Administrative Assistant

Temple Adat Shalom | Poway, CA, United States

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Posted Date 1/05/2023
Description
  • Answer phones, assist people on the phone using extreme tact and discretion, take messages and distribute messages accordingly.
    The nature of the office demands that you have excellent communication skills with both outside people and internal staff. Courtesy, consideration, and service on the phone and in-person are always necessary.
  • Greet people who come into the office and address their needs. There will be congregants and non-congregants coming into the office so you can expect to as a minimum:
    1. Screen visitors at entry gates for entry
    2. Accept packages and mail
    3. Direct repair people and workman to the proper place or contact the Temple Administrator or Head Custodian depending on who requested the service call.
    4. Direct people to the appropriate TAS person for a scheduled or non-scheduled appointment. Have them wait in reception area until that person is available. Do not allow non-members to leave the reception area unescorted.
    5. Assist congregants and other people as needed to pay off obligations for Temple membership, events or other activities or register them for Temple events.
  • Word-processing to include correspondence with members and non-members, weekly flyers as directed by Temple Administrator including but not limited to the eCal, Friday bulletin, and thank-you letters to donors. Assist clergy assistant with procedures and documents as needed.
  • Backup of clergy secretary when clergy secretary is either on vacation, ill or in need of assistance due to a time constraint.
  • Assist Temple Administrator, Board members, staff and committee members with copying, printing and other tasks as needed to keep everyone informed.
  • Maintain inventory of office supplies and with the approval of the Temple Administrator order replacement supplies. Maintain office supply cabinets in an organized manner.
  • Monitor office equipment (such as postage machine, copy machines, etc) and request service, when necessary, with the approval of the Temple Administrator. Staple cartridges for the copier, postage meter ink and any inkjet cartridges need to be ordered manually. Copier toner, while automatically ordered, should be reviewed prior to a large print job such as HHD Bulletin or congregation package to ensure we have enough ink.
  • Maintain confidential congregant and synagogue files including creating new member folders.
    1. Keep current all membership paper files and archive past member paper files as needed.
    2. Enter all new members into the SCdatabase and forward information to membership committee, auxiliaries (Men’s Club and Sisterhood), BOT president (s) and clergy assistant (for initial meeting with clergy).
  • Open and Distribute mail.
    1. Checks received for pledges, tributes, dues contributions, and donations shall be posted to the SC database within 1 day and then given to the finance manager for direct depositing into bank account.
    2. Prepare weekly Tribute report and email it to the Tributes volunteer. Paper tributes shall be placed in the Tribute folder for Tribute volunteer to write and send acknowledgement cards.
    3. Checks for the Rabbi’s Discretionary Account shall be given to the Rabbi’s assistant and then given to the finance manager for deposit.
  • Work with congregant families and non-congregants holding events at TAS with their event planning questions.
  • Prepare Rabbi’s pulpit notebook (the Black Book) for use at the Friday night and Saturday morning services.
    1. Include week’s Yahrzeit list (include phonetic spelling to assist in reading of names as necessary) as well as Chesed list which the clergy assistant will provide.
    2. Light appropriate memorial plaque lights in Sanctuary prior to Friday night service
  • Light all memorial plaque lights in Sanctuary prior to all Yizkor services.
    1. Order new plaques for memorial boards in Sanctuary as directed by congregants
    2. Order new leaves for Tree of Life as directed by congregants.
  • Keep and maintain tidiness of reception area.
  • Assist Religious School Director with correspondence and other duties.
  • Work with Temple Administrator on scheduling events for the different committees (Adult Education, Action for Social Justice, Sisterhood, Men’s Club, Religious School, etc).
    1. Enter all Temple events per #15 above on the website calendar as they are scheduled.
    2. Work with internal office tracker scheduling program (or equivalent) to help Temple Administrator with scheduling rooms and events.
  • Other duties as may be assigned.
  • Hours
    1. Administrative Assistant position shall be roughly 6 hours per day Monday to Friday in the 9:00 am to 5:00 pm window with 60 minutes for lunch. There is some flexibility in the hours.
    2. Any additional hours above and beyond 29 hours per week shall be approved in advance by the Temple Administrator.
    3. Technical Skills Preferred
      1. Office 365 suite including Microsoft Word, Excel, PowerPoint, & Outlook
      2. Adobe products such as InDesign (or other graphic design software), Acrobat, and Photoshop.
  • Some web design knowledge (for assisting in updating calendar details on website)
  1. Some experience with databases (ShulCloud is preferred)
Salary24000.00 - 28000.00 Annual
Duration
Part Time, Contract, & Seasonal
Categories
Administrative Support | Assistant
Part Time Categories
Other
Organization Type
Synagogue
Benefits
Dental | Leave Early for Shabbat | Medical Insurance | Paid Holidays | Paid Vacation | Sick Days
Job Location
US

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