Ministry Management System

Enabling growth through leveraging and scaling up the talent and expertise of our leaders ...

Kevin Stone

Children’s Pastor Job Description

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General Description

The Children’s Pastor is responsible for all aspects of ensuring the spiritual growth and development of children ages birth through 5th grade. This includes curriculum selection, volunteer recruitment and development, classroom management, and operational management necessary to ensure successful and constantly improving weekend children’s services and periodic special events.

Essential Job Functions

  1. Lead a team of paid staff and volunteers in the operation of a children’s ministry, including weekend services and periodic special events.
  2. Regularly select and/or develop curriculum for a children’s Christian education program that is part of the church’s weekend service schedule.
  3. Implement children’s registration, classroom management, and security policies/practices in support of weekend services and periodic special events.
  4. Direct the recruitment, training, and development of volunteers as needed to staff children’s ministry classrooms and special events.
  5. Cast vision for and program the church’s annual Kids’ Camp outreach event including music selection, development of messages/teaching, and utilization of games and other artistic elements in the inspiration of children in learning about God.
  6. Design and plan periodic child dedication services as required, meeting the needs and expectations of families attending YOUR CHURCH.
  7. Lead the creative use and proactive upkeep of children’s ministry facilities and grounds.
  8. Assist in the development of an annual budget for children’s ministries and manage spending to budget.
  9. Function as a member of YOUR CHURCH’s Pastoral Staff performing baptism services, weddings, funerals, etc. as part of a rotation schedule.
  10. Perform other duties as assigned.

Education and Experience

This position requires a minimum of 5 to 7 years experience as a staff member in a children’s ministry leadership capacity. Possession of a teaching or related degree is required. (Extensive ministry experience, in some cases, can be substituted.) The successful individual will be a strong leader with a solid work ethic, possess a passion for teaching children about God, and have the ability to administrate as a department head. A working knowledge of creative programming related to children’s classes and special events is a real plus.

Position Structure and Level

Grade: TBD
Reports To: Executive Pastor
Classification: Exempt
Category: Regular Full-Time
Staff Designation: Senior Staff and Ministry Staff

Related Documents

Staff Policy Manual
Compensation Program

Worship Arts Pastor Job Description

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General Description

The Worship Arts Pastor is responsible for creative use of the arts in support of weekly worship services and all other church ministry activities. This includes planning, design, and production of weekly adult worship services; overall support of all other ministry areas in the use of the arts; and continuous improvement of arts capabilities in the church.

Essential Job Functions

  1. Lead a team of paid staff and volunteers in the development of infrastructure to support use of the arts in all areas of the church.
  2. Function as a specialist in the areas of music and creative arts, supporting all areas of ministry within the church.
  3. Plan, design, and produce weekly adult worship services.
  4. Function as primary worship leader for weekly adult worship services.
  5. Recruit, train, equip, and direct musicians, vocalists, technical/creative artists in the production of weekly worship services and periodic special events.
  6. Provide arts support as needed in the production of all special events and other church activities.
  7. Lead the creative use and proactive upkeep of adult worship facilities.
  8. Function as a member of the pastoral staff performing baptism services, weddings, funerals, etc. as part of a rotation schedule.
  9. Assist in the development of an annual budget for arts ministries and manage spending to budget.
  10. Perform other duties as assigned.

Education and Experience

This position requires a minimum of 5 to 7 years experience as a staff member in a ministry leadership capacity. Possession of a Bachelor’s Degree in Church Music, Biblical Studies or related field is required. (Extensive ministry experience, in some cases, can be substituted.) The successful individual will be a strong leader with a solid work ethic, possess the passion and gifts required to develop and improve creative use of the arts, and have the ability to administrate as a department head.

Position Structure and Level

Grade: TBD
Reports To: Executive Pastor
Classification: Exempt
Category: Regular Full-Time
Staff Designation: Senior Staff and Ministry Staff

Related Documents

Staff Policy Manual
Compensation Program

Service Planning and Design Operating Procedure

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Purpose

The purpose of this operating procedure is to establish, document, and communicate the process for planning and designing weekend services at YOUR CHURCH.

Scope

The service planning and design process should be used by paid staff and ministry area volunteers as needed for understanding of and participation in planning and design of weekend services at YOUR CHURCH. This process does not include detailed instructions service production, execution of weekend services, or specific training/qualification for band, technical arts, or other staff/volunteers involved in the execution of weekend services.

