Clergy Secretary

Clergy Secretary

Department: Clergy / Religious Life
Reports To: Senior Rabbi and Cantor
FLSA Status: Non-Exempt (or Exempt — adjust as applicable)
Employment Type: Full-Time
Work Schedule: Weekday hours plus required Shabbat, holidays, and program attendance

Position Summary

The Clergy Secretary provides high-level administrative, operational, and programmatic support to the Rabbis and Cantor. This role manages clergy scheduling, communications, records, service preparation, and lifecycle coordination, with a strong emphasis on B’nai Mitzvah processes.

The Clergy Secretary also serves as a direct assistant to the Rabbi Emeritus and Cantor, providing dedicated administrative and coordination support to ensure continued engagement, communication, and program participation.

Serving as a central liaison between clergy, congregants, committees, and families, the Clergy Assistant must demonstrate professionalism, discretion, strong organizational skills, and a solid understanding of Jewish ritual life and synagogue operations.

Essential Duties and Responsibilities

Clergy Administrative Support

1. Prepare, draft, and coordinate clergy correspondence and congregational communications
2. Translate clergy direction and program vision into actionable plans, materials, and logistics
3. Serve as liaison between clergy, congregants, committees, and community partners
4. Manage complex clergy calendars, appointments, and scheduling requests
5. Receive, prioritize, and respond to communications on behalf of clergy as directed
6. Prepare study packets, class materials, and supporting documents
7. Compile Shabbat and holiday preparation lists and ensure readiness of materials
8. Maintain weekly Misheberach (healing) list and communicate congregant updates to clergy
9. Provide weekly parasha summaries or content for clergy messaging
10. Coordinate Adult Education, Conversion, and Melton program materials
11. Prepare and coordinate monthly Yahrzeit communications in partnership with administrative staff
12. Prepare Yizkor and holiday mailings and ensure timely distribution
13. Serve as staff liaison to the Ritual Committee

Rabbi Emeritus Support

1. Manage scheduling, appointments, and communications on their behalf
2. Coordinate participation in services, lifecycle events, and special programs
3. Prepare materials, correspondence, and speaking notes as needed
4. Support ongoing engagement with congregants and community initiatives
5. Ensure alignment and coordination between Clergy

Cantorial & B’nai Mitzvah Program Support

1. Support the Cantor with correspondence, scheduling, and program coordination
2. Track and communicate upcoming obligations across synagogue, school, and community
3. Maintain and manage B’nai Mitzvah student records and applications
4. Coordinate lesson schedules between clergy, tutors, and families
5. Schedule tefillin services and ensure calendar accuracy
6. Generate and distribute Trope Trainer and other learning materials
7. Prepare Torah readings and educational resources for students and families
8. Produce certificates, recognitions, and designated gifts
9. Generate scholarship eligibility lists on schedule
10. Serve as primary point of contact for families, providing guidance throughout the B’nai Mitzvah process
11. Coordinate all pre-event logistics with families to ensure readiness and alignment

Worship Services & Program Operations

1. Attend designated Shabbat, holiday, and program services as assigned
2. Coordinate service setup and breakdown in collaboration with operations staff
3. Prepare and organize ritual items, clergy materials, and printed resources
4. Ensure all service and program materials are accurate, complete, and prepared in advance
5. Support execution of lifecycle events and special programs with attention to detail and respect for tradition

Required Qualifications

1. Working knowledge of Jewish ritual practices, synagogue operations, and service structure
2. Familiarity with Hebrew liturgy; Hebrew reading proficiency preferred/required (adjust as needed)
3. Knowledge of Jewish holidays and associated rituals and customs
4. Minimum 3 years of administrative, program coordination, or related experience
5. Strong written and verbal communication skills
6. Exceptional organizational skills and attention to detail
7. Ability to manage confidential and sensitive information with discretion
8. Proficiency in standard office software and database systems

Preferred Qualifications

1. Prior experience in a synagogue or Jewish communal organization
2. Experience with ShulCloud or similar membership/database systems
3. Familiarity with Trope Trainer or B’nai Mitzvah preparation tools
4. Spanish language proficiency

Core Competencies

1. Discretion and confidentiality
2. Detail orientation and accuracy
3. Time and priority management
4. Interpersonal warmth and professionalism
5. Initiative and independent follow-through
6. Flexibility during peak holiday and lifecycle periods

Physical & Work Requirements

1. Ability to sit and work at a computer for extended periods
2. Occasional lifting of materials and program supplies
3. Availability for evenings, weekends, Shabbat, and holidays as required

Success Measures

1. Clergy are consistently supported with well-prepared materials, scheduling, and communications
2. B’nai Mitzvah program runs smoothly, with families feeling informed, supported, and confident
3. All services, holidays, and lifecycle events are organized, accurate, and executed seamlessly
4. Communications are timely, accurate, and aligned with clergy voice
5. Calendars, records, and databases are consistently up-to-date and error-free
6. Strong, positive relationships are maintained with congregants, families, and staff
7. Ability to anticipate needs and proactively resolve issues before they arise

High level of discretion and professionalism in handling sensitive information