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Office Manager Job Description
The Office Manager (OM) of Shir Shalom Vermont is responsible for providing administrative support to ensure efficient operation of the synagogue office. The OM serves as the primary initial point of contact, answering phones, greeting visitors, and dealing comfortably with congregants, Board members, and community members. The OM provides support to the congregation President and the Rabbi and must be able to organize files, create correspondence, prepare reports and documents, manage and coordinate calendars, set up meetings, schedule appointments, and maintain the database in an accurate and timely manner. The OM must be familiar with Zoom and social media apps and provide information to the website manager and magazine editor. The OM assists committee chairs with major efforts, including the Summer Fundraiser event.

REPORTING, SUPERVISION AND CLERICAL RELATIONSHIP
The Office Manager reports to the President and also assists the Rabbi and Family Education Director and, at the discretion of the President, assists Board members and Committee chairpersons.

JOB REQUIREMENTS:

  • Strong organizational, administrative, prioritizing, and planning skills
  • Strong social skills
  • Experience with office management systems and procedures
  • Experience with social media platforms and Zoom
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Helpful, but not required: Familiarity with Jewish holidays & culture (Reform Jewish congregation)

DUTIES AND RESPONSIBILITIES

  1. Support for President: Arrange meetings, send reminders, follow up with volunteers and committees.
  2. Support for Rabbi:  Organize meetings, set up list groups, assist with slides and material used for teaching and services, arrange services for parsonage
  3. Support for Family Education Director:  arrange maintenance services for school building
  4. Work collaboratively with Shul Cloud coordinator and Bookkeeper:  Assist the other administrative staff who are working remotely with actions needed in Woodstock area, pickup mail, deposit check and provide information as needed
  5. Event Management: Send Shabbat hosting reminders, support committees organizing annual events such as Scholar-in-Residence, Summer Fundraiser, Passover, Chanukah, arrange for professional clean-ups before and after events.
  6. Security and Maintenance: Schedule and oversee indoor cleaning and yard maintenance. Schedule mowing, plowing and other routine maintenance. Prepare annual cleaning schedule. Prepare annual alarm reports and ensure fees are paid. Schedule annual inspections and routinely check security and fire safety equipment.
  7. Calendars and scheduling: Maintain official synagogue calendarregularly update the on-line calendar from information received from Rabbi, Hebrew School Director, President, and Committee Chairs, and send to President, Rabbi, School Director, and website coordinator.
  8. Meeting Schedules: Send invitations, assist President in organizing meetings; assist committees with scheduling; work with Rabbi, Education Director, and special coordinators (Supplies, ENews, Website, Parsonage, Food Shelf) in establishing calendars and assuring supplies are available.
  9. General duties: Maintain office supplies; arrange hotel rooms for visitors.
  10. Social Media: Administer Facebook Page, uploading content as appropriate to calendar and events on website; administer access.
  11. Visitors and callers: Maintain phone messages, give tours of facility.
  12. Annual Summer Fundraiser Support: Organize pre-event publicity through enews; prepare name badges, raffle sheets, program info, posters, displays; order equipment and supplies, organize winners list and check-in/check-out; prepare thank-you letters for sponsors, donors, and volunteers; prepare weekly reports of ticket sales and donations and prepare final accounting report of income and expenditures for the President, Treasurer and Summer Fundraiser Committee
  13. Fund Raising Support: Assist President with appeal letters, print and send letters or emails, maintain stationery supplies, and arrange bulk mailings.
  14. Accounts Receivable Acknowledgements: Send appropriate thank-you letters and receipts, prepare Todah Rabahs (thank-you notes) for magazine and prepare thank-you letters for President or Board signature. Check donation box after worship services and events.
  15. Board Support: Maintain approved Minutes and policies/motions in database and/or physical notebook, send Board and Executive Committee meeting notices, and assist in the preparation of agendas and informational material.
  16. Magazine, Invites, Newsletter: Prepare material and assist with bulk mailing.
  17. Facility Rental: Manage rental agreements, schedule events in calendar, explain rental policies to renters, and arrange for cleaning before and after events.

 

JOB INFORMATION:

  • Part-time – 15-20 hours per week
  • $18 to $22 per hour depending on experience
  • Flexible schedule
  • Some remote work is possible
  • Monday to Friday

COVID-19:
Everyone inside the synagogue is required to wear masks and follow social distancing practices. Most gatherings are outdoors or on Zoom. The number of attendees is strictly limited for indoor meetings and events.

 

EXPERIENCE:

  • Microsoft Office: 1 year (Required)
  • Social Media platforms and website administration – Website, FB, Zoom knowledge
  • Administrative experience: 2 years (Preferred)
Tue, January 25 2022 23 Shevat 5782