Responsibility

As with all procedures and other documentation contained in the Management System, it is the responsibility of all department leaders to ensure the details of this process are known and followed by all YOUR CHURCH paid staff and ministry area volunteers. The primary responsibility for this process rests with the teaching team leader and Worship Arts Pastor.

Procedure

Note: See Service Design Process Flow Diagram for graphical representation of workflow between the Teaching and Service Design Teams.

(1) Update and Maintain Sermon Schedule

(1.1) The teaching team meets regularly to ensure a minimum of 26 weeks of sermon series types/genres are planned out and listed in the sermon schedule.

(1.2) If necessary the teaching team leader plans and conducts idea brainstorming meetings to generate sermon series type/genre and service programming ideas.

(1.3) Brainstorming meeting participants can include staff/volunteers representing different areas of YOUR CHURCH and/or having some perspective on the needs/interests of the target group.

(1.4) Creative input is documented and made available via Planning Center.

(1.5) The sermon schedule is a Word document maintained and updated by the teaching team leader, attached to the Sunday Morning Worship folder in Planning Center.

(2) Produce Sermon Series Packages

(2.1) At least 12 weeks ahead of the planned service, the teaching team collaborates to create a sermon series package.

(2.2) The sermon series package includes a series title, promotional summary, sermon topics, the big idea, the big step, scripture reference(s), and any creative input the teaching team develops while producing the sermon series package.

(2.3) The sermon series package is a Word document that, once completed, is made accessible to the service design team and the rest of the organization via Planning Center.

(3) Plan and Create Weekend Services

(3.1) Eight weeks ahead of the service the service design team meets to brainstorm ideas that best support the big idea as documented in the sermon series package.

(3.2) In most cases, much of the service content is developed in collaboration with the teaching team. The service design team should work from ideas suggested by the teaching team to create the most creative and inspiring presentation of the big idea as documented in the sermon series package.

(3.3) The scheduled teacher –as the primary communicator– for a particular weekend should be significantly involved in the development and approval of programming content for the service.

(3.4) The Worship Arts Pastor is responsible for producing and executing the service according to the big idea as communicated by the teaching team and scheduled teacher for a particular weekend.

(3.5) The service design team should complete idea generation and produce a formal “planning center plan” for review with the teaching team. The plan should include service order, proposed music, video ideas in the form of storyboards, dance or drama ideas, descriptions of stage and other props, and descriptions of other proposed service elements.

(3.6) Seven weeks before the service, the Worship Arts Pastor meets with the teaching team to review the planning center plan for additional creative input and formal approval prior to moving to the production phase.

(3.7) If the planning center plan is not approved for any reason, the service design team makes the recommended changes or otherwise resolves the issues/concerns before again presenting the plan to the teaching team.

(3.8) Once the planning center plan is approved by the teaching team, it is considered “firm” and production can begin. Due to the amount of time, effort, and expense required to produce a service (advertising, slide and other graphics, video production, band and technical arts rehearsals, etc.) only minor changes may be made –only if absolutely necessary as determined by the scheduled teacher– after the teaching team has approved the planning center plan.

(4) Produce Weekend Services

(4.1) Six weeks before the service, following approval of the planning center plan, the arts department begins production of the service.

(4.2) Production begins with the completion of the planning center plan as the guide for all elements of the service. Once the planning center plan is completed and made available via planning center it is used as a guide for production of the service.

(4.3) The details of producing a service are beyond the scope of this operating procedure, but generally include creation of the following:

– MP3 Music
– Song Arrangements
– Pro Presenter Media
– Feature Videos
– Countdown Videos
– Sound Effects
– Drama Scripts
– Dance Choreography
– Lighting Plans
– Stage and Other Prop Ideas/Concepts

(4.4) All media associated with the service should be uploaded to the planning center plan. The planning center plan serves as the distribution means for everyone involved in producing the service and serves as the media archive following completion of the service.

(4.5) Production of service content should include ministry team members as necessary.

(4.6) Team member preparation for the service (video shoots and editing, band/drama/dance rehearsals, stage and other prop construction, plans for lighting configurations, etc.) should begin as soon as is practical following approval of the planning center plan.

(4.7) As elements of the service are produced, they are posted to planning center, allowing the teaching team and the rest of the organization to review and comment. Comments should be captured in the notes sections of the planning center plan and if necessary edits/adjustments should be made to resolve issues.

(5) Conduct Teaching Team Informal Runthrough

(5.1) The week of the planned service, an informal runthrough meeting is conducted with the teaching team.

(5.2) During the informal runthrough meeting a “walk through” of the service is conducted including all transitions and the playing of all media for the service (lyrics and other slides, audio files, video files, etc.).

