Administrative Assistant

Job Description:  CSI Administrative Assistant

Reports to:  Executive Director

Part time:  22-25 hours a week:  Monday, Tuesday, Wednesday, Thursday 1-5 Friday 9-12

This position is based on-site at CSI, other exceptions approved in advance.

Congregation Sons of Israel is an innovative, vibrant, egalitarian conservative synagogue in northern Westchester County.  The CSI Administrative Assistant is a critical member of the office staff, directly supporting the Director. The CSI Administrative Assistant initiates and executes routine tasks, engages with staff, congregants, and the general public on a regular basis.

The Role:

• Performs a broad range of administrative functions that may be highly confidential, including correspondence and a high level of proactive management and follow-up
• Ongoing direct contact with congregants to support a range of family needs
• Coordinating schedules, providing support, data entry, notifications, etc., sometimes with urgency and priority
• Collects and assembles data for Services as well as other holiday preparation.
• Interact with and provide backup assistance to other office staff, as needed
• Technical knowledge:: MS Office, Constant Contact, Quickbooks, Shulclcoud, SignUp Genius.

Specific Responsibilities:

• Communication
  • Responsible for CSI Calendar and informs staff and volunteers of upcoming events and activities. Also responsible for Executive Director Calendar
  • Tracks monthly donations and associated acknowledgements
    • Facilitates coordination of staff, volunteers and donors for a sponsored Kiddush
    • Sends acknowledgements for donations to all funds
  • Responsible for helping with production of the Monthly Bulletin (electronic):
    • Maintains execution calendar and sends deadline reminders to clergy, president, school directors, farm staff, others
    • Prepares draft for review by the bulletin editorial volunteers
  • Congregational announcements
    • Handles all lifecycle event announcements (births, deaths/shiva) through Constant Contact, including use of the “in-house forms”. Communicates with clergy, president, caring community and sisterhood
    • Creates weekly announcements for services (coordinates with the Rabbi)
  • Prepares and disseminates Bar/Bat Mitzvah handouts for shabbat

• Financial management:

• Administers member and non-member transactions in ShulCloud accounts. (Examples include donations, bill payments, High Holy Day tickets, non-cash farm produce purchases)
• Codes and reconciles all credit card and debit card purchases against Kesef
• Creates copies of mailed checks for reconciliation against Kesef monthly reports
• Responsible for reviewing, submitting for approval check requests and invoices
• Review quickbooks to reconcile
• Review/Submit and approve weekly invoices and prepare check requests to be sent to bill.com

• Lifecycle/Ritual Clergy:
  • Place weekly yahrzeit plaques in sanctuary
  • Order member yahrzeit plaques
  • Send congregant weekly Yahrzeit notices
  • prepare weekly List of yahrzeits for announcements
  • Prepare Aliyah list requests for shabbat
  • Email bot for bimah announcements/speakers
  • 2x month provide bot lifecycles birth, death, engagements
  • Birth lifecycles: prepare office memo, email, clergy letter
  • Death lifecycles: prepare office memo, email, clergy letter, add yahrzeit to account
  • Draft constant contact emails for events - new person
  • Send out mailings-HH letters, etc.

• Other

• Orders supplies – including for schools
• Staff support for the annual “Cantor’s Concert” – including preparation of handouts and event planning
• Administrative support for High Holiday honors
• Prepares the Memorial Booklet for Yom Kippur services
• Prepares the adult learning brochure
• Administers Customer Relationship Management (CRM) notes for Shulclould accounts
• Open and review mail daily
• Answers CSI phone and doors
• Other duties as assigned

Skills & Qualifications:

• Bachelor’s degree preferred.
• Proficient in Word, Excel, PowerPoint
• Excellent organizational skills with a focus on accuracy and attention to detail.
• Excellent oral and written skills including: arranging meetings, assembling documents and responding to questions or requests of callers.
• Ability to multitask and prioritize daily workload.
• At least 3 years in an administrative role, preferably as an Administrative Assistant.
• Approachable with the ability to maintain positive relationships at all levels of the organization.
• Possess a high level of integrity and utilize discretion in handling confidential material.
• Positive outlook and ability to maintain a calm demeanor under pressure.

Benefits:

• Paid time off

We are an Equal Opportunity Employer. We do not discriminate on the basis of age, race, ethnicity, faith, national origin, gender, sexual orientation, disabilities or on any other basis. WRT believes strongly that all applicants should be considered fairly for employment opportunities at the temple. We are most interested in finding the best candidate for the job, and we recognize that our best candidate may be one who comes from a less traditional background, or one who does not meet every single one of the qualifications listed in this job description. We encourage you to apply if you feel you are poised to excel at this important work with CSI.