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Employee Job Descriptions
Accounting Manager – The Accounting Manager is responsible for the day-to-day management of the accounting office, including the budgeting process, accounting procedures, and purchasing activities.
Accounting Clerk -The accounting clerk is responsible for the accurate record-keeping and reporting of information within the accounting office. This includes member contributions and accounts payable information.
Assistant Pastor Children, Youth, and Young Adults – The assistant pastor is responsible for the spiritual development of children, youth, and young adult church members.
Assistant Pastor Church Services – The Assistant Pastor of Church services is responsible for global church communications and for efficient and effective church services and special events.
Assistant Pastor Discipleship/Evangelism – The Assistant Pastor of Discipleship/Evangelism is responsible for evangelistic outreach and the support and spiritual development of adult church members.
Assistant Pastor Member Care – The Assistant Pastor of Member Care is responsible for overseeing the spiritual and pastoral needs of church members.
Audio Editing Technician – The Audio Editing Technician is responsible for editing the audio digital master of church services, guest speakers, and musical productions.
Board Member – Church board members are responsible for ensuring the ministry fulfills its core mission by developing strategy, monitoring performance, and ensuring fiscal responsibility.
Bookstore Manager – The Bookstore Manager is responsible for the day-to-day operation of the church bookstore.
Business Administrator – The Church Business Administrator is responsible for the efficient and effective operation of the church office and for developing policies and procedures to support day-to-day operations.
Children’s Ministry Assistant – The Children’s Ministry Assistant is responsible for ensuring the children’s ministry facility is organized and stocked for weekend services and special events.
Children’s Ministry Coordinator – The Children’s Ministry Coordinator is responsible for ensuring adequate volunteer staffing of the children’s ministry and ensuring that the facility is organized and stocked for weekend services and special events.
Computer Technician – The Computer Technician is responsible for technical support for all ministry computers including laptops, desktops, I-Pads, printers, and telephone systems.
Copywriter – The Church Copywriter is responsible for the quality, accuracy, and completeness of all written content for both digital and printed materials.
Custodian – The church Custodian is responsible to ensure that campus buildings and grounds are aesthetically pleasing and clean.
Discipleship Coordinator – The Discipleship Coordinator is responsible for coordinating programs that allow for the spiritual development of adult church members.
Executive Assistant to Business Administrator – The Executive Assistant to the Business Administrator provides administrative support and serves as a liaison between the business administrator and employees, church members, and volunteers.
Executive Assistant to Executive Pastor – The Executive Assistant to the Executive Pastor is responsible to ensure timely and accurate administrative support for the executive pastor and assisting in all office responsibilities.
Executive Pastor – The Executive Pastor is responsible for member spiritual development and pastoral oversight of adults, youth, and children church members.
Facilities Manager – The Facilities Manager ensures that campus facilities are maintained using innovative approaches to building maintenance and for oversight of maintenance employees and volunteers.
Graphic Designer – The Graphic Designer is responsible for creating design elements for all print and digital communications.
HR Generalist – The Human Resource Generalist is responsible for supporting the human resource needs of church employees.
Maintenance Specialist – The Maintenance Specialist ensures that campus facilities are well maintained and in good working condition, including keeping a clutter-free campus according to facility guidelines and procedures.
Marketing and Communications Manager – The Marketing and Communications Manager is responsible for the day-to-day operations, workflow, and project prioritization of the communications and marketing department.
Member Care Administrative Assistant – The Member Care Administrative Assistant ensures timely and accurate administrative support for the assistant pastor and assists with in-office responsibilities.
Men’s Ministry Coordinator – The Men’s Ministry Coordinator is responsible for the coordination of programs that support the spiritual development of male church members.
Office Manager – The Office Manager is responsible for the day-to-day operation of the church office and front desk. This includes ensuring a smooth-running office according to church policies and procedures.
Purchasing Agent – The Purchasing Agent is responsible for the procurement of ministry supplies and outsourced vendor agreements.
Receptionist – The Receptionist greets all callers and guests promptly and courteously.
Safety and Security Officer – The Safety and Security Officer is responsible for ensuring a safe and secure campus. This includes providing security for campus buildings and all church events.
