Office Manager

Shir Hadash Synagogue | Wheeling, IL, United States

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Posted Date 11/14/2023
Description

Office Manager

The position of Office Manager for Shir Hadash Reconstructionist Synagogue located at 200 West Dundee Road, Wheeling, IL 60090.  We need someone with a highly collaborative approach, who is good natured, big-hearted, dependable and will roll up their sleeves to help whenever needed. 

This is an in-office position that will require the person to be on site during the hours that the Synagogue is open for business. Office hours are 9-4 Monday-Thursday and 9-3 on Friday with an hour for lunch. It is possible we may want Wednesday to be a remote (from home) work day. Occasional evenings and weekends depending on programs and events.   

Administration

  • Maintain accurate and secure Temple records.
  • Work with ShulCloud to add and update Temple database. ShulCloud is the cloud-based synagogue management software we use to administer our membership database. Prior experience with ShulCloud, while not required, would be greatly valued.
  • Assist Rabbi and Temple leadership/committee chairs on related activities.
  • Serve as contact with members and respond to internal and external inquiries.
  • Management of member accounts, invoicing, event registrations, calendar management, staff directory, distribution of various letters and emails to congregants, financial tracking, and other actions as needed.
  • Attend and participate in weekly staff meetings, monthly Finance committee meeting, and other meetings as needed.

 Coordination of Financial Functions with Remote Accounting Outsourcing Partner – Kesef Accounting Services, a sister company to ShulCloud

  • Coordinate the updating and maintenance of our accounting and financial records.
  • Coordinate the processing of vendor/supplier/contractor invoices, accounts payable, obtaining of required approvals, and ensuring timely payment of such invoices.
  • Using electronic scanner, process the deposit of checks received to our bank.
  • Maintain and prepare monthly reconciliation of petty cash fund
  • Verify the accuracy of outsourced financial records

Membership

  • Communicate with clergy, staff and/or Membership Committee regarding members’ personal or institutional concerns and life cycle events.
  • Rapidly respond to and follow-up on all inquiries from prospective members.
  • Collaborate with Membership Committee to facilitate new member programs.
  • Obtain and circulate regular membership census reports and religious school enrollment reports.
  • Work with Officers and/or directly handle member financial issues, including delinquent payments of dues and fees, or dues relief, according to the policies of the Temple Board 

Services, Programs and Events

  • Maintain and update on-line calendars for all programs and events.
  • Coordinate with members, renters and other temple staff on the available of temple spaces for all events.
  • Provide administrative and logistic support necessary for all holiday and festival services. 

Media and Temple Promotion

  • Maintain and update Temple’s website.
  • Create, post, and maintain Temple’s social media (Facebook and Instagram)
  • Develop promotional emails and flyers regarding Temple-supported events.

 Building and Grounds, Property and Equipment

  • Work with the Building Superintendent to monitor facilities and ensure that equipment is in proper working order.
  • Coordinate with Building Superintendent and vendors to ensure attractive appearance, cleanliness and safety.
  • Maintenance of prayer supplies, ordering of office supplies, and management of supply and storage closets as needed.
  • Scheduling of security guards and Event Monitors, and ordering of memorial plates and simcha leaves.

Skills, Competencies and Preferred Prior Experience

  • Superior interpersonal skills are essential, including tact, diplomacy, patience, and a problem-solving mindset
  • Strong computing skills expected including, at a minimum, a high level of proficiency in the use of email, word processing, and spreadsheet software with the use of PowerPoint or other presentation software optional.
  • Ability to manage multiple tasks and priorities and ensure that deadlines are met
  • The person holding this position needs to have a comfortable knowledge of Apple “Mac” products and/or a willingness to learn those applications that are not already known.
  • Good working knowledge of Google Office Suite or a willingness to learn.
  • Knowledge of ShulCloud and QuickBooks are both helpful, but not required. But a willingness and aptitude to learn is necessary. Note: Kesef will maintain our books on Quickbooks and make all entries.  The person in this position will have read-only capabilities.
  • We prefer somoeone with 5 years of experience, ideally in a customer service-related industry.

 

 

 

 

 

 

Duration
Part Time, Contract, & Seasonal
Categories
Synagogue Administrator
Organization Type
Synagogue
Benefits
Leave Early for Shabbat | Paid Holidays | Paid Vacation | Sick Days
Job Location
US
Views 422

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