Service Description for Church Clerk

Biblical references in Ephesians 4:1-6, 11-13. Paul writes a preface to ministry and service. Many recognize these verses as a focus on Spiritual Gifts given to all who trust in Christ and follow Him as Lord of their life. Verse 12 brings a true focus to those in a “service role” and Corporate Officers of the church, “to equip the saints for work of service and to build up the body of Christ until we all attain to the unity of the faith”.

Bylaws Description for Church Clerk
The Church Clerk is responsible for recording, processing and maintaining accurate records of all church business meeting transactions. The Church clerk (along with possible church office personnel) is responsible for all accurate church membership changes and communication of membership transitions. The Church Clerk may also be asked to keep the minutes in the Church Administrative Business Council meetings.

Policy and Procedures Description for Church Clerk
  • Service Title: Church Clerk
  • Service Purpose: To maintain accurate and timely documentation of all church proceedings, membership and business transactions.
  • Serving Relationship: The Church Clerk is an elected Corporate Officer of the church, usually elected for a one year term, often renewable/reoccurring. The Church Clerk works closely with the Church Moderator for church business and parliamentary procedures, Church Ministry Assistant/Secretary for membership records and the Pastor for ministry needs of the congregation. The Church Clerk may serve as the recording secretary for the Administrative Business Council.
Primary Functions:
  1. Assists in the preparation of the agenda for all Church Business Meetings, both regular and special called sessions, usually sending proper notice for both according to the Church Bylaws.
  2. Keeps an accurate record of all business transactions/comments/motions made in a Church Business Conference.
  3. Reviews all minutes of the Church Business Conference and provides copies for all attendees to the business session. Reads the minutes and accepts corrections.
  4. Maintains an accurate church membership roll so that transfers and drops are performed after church vote or notification is made.
  5. Qualified membership and voting rights of members who meet the church criteria for voting and validates the quorum requirements for each voting session.
  6. Prepares and mails all official church correspondence.
  7. Serves as a resource person to the Church History Committee as requested.
  8. Gives necessary information about new members to the church office, to the person in charge of new member orientation.
  9. Provides a copy of all church documentation (Bylaws, etc) to new church members.
  10. Keeps one of two master copies of the Bylaws and Policies and Procedures Manuals making sure all changes/amendments are properly recorded between revisions/reprints.
  11. In the absence of the Church Moderator, would call the business session to order and elect a temporary moderator to proceed with Church Business.
  12. Prepares the Annual Church Profile of reports, submit for church approval and send the ACP Report to the local association office.
  13. Works with the Trustees in preparation of all legal documents/contracts including updates to the Articles of Incorporation.
What Church Clerks should NOT do:
  1. Count money or keep contribution records – this responsibility is for the Treasurer and Finance Committee.
  2. Sign documents and contracts on behalf of the church – this responsibility is for the Trustees.
  3. Dismiss, transfer or drop any church member from the role without church vote on the member.
  4. Serve in a dual role as Treasurer.
  5. Serve as the Moderator.
  6. Serve as a paid employee of the church.
Personnel Administration Guide, Tim Holcombe, 1988, Convention Press, Nashville
Church Administration, Robert Welch, 2005, Broadman & Holman Publishers, Nashville

Disclaimer: All service descriptions are intended as a guide and may or may not fit the vision, purpose and practice of every church.

Robert Grant