13 — Clerk

Mayflower Church Position Description | 13 — Clerk
Governance Position
Role Summary
Purpose
Serve as the official record-keeper of the Church, maintaining accurate and complete records of all business proceedings, membership, and official communications.
Accountable To
Congregation and Board of Elders
Term of Service
3 years; minimum biannual meetings
Selection Process
Nominated by Nominating Team, elected by Church Members
Time Commitment
5-10 hours/month
Qualifications
Church Member in good standing with strong organizational and written communication skills.
Key Responsibilities
Maintain a complete record of all business meetings of the Church, which will be read for approval at the next regular business meeting
Keep a register of the names of all Members, with dates of admission, dismissal, or death, together with a record of baptisms and marriages
Notify all Officers, Members of Boards, and delegates of their election or appointment
With the Board of Elders, issue letters of dismissal and recommendation
Preserve on file all official written communications, contracts, and written official reports
Administer a records management policy and manage the Church archives
Give legal notice of all meetings when such notice is necessary as indicated in the Bylaws
In the absence of the Pastor, call Boards together for the purpose of organization
In the absence of the Moderator at a business meeting, call the meeting to order and preside until the election of a Moderator pro tem
Keep the Mayflower Constitution and Bylaws of the Church up to date
Maintain or delegate maintenance of the Church's historical records
Training & Support
Records management resources, parliamentary procedure overview, archival best practices
A signed acknowledgment is required when a member accepts this role.
The source .docx (including signature block) is attached to this page.
Position Descriptions | Mayflower Church | April 2026