Administrative Assistant

Description

Overview:
The Administrative Assistant serves as an initial point of contact for members, prospective members, and guests who reach out to the synagogue. In this role, you would be expected to respond to requests via phone and email in a warm, timely, accurate, and thoughtful manner. An ideal candidate would be able to enthusiastically provide exceptional customer service that upholds CBI’s ideals of welcoming and inclusion.

Position Summary:
The Administrative Assistant is a member of the CBI administrative team and provides support services to the synagogue staff and clergy. Routine duties may include greeting guests, answering telephones and emails, keeping calendars, and other administrative functions. Due to the sensitive nature of the information, the position must be able to maintain a discreet, confidential, and professional manner, both within and outside the agency, with respect to the synagogue’s business.

Job Duties

Office Administrative Duties

• Greet members, guests, and vendors.
• Inform staff members when appointments and guests arrive.
• Answer telephones and transfer calls.
• Copy documents when requested by office staff, clergy, and teachers.
• Receive packages and notify staff as needed of their arrival.
• Stamp and secure any incoming checks.
• Receive and distribute mail to proper staff members.
• Reconcile credit cards with receipts each month.
• Coordinate front desk coverage with Office Manager.
• Manage outgoing mail for staff and programs, including postage meter.
• Coordinate with the Office Manager to check mailbox at Post Office at least weekly.
• Generate monthly reports for copying machine and postage meter usage.
• Review and oversee the office supply inventory.
• Place orders for office supplies when requested.
• Review and replenish kitchen supplies.
• Ensure the waiting room, main lobby, and gift store areas are neat and presentable.
• Copy service materials and set up sanctuary lobby and sanctuary(s) for Shabbat Services.
• Pick up Challahs from the bakery on Fridays, as needed.
• Set out Challah and wine for Shabbat Onegs and Kiddushes.
• Assist with the administrative and organizational needs for holidays, events, and large-scale programs.

Administrative Duties to Support the Assistant Rabbi

• Make copies, scans, and mail materials for Assistant Rabbi.
• Order books and supplies as requested.
• Screen or respond to email/other correspondence as requested.
• Keep the schedule and calendar for Assistant Rabbi and set appointments as needed.

Perform other duties, not listed here, deemed necessary for the well-being of the synagogue.

Skills Required

Position Qualification:

• Education/training and/or equivalent experience working in an office environment.
• Strong written and verbal communications skills.
• Strong organizational and time management skills.
• Ability to multitask in a first-line receptionist and busy office structure.
• Ability to work as a strong member of a team.
• Familiarity with Microsoft Office Suite and Google Drive preferred.

Work Schedule

Hours:

Monday and one additional weekday from 9:00 am – 5:00 pm and Fridays from 9:00 – 4:00 pm (additional hours may be requested during religious holidays or events). Hours may not exceed 1,300 hours per year.

In-person at 301 E. Jefferson Street, Charlottesville

Additional Info

Supervision:

The Administrative Assistant reports to the Executive Director in consultation with the Office Manager (Reception and Office Administration Duties), Assistant Rabbi (Administrative Support for Assistant Rabbi), and other senior staff (for administrative services as needed).

The Administrative Assistant should be prepared to work with and assist anyone affiliated with the synagogue, including staff, clergy, gift shop coordinator, volunteers, members, guests, service vendors, and janitorial and maintenance staff.

Position Classification:
Non-exempt – three days/approx 23 hours per week

For more information, please visit www.cbicville.org