Administrative Clergy Assistant - Los Angeles, United States - Sinai Temple

Description

***This position plays an integral role at Sinai Temple in both setting a welcoming tone for members and visitors alike while supporting the work and efficiency of busy clergy. Under the direction of the Executive Director, s/he acts as concierge for Sinai Temple, a welcoming, supporting and knowledgeable presence for congregants and visitors alike. With a customer service mindset, this individual is on the front lines for our members, answering incoming calls, providing information and problem-solving support in a timely manner. As the first point of contact for people calling or visiting the Temple this position will be expected to have broad knowledge of all upcoming programs and holidays as well as what is happening in the facility during the work day. Additionally, this position is the primary support person to two dynamic rabbis on the Sinai Temple clergy team, ensuring their efficiency and anticipating their needs. This support includes calendaring, correspondence, record keeping (finance), submission of receipts, preparation of materials for teaching, and more. Discretion and professional behavior are critical.

Finally, this individual may be called on to support the synagogue mission in diverse ways, including but not limited to:
High Holiday projects, support of emeritus clergy, managing office supplies, etc.


PRIMARY DUTIES
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Temple Receptionist

• Be the "face" of Sinai Temple

- acting as first point of contact for any caller and /or visitor.

• Act as a "VIP Concierge" delivering personalized service to Temple members
• Mail Management
• Distribute incoming mail and prepare outgoing mail, including bulk mail.
• Sign for packages; assist with sending them and locating them, when necessary
• Query and produce mailing labels as requested.
• Provide Project Support

Radio for Custodian/Maintenance assistance, when necessary, for staff members. Maintain the aesthetics of the front lobby and bulletin board.
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Clergy Assistant
Be proactive in supporting the work and schedules of two rabbis on the clergy team, and as needed for the entire clergy team, including:

• Manage calendars
• Scheduling appointments: enter, send reminders, confirm
• Entering important information for Shabbat and holiday service responsibilities.
• Enter and track important happenings for various Temple departments (e.g, ATID, Dor Chadash, Religious School, Youth Department, SAA, ECC, etc.)
• Input information for events including location, contact numbers and all pertinent details
• Provide all relevant information for clergy meetings
• Write Thank You letters and create mail merge mailings for clergy, as needed
• Assist clergy in planning and executive programs and/or initiatives under their purview
• Act as Point of Contact to clergy at the High Holy Days, providing support to ensure their comfort and success.
• Act as a resource and problemsolver for clergy
• Manage subscriptions, purchasing, travel needs for clergy
• Manage financial transactions for clergy:
• Collect and track all receipts on clergy corporate credit cards
• Weekly: enter budget information for all credit card transactions
• Check requests
• Handle and implement matters related to clergy discretionary funds

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Support Sinai Temple Initiatives
Help ensure smooth operation in variety of ways, including but not limited to:

• High Holy Days Support: Assist with annual High Holy Days projects, including but not limited to communications, preparing parking stickers, communicating with vendors, assisting with mailings, etc.
• Proofreading and/drafting documents
• Bereavement Related Needs: track and generate communications to members who have recently experienced death of a loved one
• Assist w/yahrzeitrelated data entry
• Prepare clergy condolence letters immediately following death
• Prepare clergy condolence letters for thirty (30) days following death
• Prepare clergy condolence letters six (6) months following death
• Prepare clergy condolence letters twelve (12) months following death
• Shabbat and holidayrelated needs
• Preparation of donation acknowledgment cards for signature.
• Wrap gift items presented to b'nai mitzvah kids.
• Provide administrative support to Sisterhood, Mens Club and Chai Society.

POSITION QUALIFICATIONS

• Exemplary customer service and interpersonal skills
• Must be proactive
• Attention to detail is critical
• High emotional intelligence
• Excellent followup skills and ability to meet hard deadlines in timely fashion
• Good language and writing skills
• Jewish background and/or knowledge of Judaism is preferred
• Levelheaded
• Ability to complete tasks correctly with mínimal "handholding"
• Interest and enthusiasm for the mission and activities of Sinai Temple.
• Effectively multitask.
• Posses sound judgment and decisionmaking skills.
• Ability to work both independently and as a team.
• Ability and willingness to work cooperatively with diverse constituencies.

**TECHNOLOGY Requireme