Ministry Description - Envelope Secretary
The qualities desired person for the Envelope Secretary is someone who can maintain confidentiality, and have a good attention to detail; he or she should be self-directed in order to meet timelines; and knowledge of bookkeeping and use of the computer is preferred.
The Church Wardens appoint the Envelope Secretary annually, and the term runs from an Annual Vestry Meeting to the following Annual Vestry Meeting.
The Envelope Secretary is accountable, and under the direction of, to the Church Wardens for the accounting and reporting to donors of identified donations to St. Stephen’s Parish. Envelope holders may contact the Envelope Secretary to discuss errors in the accounting of their donations.
The Envelope Secretary will use St. Stephen’s computer for keeping records.
The Envelope Secretary is a member of the Finance Committee.
1. Enter Envelope number, # voters onto Family Information Form in the red binder and put Form into update section of the binder (Incumbent will update the database).
2. Set-up envelope holder's Record of Offerings.
1. On Family Information Form, amend Envelope number, and # voters.
1. Enter donations from the weekly Offering Report onto Record of Offerings.
1. Donation records are to be reconciled with deposit records (work with Treasurer).
2. Prepare quarterly statements and ensure they are mailed. If needed, ask Incumbent for mailing labels or co-ordinate putting statement in the parish newsletter.
3. Make back-up disk of any records sorted on computer.
1. Ensure envelopes for the next year are ordered.
2. Ensure boxes of envelopes are distributed for the 3rd Sunday in December. To prepare envelopes for distribution:
a. Those who did not use their envelopes are not issued envelopes until they ask for them;
b. The Incumbent can print off a set of labels for the envelope boxes;
c. Loose envelopes will have to be inserted in the envelope boxes; and
d. Christmas envelopes are to be stamped “Gift for Clergy”.
3. Set-up Envelope holder's records on computer and amend records on Family Information Form.
4. Reconcile donation records with deposits (work with Treasurer).
5. Print statements and have distributed by February 15.
6. Ensure previous year’s envelopes and copies of statements are organized and stored in Vestry Room cupboard such that it is easy to audit them.
7. Ensure that records older than seven years are destroyed.
Donation receipts are to be sent to the donor and an acknowledgement of the donation sent to the family of the person in whose memory the donation was given.
The envelope secretary will ensure that the Incumbent and Wardens are made aware of donations that qualify for a plate.
An envelope subscriber is entitled to receive an Algoma Anglican. The Incumbent will ensure change of address, etc. for the Algoma Anglican is submitted based on the information entered in the Family Information Form.
The appointment as the Envelope Secretary may be discontinued by the Church Wardens for not carrying out the responsibilities and duties of the Envelope Secretary.
The Finance Committee’s purpose is to assist the churchwardens with financial decisions and to communicate the financial information to the parish. The decision-making authority of the Committee is based on the Church Wardens being members of the Committee. The Committee may give advice to the Envelope Secretary.