Keeping callings updated sounds more like a clerk responsibility. In most of the wards in my stake, it's the ward clerk who keeps them updated in MLS. But I don't see anything in the handbooks that would prevent the bishop from assigning that responsibility to the executive secretary. Either way could work.mhromney wrote:I have been in 4 bishoprics now and have always thought it was the responsibility of the Ward Executive Secretary to maintain the calling sheet and update MLS. However I can't find a reference to this in the handbooks.
Some factors that may affect this decision:aebrown wrote:Keeping callings updated sounds more like a clerk responsibility. In most of the wards in my stake, it's the ward clerk who keeps them updated in MLS. But I don't see anything in the handbooks that would prevent the bishop from assigning that responsibility to the executive secretary. Either way could work.
I agree with what russellhltn has said. I would like to add this: Being aware of keeping the custom callings to a minimum, or at least not making Standard callings into a custom calling, should be part of that work load. If the Bishop and his counselors are not aware of exactly how the standard calling should appear in text, and the assigned clerk or exec. sec. is not on top of it, you can end up with a mountain of custom calling that should be a standard calling.russellhltn wrote:Some factors that may affect this decision:
- The computer abilities of the Executive Secretary (one would hope the clerk is computer literate)
- Getting time on the MLS computer
- Getting the needed information to the responsible party in a timely fashion.
- Workload of everyone involved.
Amen to this, The bottom line as far as my experience has been is to assist the Bishop in anyway that you can. The goal being to take the load off the bishop! Their are many administrative items that can be done by the clerks and Executive Secretary. Some things that I have gleaned from the Hanbooks are: Appointments, agendas, Home teaching reports, help to transition agenda items from PEC & Ward Council, Remind and follow through with the ward council & PEC with assignments and being an administrative assistant to the Bishop. But even these items can be completely subject to the Bishop as to how he feels things should run. It would be part of his leadership style. It also can be the time available to the bishopric. To come up with a specific agenda can even be a problem. Many times these items are delayed until late Saturday evening. For the most part I have been given a project to prepare documents etc. to be presented in a meeting so as to communicate with all in the meeting. What has been your experience? Are you a clerk or are you a Exec. Secretary?russellhltn wrote:You'll probably find a number of things that are not spelled out by the Handbook. It leaves a number of details up to the local units to run as they see best. It's up to the bishop as to how he wants to assign it - as long as it gets done.
I think the benefit of the term "administrative assistant" is that it is NOT specific. The job description you copied from snagajob.com was pretty reasonable: "Secretaries and administrative assistants perform routine clerical and administrative duties. They organize files, draft messages, schedule appointments, and support other staff." It really just means that the executive secretary does anything to help the priesthood leader.1968leocomeeatabite wrote:Would you have any specific examples of what exactly it means to be an administrative assistant?
Thank you, your post, it is absolutely just what I needed. One thing that I have learned or have not put in words is your quote above. These two men not only need confidence in each other but the Priesthood leaders for sure needs confidence in his Exec. Sec. because of the many confidential things. Beyond that, the ability of both is the key. Even if the Exc. Sec. wants to be able to do the many techy things that can be done, his learning curve would have to be part of this process, which their may not be time for. Or visa verses if the Priesthood leader was not able to use a tech y application quickly he would not take the time to learn because of the great amount of work load.aebrown wrote:The additional specific tasks I've seen them do depend greatly on the capabilities of the priesthood leader and of the executive secretary, as well as the capabilities of other helpers such as the counselors and clerks,
I would request your input on this. How do you physically achieve this?Prepare meeting agendas
Yes, that's one component of it. And it's not just the bishop or stake president. All participants can send agenda items, but the priesthood leader generally reviews the agenda before it is sent out.1968leocomeeatabite wrote:I would request your input on this. How do you physically achieve this?aebrown wrote:Prepare meeting agendas
- The Priesthood leader send you e-mails of communication, notes, and ideas as they occur?
Having a template certainly helps. There are certain slots to be filled in regularly (e.g., prayers, spiritual thought, training), and certain agenda items that are always covered (e.g., callings in process).1968leocomeeatabite wrote:
- Some use a generic agenda which guides them and the priesthood leader inserts the specific items?
Typically agenda items are requested at least 3-5 days before the meeting, and then the final agenda is sent out 2 days before the meeting. Obviously those can be adjusted as needed, but I've always found it helpful to know ahead of time what was to be discussed. Often that would enable us to discuss and conclude an item, rather than just bringing it up so that it had to be worked on and then dealt with in the next meeting.1968leocomeeatabite wrote:
- Do you get the agenda sent out to those that are in the meeting early enough that they can review it before the meeting?
Both the stake and ward executive secretaries that I've worked with recently followed processes similar to what I described above. Both the stake president and the bishop created the bulk of the agenda in most cases, but there was important input from other participants.1968leocomeeatabite wrote:This can be a huge time consumer, do any of you have a easy solution that works for you?
I guess I visualize a template different than a generic agenda. With a template I guess I would visualize a set order of flow of things determined by the Priesthood leader, probably more than[Having a template certainly helps. There are certain slots to be filled in regularly (e.g., prayers, spiritual thought, training), and certain agenda items that are always covered (e.g., callings in process).]
I am thinking that a template might go as far as specific items such as Focus families, Family history, New and returning Report, Move Ins and Move out, the list could get lengthy, but if it was evident, which is usually the case that there is to much for the time a-loted then a choice be made of what will be put on a upcoming agenda. We have a difficult time getting through a agenda for any of our meetings.prayers, spiritual thought, training),
Certainly. That's why I said "e.g." -- I was just giving an example of a possibility. The list of standard agenda items could be however long fits your particular organization.1968leocomeeatabite wrote:I am thinking that a template might go as far as specific items such as Focus families, Family history, New and returning Report, Move Ins and Move out, the list could get lengthy,
We have tried to get the Organization to submit agenda items but rarely or none at all do. It really is left up to the priesthood leader and Sec. Not sure how we get the rest to submit items. We have at one time put the template on "My Drive", giving edit rights to all the members of the meeting. Did not work, so now the Priesthood leader simply brings the agenda and there is no time to make copies for the others so we just go forward in this way. It just seems to be easier than putting all that effort into an agenda that is usually way to much anyway.Having a template certainly helps. There are certain slots to be filled in regularly (e.g., prayers, spiritual thought, training), and certain agenda items that are always covered (e.g., callings in process).