Senior Pastor – The Senior Pastor is responsible for ensuring the church achieves its mission by enhancing the spiritual development of members, volunteers, and employees.
Senior Ministry Coordinator – The Seniors Ministry Coordinator is responsible for coordinating programs that allow for the spiritual development of senior church members.
Service Production Manager – The Service Production Manager is responsible for the professional facilitation of all special productions, including concerts, musicals, dramas, and special guest speakers.
Social Media Coordinator – The Social Media Coordinator is responsible for managing social media and ensuring there is consistent social messaging for church events, programs, and ministries.
Special Events Assistant – The Special Events Assistant provides logistical support for all church-sponsored events.
Special Events Manager – The Special Events Manager is responsible for planning and facilitating all church-sponsored programs, productions, and special events.
Vacation Bible School Director – The VBS Director is responsible for coordinating and overseeing the planning, budgeting, and logistics associated with the annual summer camp.
Video Editor – The Video Editor is responsible for shooting and editing all church service and special event videos.
Volunteer Office Assistant – The Volunteer Office Assistant ensures volunteers are supported and treated with care and professionalism.
Volunteer Office Manager – The Volunteer Office Manager is responsible for ensuring that volunteers are supported and treated with care.
Webmaster – The Webmaster is responsible for maintaining the church website and SEO of church content.
Wedding Coordinator – The Wedding Coordinator is responsible for coordinating church weddings by serving couples who wish to be married by efficient coordination that complies with wedding procedure guidelines.
Women’s Ministry Coordinator – The Women’s Ministry Coordinator is responsible for coordinating programs that allow for the spiritual growth and development of female church members.
Worship Leader – The Worship Leader is responsible for leading worship and ensuring musical support for church services and special events.
Young Adults Ministry Assistant – The Young Adults Ministry Assistant is responsible for providing logistical support for young adult meetings.
Young Adults Ministry Coordinator – The Young Adults Ministry Coordinator is responsible for managing and oversight of young adult ministry volunteers.
Youth Ministry Assistant – The Youth Ministry Assistant is responsible for ensuring the youth ministry area is organized and stocked for weekend services and special events.
Youth Ministry Coordinator – The Youth Ministry Coordinator is responsible for managing and oversight of youth ministry volunteers and meetings.
Human Resource Forms
Attendance Policy – Attendance policies are used to help employees understand expectations for showing up for work and arriving on time for their scheduled shift.
Code of Ethics and Conduct – Code-of-ethics and conduct statements are a way to communicate established boundaries and set expectations for ethical employee behaviors.
Employee Goal Document – Employee goals should be written to support organizational or department goals.
Employee Handbook Acknowledgment Form – Ask employees to sign and acknowledge receipt of the employee handbook. This form should be kept in the employee HR file.
Employee Job Description – Creating church staff job descriptions is one way to help keep employees focused on the most important tasks that support global ministry goals and objectives.
Employee Orientation Checklist – New employees need lots of information to help them get acclimated to the new work environment. Use a new employee checklist to ensure that all-important information is shared.
Employee Satisfaction Survey – There is something church leaders can do to learn about the employee experience and that is to just ask them!
Employment Application – The hiring process should be streamlined with structured recruitment, application, screening, and communication process for job applicants.
Exit Interview Form – When employees leave employment, it is always good to have a conversation with them and try to learn about their employment experience.
FMLA Leave Policy – Churches care for their employees and recognize that occasionally health conditions present that require extended absence from the job. Family and Medical leave allow employees time to heal or care for loved ones.
FMLA Leave Application Form – Family and Medical Leave requires a process. This form is used to document the necessary information about a leave.
Hiring Checklist – There are many steps to hiring an employee. A checklist ensures all steps are completed.
Interview Questions and Guide – Interviewing candidates requires asking tough questions. This guide will help you know what to ask as well as what not to ask.
Manager Evaluation Form – It is important to evaluate the people who manage and supervise employees and should be evaluated on their ability to lead others.
Medical Certification Form – If you offer a medical leave benefit, this form will help you gather the needed information for approving a paid medical leave.
Merit Increase Score and Raise Percentages – This template will help you allocate raise dollars based on performance scores.