(5.3) The planning center plan should be updated as necessary to accurately reflect changes or other edits made during the runthrough.

(5.4) Every effort should be made by the teaching team and production staff to identify anything that needs to be changed, added, or cut about the service by the end of the informal runthrough meeting.

(6) Complete Sermon Outline and Sermon Slides

(6.1) The week of the planned service, the scheduled teacher completes the final draft of the sermon outline.

(6.2) The scheduled teacher and production assistant work together to finalize sermon slides.

(6.3) The final sermon slides should be completed prior to the start of the runthrough conducted on the Thursday before the service to ensure they can be proofed and changed if necessary.

(6.4) Once complete, the final sermon outline is posted to planning center.

(7) Conduct Runthrough Meeting

(7.1) On the Thursday morning prior to the service, a runthrough meeting is conducted in the auditorium tech booth.

(7.2) The purpose of the runthrough meeting is to go through the planned service element by element to ensure everyone understands everything about the service and that everything is ready for the coming Sunday morning.

(7.3) During the runthrough meeting every effort should be made to create the environment planned for the actual Sunday morning service. This includes the audio, video, and lighting specifics for the service and the playing of scheduled song recordings as needed to ensure everyone is on the same page about all aspects of the service.

(7.4) Except in the event of very unusual circumstances, no changes should be made to the service or any element of the service during the runthrough meeting. If for any reason changes are deemed necessary, the final decision rests with the scheduled teacher for that service.

(8) Execute Weekend Services

(8.1) On Sunday morning the production assistant ensures everything is ready for execution of the service.

(8.2) During the rehearsal the production assistant coordinates with the worship leader to ensure everything is ready for the service.

(8.3) During the execution of the service, the production assistant is on hand in the tech booth to observe, coordinate, and resolve any production related issues as they occur.

(8.4) Immediately following the completion of the 1st service, a meeting is held to discuss the details of the service and improvements that might need to be made prior to the 2nd service.

(8.5) Attendance of the evaluation meeting should be limited to the worship leader, senior scheduled teacher, production assistant, teaching team leader, Executive Pastor, and other members of the teaching team.

(8.6) Coordination with other staff/volunteers should be accomplished following the evaluation meeting by those attending the meeting.

(9) Evaluate Services

(9.1) The service is evaluated as part of the following week’s teaching team meeting (normally held on Tuesday morning).

(9.2) All elements of the service are discussed. Both positives and negatives are highlighted and documented for consideration as part of future service planning and design.

(9.3) The teaching team leader is responsible for documenting the evaluation and posting the document to planning center.

Related Documents:

Service Design Process Flow Diagram

Bookkeeper Job Description

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General Description

The Bookkeeper is responsible for managing church finances and financial business processes. This includes processing weekly offerings and other forms of income, preschool tuition billing and payment processing, and bill payment as well as oversight of purchasing, business expense reporting, check request, petty cash, and payroll processes.

Essential Job Functions

  1. Receive, count, enter, and deposit weekly tithes and offerings received via weekend services, mail, online, stock transfer, etc.
  2. Produce preschool tuition billing documentation and receive and process monthly tuition payments.
  3. Receive, review, record, and pay bills and other expenses as directed.
  4. Plan for upcoming expenses and manage cash flow as required to meet the operational needs of the church.
  5. Establish and manage purchasing, business expense reporting, petty cash, check request, and other financial business processes.
  6. Manage payroll for church staff ensuring funds are transferred and payroll data is entered each pay period.
  7. Establish and manage bank accounts as the church’s business needs dictate.
  8. Update and distribute weekly Stat Sheet to church staff, Leadership Team, and other individuals as directed.
  9. Produce and distribute quarterly and annual general and building fund giving statements.
  10. Assist the Executive Pastor and other church staff in developing an annual financial plan.
  11. Perform other duties as assigned.

Education and Experience

This position requires a minimum of 3 to 5 years experience as a accounting/finance person in a church or business environment. Possession of a BA/BS Degree in Accounting, Finance, or related field is required. (Extensive accounting/finance, in some cases, can be substituted.) The successful individual will also possess a working knowledge of Quickbooks (or other similar software applications) Microsoft Office (including Excel), church database, and other related applications.

