POSITION DESCRIPTION
AHAVATH ACHIM SYNAGOGUE ADMINISTRATOR, OFFICE MANAGER AND BOOKKEEPER
Salary: $30/hour
POSITION OVERVIEW
The Synagogue Administrator is a contract employee, intended to be a part-time position. Management of the contract is through the Synagogue Vice President. The Synagogue Administrator collaborates with the Rabbi and other members of the Board of directors to assure our organization effectively provides for the collective needs of the congregation. The Synagogue Administrator provides Program Development, Communications, Office Management, Bookkeeping and other support services enabling the smooth delivery of the synagogue’s religious, educational, cultural and social action activities, pastoral provision, life-cycle events, financial services and other aspects of membership engagement. The contractor needs to demonstrate exceptional initiative and efficiency, strong interpersonal, communication, and bookkeeping skills, and be prepared to work in full alignment with the principles and values of CAA as a Sephardic synagogue.
This is a wonderful opportunity for an energetic and proactive professional with a passion and commitment for synagogue life.
KEY RESPONSIBILITIES
Communications Management:
• Create, update and maintain CAA’s website, Facebook page, WhatsApp page and other social media as it applies to the situation.
• Send out weekly newsletter and special event emails.
• Manage the “info@ahavathachim.com emails that are sent to the synagogue. Respond directly to the sender or delegate the response responsibility to the appropriate person.
• Create flyers, publications and other advertisements for events and CAA programming.
• Create a Ahavath Achim brochure and other materials for marketing the synagogue with the goal of increasing membership and participation.
Program Management:
• Develop and implement educational programs and activities that increases the Jewish knowledge base and strengthens the Jewish soul in our members and prospective members. This includes holiday programming.
• Develop and implement social and cultural events for men and women to help build the social framework of the Congregation into a thriving vibrant Sephardic community.
• Organize and implement the weekly Shabbat lunch experience for the Congregation, insuring that supplies and foodstuffs are purchased and available, and that meals are prepared either through a volunteer or directly by Synagogue Administrator.
• Assist board and committees to develop and implement fundraising programming to meet the financial needs of the synagogue.
• Work to grow the Congregation through new members. Engage in recruitment activities that entice members of the Portland Jewish Community to consider joining or rejoining Ahavath Achim.
• The incumbent may independently or through assisting volunteer committees, plan, budget and implement all of these activities. Once the budget and program are approved, the incumbent will develop communication, publicity, logistics and administrative support to facilitate implementation of each program. For large programs, the incumbent will identify outside logistic or other assistance that may be needed, budget for such assistance and hire such assistance with the approval of the Vice President. All outside vendors will be chosen in a manner that will provide the most income for each event.
Office Management and Bookkeeping:
• Manage the synagogue office and financial program either from home or in the office provided at the synagogue. Work together with Finance Manager(FM) to coordinate FM’s responsibilities with this position.
• Manage and report on the synagogue financial systems, including Quickbooks, Paypal, and other bookkeeping and collection software as appropriate, and all banking records from various financial institutions.
• Prepare and email invoices which include Dues, High Holyday Pledges, Shabbat Aliyahs, Event Costs, etc.
• Ensure timely payment of moneys owed the synagogue through sending of statements in early September, early December and May, reporting of significant arrears to appropriate Board member.
• Send solicitations for the annual Book of Remembrance, receive and organize each entry develop and produce the Book of Remembrance. Send book for copying. Have ready for High Holydays.
• Prepare and mail Meldado (Yartzeit) announcements monthly (mid month) , prepare a list for weekly email, Hazzan, religious committee, president, and bema
• Record all payments received through Stripe and PayPal
• Maintain a membership list, as well as communications list of interested parties and people who have made payments to Ahavath Achim.
• Send Tax Report in January to all donors for donations made the previous year.
• Work to provide smooth transactions between all programs and software for members and vendors.
Administrative Coordination:
• In collaboration with the Rabbi and Board of Directors, ensure congregational policies and procedures are implemented.
• Ensure operation and effective use of all office systems including synagogue software, internet capabilities, phone systems, security and safety systems, copier, etc.
Membership Engagement:
• General administration of CAA’s process. Coordinate information on new members with volunteer membership Manager.
• Responding to, or referring on to volunteer membership chairman, all (prospective) membership inquiries received. Ensure membership applications are completed, new membership letters are sent under the Board’s signature, new membership dues are received and new members are welcomed on our electronic footprint as well as added to our membership list.
Program Coordination and Calendar Management:
• Coordinate and maintain master synagogue calendar, collecting and organizing all facility management and calendar event requests.
• Work with the clergy, volunteer committee chairs and executive committee in planning of each year’s activities to ensure a balanced calendar.
• On-site presence at Synagogue events as needed (may be occasional weekend or evenings).
Facilities Management:
• Coordinate with others as needed to ensure property remains in clean and good condition.
• Provide on-site supervision of repair and maintenance projects as appropriate, and assist as needed to obtain competitive bids for services, projects and contracts.
• Assist volunteer committee chairperson to Develop policies for Board approval and oversee rental of the facilities to members and community at large, including development of rental contracts and collection of rental fees.
Security Management:
• Works with the Ahavath Achim Security Committee in support of our current and potential future FEMA security grants administered through the State of Oregon. In this regard, incumbent:
o Provides financial oversight for grants.
o Maintains financial records for all grants.
o Works with State, writing and submitting applications for reimbursements for security work, and following up with the State to ensure payments are received.
o Assists the AA Security Committee with getting bids for security work either approved or proposed.
o Makes amendments to grants as needed.
o Assist with creating and implementing policy and procedures for all security needs.
QUALIFICATIONS REQUIRED
• Trustworthiness and the ability to maintain confidentiality of information relating to both the congregation’s business and its congregants. The person in this role will be privy to sensitive information and it will be crucial to be able to maintain that trust.
• Experience of working independently as an administrator.
• Ability to work with volunteers, vendors and others in a cooperation manner.
• Strong IT skills, including at least advanced knowledge of Microsoft excel and word, Google Docs and Zoom, MailChimp, etc.
• Strong bookkeeping skills, including knowledge of QuickBooks and other accounting and collection software.
• Excellent organizational and communication skills.
• Outstanding interpersonal skills, including a positive ‘can-do’ attitude, warm telephone manner, service oriented, and a patient and calm approach.
• Ability to work under pressure; a competent multi-tasker with acute attention to detail.
• Prepared to undertake a wide range of tasks, a willingness to be flexible in approach to work, and an ability to work as an integral part of the team.
• Good knowledge of the workings of a synagogue and of the various Jewish life cycle stages a plus.