Note-Taking Log – Maintaining a history of conversations with employees (or volunteers) is critical to managing performance. This sample log will help you create a process for all important documentation.
Organizational Chart – Every church has a hierarchy. Creating a hierarchy or church organizational chart document helps to keep everyone on the same page.
Paid Time Off Policy – Paid Time Off policies help employees understand their PTO benefits and managers understand how the earned time is accrued for both part-time and full-time employees.
Paid Time Off Request Form – The advantage of a paid time off policy, is that it provides employees the flexibility to make their own choices in how they use personal time away from the job. A PTO Request Form is used to request time away from work.
Pay Grade – This example pay grade will provide you with a starting point for formalizing pay grades for your organization.
Pay Grade With Salaries – This template takes pay grades to the next level by adding a column that shows pay ranges within the pay grades.
Performance Appraisal – Effective church management uses the performance appraisal process to help manage employee performance and the achievement of ministry goals.
Performance Appraisal Timeline – Timelines keep organizations on track. Use this timeline to plan and share performance appraisal and raise date information with employees and managers.
Progressive Discipline Documentation Form – The progressive discipline process requires detailed documentation of employee behaviors. This form provides a tool to document those difficult conversations.
Regret Letter To Job Candidates – It is difficult to communicate to a candidate that they were not hired. A form letter that is customized for each applicant keeps the process consistent with all candidates.
Resume Screening Guide – Screening countless resumes can be laborious. This screening guide can help you sort through promising applicants.
Sabbatical Leave Form – Sabbatical leaves can be a blessing for people in ministry. This form provides the needed information for confirming and approving the leave.
Self Appraisal Form – Employee self-appraisals can serve as a very powerful tool for managers. If done correctly, this tool can reveal employee perceptions of the workplace, how it is managed, and things that could be done to improve the worker experience.
Service Standards – Providing a great church experience for visitors and members is critical to church credibility and growth. Taking the time to conduct service training for church employees and volunteers prepares them to provide that great church experience.
Severance Pay Policy – A severance pay package can help bridge the gap in pay for church employees who leave employment involuntarily. Churches, in particular, should at least consider offering severance pay to an employee who leaves involuntarily because of the reality that most church employees don’t qualify for unemployment benefits.
Sexual Harassment Reporting Form – Sexual harassment allegations are serious. A formal reporting form is a tool that is used to confidentially document details of accusations and provides a record of required notifications.
Succession Planning Form – A succession plan form is used to identify those key roles in the ministry that benefit from succession planning while identifying staff who have the desire and aptitude to advance to higher levels of leadership.
Temp Employment Agreement – There can be busy seasons for a church when it may be practical to hire someone on a temporary basis. This is when a temporary agreement form might be used. Be sure to consult your attorney for specific legal language for your organization.
Termination Checklist – When employees leave employment, regardless of the reason, it is important to close out the employment relationship by completing some important steps. A checklist ensures all steps are completed.
Training Evaluation Form – An effective training evaluation form will identify strengths in the class, weaknesses in the content, and sometimes weaknesses in the training method or presentation. Understanding the weaknesses can help provide the opportunity to improve the class.
Tuition Reimbursement Policy – Policies clarify procedures and expectations for employees who wish to pursue higher education and submit requests for tuition reimbursement.
Tuition Reimbursement Request – Managing a church often requires a higher education. For this reason, many churches offer tuition reimbursement as a church employee benefit.
Volunteer Job Descriptions
Baptism – Baptism volunteers help to assist members as they prepare for Baptism.
Bible Study Leader – The bible study leader is responsible for leading/facilitating bible study classes to ensure participants are encouraged and enlightened by biblical teaching.
Bookstore – Bookstore volunteers help to assist customers and keep the store neat and orderly.
Children’s Ministry – Children’s ministry volunteers help to care for the children, keep the kids safe and their activities organized.
Church Office – Many churches rely on volunteers to help bridge the administrative help gap of the church office.
Communion Assistant – Preparing the elements for communion requires many hands of committed volunteers.
Facility – Churches rely on the help of facility volunteers to make sure the church is neat, clean, and maintained.
