Administrative Clergy Assistant

ADMINISTRATIVE CLERGY ASSISTANT

 STATUS:                             Non-Exempt, Hourly

WORK SCHEDULE:      Monday-Thursday:   8:30 AM- 5:00 PM

                                                Friday:   8:30 AM- 3:00 PM

                                                ON SITE

POSITION SUMMARY

This position plays an integral role at Sinai Temple in both setting a welcoming tone for members and visitors alike while supporting the work and efficiency of busy clergy.   Under the direction of the Executive Director, s/he acts as concierge for Sinai Temple, a welcoming, supporting and knowledgeable presence for congregants and visitors alike.  With a customer service mindset, this individual is on the front lines for our members, answering incoming calls, providing information and problem-solving support in a timely manner.  As the first point of contact for people calling or visiting the Temple this position will be expected to have broad knowledge of all upcoming programs and holidays as well as what is happening in the facility during the workday.  

Additionally, this position is the primary support person to two dynamic rabbis on the Sinai Temple clergy team, ensuring their efficiency and anticipating their needs.  This support includes calendaring, correspondence, record keeping (finance), submission of receipts, preparation of materials for teaching, and more.  Discretion and professional behavior are critical.  Finally, this individual may be called on to support the synagogue mission in diverse ways, including but not limited to:  High Holiday projects, support of emeritus clergy, managing office supplies, etc.

PRIMARY DUTIES

1. Temple Receptionist

• Be the “face” of Sinai Temple- acting as first point of contact for any caller and /or visitor.
• Greet all people who call, email, or walk through our doors with a professional, warm, and patient demeanor
• Be “VIP Concierge” delivering personalized service and assistance, especially to members.
• Answer all phone calls, transfer them to the appropriate staff person, and respond to all emails requesting information about Sinai Temple, programs and holidays.
• Mail Management
  • Distribute incoming mail and prepare outgoing mail and packages.
  • Contact members and database team to update information/addresses as needed.
  • Handle monthly mass mailings: sorting, folding, stamping.
• Provide general project supportfor staff including radioing or emailing for assistance with Custodians/Temple Staff and external companies (phones, computers, printers)
• Maintain the aesthetics of the front lobby, restocking supplies, and updating the weekly calendar bulletin board.

1. Clergy Assistant

Be proactive in supporting the work and schedules of two rabbis on the clergy team, and as needed for the entire clergy team, including:

• Manage calendars
• Scheduling appointments: coordinating, inputting, sending reminders, confirming  
• Entering important information for Shabbat and holiday service responsibilities.
• Enter and track important happenings for various Temple departments (e.g, ATID, Dor Chadash, Religious School, Youth Department, SAA, ECC, etc.)
• Coordinate scheduling and documentation preparation as needed for lifecycle meetings (B’nai Mitzvah, conversion, weddings)
• Track acknowledgement letter list from donations and assist in sending thank you emails
• Assist clergy in planning and executing programs and/or initiatives under their purview  
• Act as Point of Contact during the High Holy Days, providing support and ensuring success.
• Act as a resource and problem-solver for clergy
• Manage financial transactions for clergy:
• Make purchases for supplies as needed
• Collect and track all receipts on clergy corporate credit cards
• Weekly: enter budget information for all credit card transactions
• Submit mileage reimbursement information as necessary
• Handle and implement matters related to clergy discretionary funds

• Administrative Support

Help ensure smooth operation in variety of ways, including but not limited to:

• Uploading names to the visitor management system for clergy, shiva, and volunteers
• Managing all information and mail relevant to membership parking stickers
• High Holy Days Support: assist with annual High Holy Days projects, including but not limited to communications, mass mailings, membership, etc.
• Proofreading and/drafting documents, newsletters, and bulletins
• Create and track all lifecycle announcements (death, birth, engagement, marriage)
  • This entails being in contact with families immediately after the death of a loved one and assisting in coordinating Shiva.
• Bereavement Related Needs: track and generate communications to members who have recently experienced death of a loved one
  • Assist w/yahrzeit-related data entry
  • Prepare clergy condolence letters immediately following death
  • Prepare clergy condolence letters for thirty (30) days following death
  • Prepare clergy condolence letters six (6) months following death
  • Prepare clergy condolence letters twelve (12) months following death
• Shabbat and holiday-related needs
  • Wrap gift items presented to B’nai mitzvah kids.
  • Provide administrative support to Sisterhood, Mens Club and Chai Society.
  • Create the weekly Shabbat Schedule event to be shared detailing all information.

POSITION QUALIFICATIONS

• Exemplary customer service and interpersonal skills
• Must be proactive!
• Attention to detail is critical
• High emotional intelligence
• Excellent follow-up skills and ability to meet hard deadlines in timely fashion
• Good language and writing skills
• Jewish background and/or knowledge of Judaism is preferred
• Levelheaded
• Ability to complete tasks correctly with minimal “hand-holding”
• Interest and enthusiasm for the mission and activities of Sinai Temple.
• Effectively multi-task.
• Posses sound judgment and decision-making skills.
• Ability to work both independently and as a team.
• Ability and willingness to work cooperatively with diverse constituencies.

TECHNOLOGY Requirements

• Proficient with Microsoft Office software (Word, Excel, Power Point)
• Proficient communication through Microsoft Teams

MINIMUM EDUCATION

Associate degree

COMPENSATION

Range of $27.00-$31.00/hour, depending on experience and skills.

Sinai Temple is an equal opportunity employer. It considers applicants for all positions without regard to race, color, sex, national origin, age, or any other characteristics protected by applicable state or federal law. This job description is subject to change by management. Reasonable accommodation will be made in accordance with the law.