with the pastor and other leaders to make sure the church's financial resources are being used wisely and responsibly.

The good news is that tools like Tithely and QuickBooks work together to help the church secretary properly manage the church's finances. Donations tracked in Tithely can be seamlessly synced with QuickBooks, making it easier for the secretary to track and report on the church's financial health. Gifts can be easily and properly allocated to the correct part of the church's budget. Rather than trying to stay on top of everything manually, the integration between Tithely and QuickBooks streamlines the process and reduces the potential for human error.

The Silent Supporter of Everyone Else

Finally, the church secretary often serves as the silent supporter of many members of the church. They encourage church staff, listen to members vent, support grieving families, and often pray quietly behind the scenes. Their emotional labor keeps the heart of the church beating. Their empathy and listening ear create a safe space for others to share their burdens.

Beyond listening, church secretaries often go the extra mile by organizing meals for families in crisis, sending thoughtful notes to those going through tough times, or quietly ensuring that someone’s prayer request is carried to the right people.

They are the real MVPs of the church, working tirelessly behind the scenes to ensure everyone feels cared for.

Final Thoughts: Let’s Appreciate the Church Secretary More

When we get to heaven, we'll get to see all God did through church secretaries. We'll see how their big and small, quiet and loud acts of service made a huge difference in people's lives. But while we're still on earth, let's not wait until then to appreciate and value the work of church secretaries.

Let's take the time to thank them for all they do. Let's remember to pray for them and encourage them in their role. And let's strive to emulate their servant-hearted attitude in our own lives.

And while we're at it, why don't we get them the tools that will make their jobs so much easier? Whether it's a Church Management System or the latest QuickBooks upgrade, investing in their work is investing in the Kingdom of God.

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