Facility Review Committee – Churches use committees to assist the board with church oversight. A Facility Review Committee is responsible for helping a church ensure its facilities provide a safe and well-maintained environment for members and visitors.
Greeter – Greeters help to welcome members, guests, and visitors to a church service.
Musicians – Musicians are an important part of a church service and most churches rely heavily on volunteers to lead the church in worship.
Offering Counter – Counting the weekly offering is an important job that is often done by a church volunteer.
Parking Assist – Churches often use volunteers to help members and guests with parking and crowd control.
Personnel Committee Member – Churches often use committees to assist the board with church oversight. The Personnel Committee develops a strategy for managing and compensating church staff.
Sunday School Teacher – The Sunday school teacher is responsible for teaching Sunday school and ensuring member participants are encouraged, enlightened, and developed by biblical teaching.
Usher – Ushers are an important part of the church services as they help greet and seat members and guests.
Welcome Center – Volunteers help to answer questions and assist members and guests.
Youth Ministry – Volunteers help to supervise youth and plan and organize youth services and events.
Background Check – Every volunteer should go through a thorough background screening as part of their volunteer application process and rechecked every couple of years.
Event Organizational Chart – I am a visual person so I like to work with organizational charts when planning events because they clearly show who has responsibility for what and what the pecking order is. Chain-of-command is less about who is on the top of the rung as it is who can make decisions and help facilitate a smooth process.
Volunteer Application – The volunteer application process is significant because it speaks to the credibility of the organization. An efficient process helps volunteers feel confident with getting involved and helps to keep the application information organized.
Volunteer Approval Letter – Once volunteers have gone through the application and approval process, send them a letter to notify them and get them started!
Volunteer File Check Sheet – Managing volunteers requires organization. A tool to help keep you organized through the recruitment, application and placement process is a volunteer check sheet.
Volunteer Job Description – Volunteers should be placed in the job that best fits their personality and skill-set. All volunteer roles should have a detailed role description to ensure the volunteer has a good understanding of their job and what is expected of them.
Volunteer Satisfaction Survey – Volunteers give of their time because they care about the organization and have a passion for its mission. Volunteers who are engaged with the organization often maintain a long term relationship. One way to engage them is to create a system that facilitates two-way communication between the organization and its volunteers.
Volunteer Satisfaction Improvement Plan – Feedback is only as effective as your ability to process that information and make necessary changes to improve how things are done.
Volunteer Satisfaction Survey Graphs – When you solicit feedback from volunteers, it is helpful when you track volunteer responses. This template can help you tack responses and create a graph to share with leadership.
Volunteer Orientation PowerPoint Template (PowerPoint software is required to use this template) – Use this training template to give you a kickstart on your volunteer orientation.
Benevolence Application – Most churches deal with requests for benevolence assistance at one time or another. Create benevolence guidelines in place so everyone understands the steps to take when a request comes in.
Board Retreat Agenda – This is an agenda for a church board meeting to create a mission, vision, and values statement. The mission answers the question of why the organization exists, the vision points to where it is headed and the values are the guiding principles for prioritization, behaviors, and decision-making.
Business Meeting Agenda – Effective meetings have a specific agenda and time allotments for each agenda item. Use a basic church business meeting agenda format and modify it based on the goal of the meeting.
Child Abuse and Neglect Reporting Form – Create reporting forms that are easy to understand and that provide instructions for completion and who to deliver the forms to.
Church Goal Document – Organizations that establish priorities, write and achieve goals get things done! Churches need to develop a strategy and write goals that support strategic objectives.
Church Member Survey – Soliciting feedback is one way to determine the perception of how well the church is meeting member needs. These 13 questions to ask church members can help you learn about their experiences.
Code of Conduct – Many organizations create a code of ethics and conduct statements as a way to communicate established boundaries and set expectations for ethical behaviors. This document also serves as a tool to help guide decision-making and actions that demonstrate self-regulation.
Cleaning and Maintenance Schedule – Create a schedule for weekly, monthly, and annual routine maintenance and detail cleaning like dusting blinds, cleaning air ducts, cleaning light fixtures, wiping down cabinets, etc.
