Administrative Assistant Job at Congregation Temple Israel in Saint Louis

ADMINISTRATIVE ASSISTANT
CONGREGATION TEMPLE ISRAEL

Reports to: Director of Operations
Hours: Approx. 40 hours/week; Monday - Friday; in person (not available for remote work)
Pay Range: $17 - $23 hourly, depending on experience
Available: Position open immediately

Congregation Temple Israel is an inclusive community that supports congregants' unique Jewish journeys. We're looking for motivated candidates to join our close-knit team in support of our community mission.

SUMMARY: The Administrative Assistant creates a welcoming environment for members and visitor, manages the front office, and handles general correspondence.

DUTIES AND RESPONSIBILITIES:

• Primary person responsible for greeting visitors, answering and directing incoming phone calls, opening and closing the front office, and screening visitors into the building
• Manages the phone system and front office equipment, including copiers, supplies, and postage
• Prepares for, composes, and sends correspondence for the President, Clergy, and Executive Director
• Oversees correspondence details to get the correct information to lay leaders and track touch points to members
• Manages the internal calendar and prints meeting room calendars
• Coordinates and manages meeting room set ups, ensures all rooms are well stocked and cleaned up, and sets out related signage
• Sorts and distributes daily mail and maintains check log for incoming funds
• Coordinates office volunteers and tasks
• Ensures membership database stays updated and is set up to actively engage our members
• Responsible for accurate disbursement of RaiseRight gift card orders
• Assists members with event registration and payments
• Keeps front office organized and presentable
• Provides general administrative support as needed

EDUCATION, SKILLS, AND EXPERIENCE:

• Experience or background in clerical field
• Strong communication skills on phone and in person
• Understanding of and ability to maintain confidentiality in accordance with the law and Temple policies
• Ability to compose letters in a professional manner
• Proficiency in Microsoft Office suite products and ability to master other programs and databases
• Ability to multitask, stay organized, and be detail oriented
• Some knowledge of Jewish practices, holidays, and laws
• A strong team player
• High school diploma is required and a bachelor's or associate's degree from an accredited four-year college or university is preferred, or equivalent experience

EXAMPLES OF TASKS PERFORMED:

• Produce monthly correspondence list and get correct information to all staff and/or lay leaders
• Understand phone system operations and voicemail and update as needed
• Manage office supplies and inventory, and research potential cost savings
• Print weekly calendars for specific meeting rooms and any directional signage needed for meeting
• Run reports out of the membership database and communicate performance on regular basis related to correspondence and touch points
• Update information in membership database when new information is learned and inform appropriate staff and/or lay leaders
• Prepare letters for President: New Member, Death, Mazel Tov, Board Member Welcome, Board Member Term Ending
• Prepare correspondence for lay leaders: Birthday, Anniversary, Todah Rabah, Mazel Tov, Mi Shebeirach

WORKING CONDITIONS AND PHYSICAL EFFORT:

• Work is typically performed in an office setting
• Does require some physical effort relative to putting away inventory and walking to and from meeting rooms, storage rooms, etc.