Position Structure and Level

Grade: TBD
Reports To: Executive Pastor
Classification: Exempt
Category: Regular Part-Time
Staff Designation: Administrative Staff

Related Documents

Staff Policy Manual
Staff Policy Manual – Job Descriptions Section
Compensation Program

Teaching Pastor Job Description

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General Description

The Teaching Pastor is the primary support person for the Senior Pastor in the performance of their sermon planning and weekly speaking duties. This includes assisting with sermon series planning and sermon preparation, service planning and design, periodic speaking, coordination of outside speakers, management of sermon development resources, and service planning and design project management.

Essential Job Functions

  1. Support the Senior Pastor in the overall vision casting and leadership of the church’s teaching and weekend service planning, design, and execution.
  2. Function as the manager of the annual sermon calendar, including maintaining a separate calendar used by the Teaching Team for long-range planning.
  3. Upon receipt of completed manuscript, provide the Senior Pastor with feedback and improvement ideas prior to Sunday morning.
  4. Assist in the creation of videos and/or other creative elements for Sunday morning production (original video ideas, movie and television clips, drama possibilities, testimonials, bumper content, etc.).
  5. Serve as the primary go-to person on stage for welcome, offering, communication, and closing comments on Sunday mornings.
  6. Communicate with and handle all outside speakers, including securing manuscripts, coordinating travel arrangements, requesting honorarium payments, etc.
  7. Function as second/back up speaker to the Senior Pastor with an “emergency sermon” always at the ready.
  8. Assist the Senior Pastor in the management of social media outlets and overall web presence as well as book writing and promotion.
  9. Project manage the Service Planning and Design process, coordinating the efforts of all staff involved in preparation and execution of weekend services.
  10. Perform other duties as assigned.

Education and Experience

This position requires a minimum of 5 to 7 years experience as a staff member in a ministry leadership capacity. Possession of a Bachelor’s Degree in Biblical studies or related field is required. The successful individual will be a self-starter, not requiring a great deal of supervision, with a solid work ethic and willingness to do what it takes to get the job done. A working knowledge of Microsoft Office as well as the ability to research and use a multitude of information gathering resources is a must.

Position Structure and Level

Grade: TBD
Reports To: Executive Pastor
Classification: Exempt
Category: Regular Full-Time
Staff Designation: Senior Staff, Ministry Staff

Related Documents

Staff Policy Manual
Staff Policy Manual – Job Descriptions Section

Administrative Assistant to Children’s Ministry Job Description

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General Description

The Administrative Assistant to Children’s Ministry is responsible for the administrative support of both YOUR CHURCH’s Preschool and Children’s Ministry Kids Staff. This includes coordination of administrative projects, document creation and distribution, handling of incoming and outgoing mail, guest reception, supply replenishment, tuition payment processing, and all other support aspects of ensuring smooth and efficient children’s ministry operations.

Essential Job Functions

  1. Function as coordinator for periodic administrative projects (training manuals, informational postings, signs, presentation materials, etc.) as directed, utilizing the volunteer administrative support team and other resources as needed.
  2. Create, produce, and distribute letters and other correspondence, informational flyers, newsletters, postcards, and other documents as directed.
  3. Ensure outgoing and incoming mail is processed and delivered at least daily for all church and preschool staff members.
  4. Function as preschool receptionist, responding to the office area intercom, receiving, and in some cases, hosting guests of the preschool.
  5. Answer all incoming church main operator and preschool phone calls and route to appropriate church or preschool staff members, depending on the nature of the calls.
  6. Periodically inventory preschool and office supplies used by the preschool (copy paper, card stock, etc.) and place orders as needed to insure a continuously available supply.
  7. Receive, inventory, and stock supplies as needed to ensure the smooth operation of preschool and Children’s Ministry offices and classrooms.
  8. Receive and process all preschool tuition payments, coordinating with YOUR CHURCH’s Bookkeeper ensuring accurate account credit and payment tracking.
  9. Investigate all preschool tuition payment problems and issues as directed by the Bookkeeper and/or Preschool Director.
  10. Function as primary administrator in processing all Children’s Ministry staff and volunteer criminal background screening, including record keeping.
  11. Perform other duties as assigned.

Education and Experience

This position requires a minimum of 1 to 3 years experience as an administrative assistant in a preschool, church, or business environment. Possession of an AA/BA Degree in Business or related field is a plus. The successful individual will also possess a working knowledge of Microsoft Office Suite, database, and other related applications.

Position Structure and Level

Grade: TBD
Reports To: Preschool Director
Classification: Nonexempt
Category: Regular Part-Time
Staff Designation: Preschool Staff and Administrative Staff

Related Documents

Staff Policy Manual
Staff Policy Manual – Job Descriptions Section
Compensation Program