Donor Thank You Letter – We all know that there is no church without the sacrificial giving of members. Taking the time to draft, sort, and send giving letters is well worth the effort as a thank you to the generous people who support your church.
Easter Planning Checklist – Easter is one of those special days of the year. Use this checklist to help your planning team make sure that all the details are thought through and your facility is ready for those Easter visitors.
Event Planning Form: Events are only as successful as the planning that goes into them. This form will help you think through all of the necessary details to make an event successful!
Event Planning Budgeting Form: Every event should have a budget. Use this budgeting form to determine what to include in an event budget and how to calculate the per-person cost of an event.
First-Time Visitor Survey – Understanding the visitor experience can provide valuable information that can be used to create a first-time experience that makes visitors want to come back.
Incident Report – Keeping records is crucial to good church management. Documenting incidents of fire, theft, injury, or any other potential risk is part of that management process.
New Membership Class Meeting Agenda – Membership classes can help congregants understand the church’s history, why it exists and what it hopes to achieve, and the member’s role in helping fulfill its mission.
Restroom Cleaning Checklist – Provide consistent cleaning of campus restrooms by creating a cleaning checklist to remind custodians and/or volunteers of all cleaning surfaces, the use of chemicals, and the cleaning process.
Risk Management Checklist – Churches manage many risks. Help your team plan for managing risk by going through a planning checklist to ensure all areas are covered.
Sexual Harassment Reporting Form – Sexual Harassment complaints, while rare, need to be taken seriously. This form will streamline the process of collecting pertinent information in a sexual harassment investigation.
Visitor Information Card – Use visitor cards to gather information about visitors and encourage them to return for a second visit.
Visitor Thank You Letter – Follow up with church visitors by sending thanks for visiting letters.
Cash Handling Policy – Cash handling policies and procedures are critical to ensure the safeguarding of church funds.
Child Abuse and Neglect Policy – Churches care for the children in their care and recognize that child abuse and neglect of minor children under the age of 18 can have a long-term impact on a child’s development. Every state has a reporting mandate and employees and volunteers who care for children should be aware of reporting requirements and the procedures for handling the reporting of child abuse and neglect.
Confidentiality Policy – People who work (free or paid) for a church are often exposed to confidential information. These employees and volunteers are responsible for maintaining the confidentiality of this sensitive information.
Employee Conduct Policy – Churches recognize that the conduct of their employees reflects the core values of the ministry and therefore have an interest in how employees behave while at work.
Sabbatical Leave Policy – A sabbatical program should be facilitated by the church board and be directed by a leave policy that provides clear expectations, an application process, and logistical information to help the applicant.
Sexual Harassment Policy – This policy will define sexual harassment and clarify procedures for addressing sexual harassment complaints.
Sick Leave Policy – This document helps employees understand what portion of their salary will be compensated, how long they can be away from the job, and what criteria need to be met to qualify for the benefit.
Volunteer Succession Policy – A volunteer succession policy ensures volunteer leaders are given well-deserved breaks in service and reduces the risk of volunteers becoming territorial or staking claims on a church program or role.
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Frequently Asked Questions
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These documents can be used by anyone in church leadership. Board members, administrators, volunteer leaders, and management staff. Anyone who needs a job description or other church forms!
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These job descriptions and documents can be used by a single ministry and are not intended to be shared with other churches or like organizations.
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About The Author
Patrica Lotich, MBA, CMQ/OE
Founder of Smart Church Management
Since, 2012, Patricia has been helping organizations manage their resources of people, time, and money.
Patricia is an MBA and Certified Manager of Quality and Organizational Excellence (CMQ/OE) through the American Society for Quality (ASQ) and has ten years of Business Administration and Church Operations experience creating systems and processes to improve the experience for members, volunteers, and employees.
She has a driving passion to help churches fulfill their call by managing the resources God has given them – people, time, money, and facilities.
Patricia is an active writer and blogger and has been featured in Yahoo Business, Share Faith, The Church Network, Technorati, American Express Open Forum and is the author of four books:
Patricia is committed to using her ministry and business experience to help the local church. She is an avid golfer and spends her free time with her husband Bob, lap-dog Maggie, two grown children, and five grandchildren!
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