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Office Manager Job Description

This position manages the overall operation of the synagogue office, including fiscal management. Provides direct supervision, task assignment, oversight, and troubleshooting for the day-to-day tasks of the Office Assistant. Insures coverage of all critical tasks in the absence of other employee(s).

Reports to: Board Member Designated by the Board (Board Designee)

Specific Essential Job Duties:

  1. Using the CHS accounting program (currently QuickBooks), directly perform the duties of the fiscal management of CHS, including but not limited to:
    • Develop systems, in cooperation with the Board Treasurer, to account for financial transactions by establishing and maintaining a chart of accounts;
    • Establish bookkeeping policies and procedures;
    • Maintain accounts by verifying, allocating, and posting transactions;
    • Balance accounts by reconciling entries;
    • Verify and pay supplier invoices in a timely manner;
    • Issue invoices and record payments including membership dues, pre-school and religious school billing, facility rental, pledges, and fundraiser income;
    • Take payments in person or by phone using the credit card machine;
    • Process SCRIP fundraiser sales and rebates;
    • Insure that receipts and thank-you notes are sent to all donors in a timely manner;
    • Produce the employee payroll and submit/pay required employer taxes. Produce and distribute W-2’s and 1099 forms as needed;
    • Communicate (both in verbal and written form) with customers, suppliers, vendors, and banking contacts;
    • Record cash receipts and make bank deposits;
    • Conduct a monthly reconciliation of every bank account;
    • Conduct periodic reconciliations of all accounts to insure their accuracy;
    • Issue financial reports to the Board as requested;
    • Maintain an orderly accounting filing system;
    • Calculate variances from the budget and report significant issues to the Board Treasurer;
    • Comply with local, state, and federal government reporting requirements, including maintaining tax exemptions and non-profit status;
    • Work with the Board to give input to the development of the annual budget for the office functions. Adjust office expenditures during the fiscal year to align with revenue under the guidance of the Board designee.
  2. Hire, train, and supervise paid office staff and office volunteers.
  3. Support to synagogue staff, Rabbi, and board members as requested.
  4. Maintain files (paper and/or electronic) of important synagogue documents. Arrange for off-site back-up, retention schedules, and document destruction as needed.
  5. Arrange for repair/maintenance of office equipment and computers as approved by the Board Designee.
  6. Review, renew, or contract for synagogue insurance coverage.
  7. Greet visitors, members, and the general public by phone or face-to-face in a way that is warm, welcoming and personable.
  8. Oversee and provide direction to office staff on delivery of external and internal communications of the synagogue.
  9. Ensure accurate records of membership are maintained and oversee the work of the office staff in maintaining the members database.
  10. Oversee safety and security programs of the CHS office to assure the health and safety of staff, volunteers, and visitors to the office. Report health and safety concerns immediately to the Board or 911 as determined by the situation.
  11. Align the goals of the office operation with the goals of CHS.
  12. Seek continuing professional development, with prior approval of any expenses from the Board Designee.

 

Education, Abilities, and Experience Required:

  • High school equivalency required, some college or technical education. Associates Degree in Accounting or Business preferred.
  • Previous experience hiring and supervising staff and/or volunteers.
  • Previous experience and basic knowledge of bookkeeping, general office procedures, use of office equipment.
  • Excellent organizational skills
  • Demonstrated proficiency in computer skills including Word and Excel and the ability to learn the CHS ShulCloud program. Experience with QuickBooks preferred.
  • Attention to detail and follow-through on assignments and deadlines.
  • Excellent oral and written communication skills.
  • Commitment to effective interpersonal relationships, teamwork, and customer service.
  • Commitment to confidentiality regarding all records and information about members, staff, donors, and other private information.
  • Timely and consistent attendance.

Physical Requirements:

  • Work is performed in an office environment requiring walking, standing, and lifting of objects weighing up to 40 lbs. on a semi-regular basis.

Hours:

  • This position is currently an average of 30 hours per week. Work hours are set to meet the needs of CHS and are primarily during daytime, weekday business hours. Some evenings or weekends may be required for special events. 
  • This position is non-exempt and subject to overtime requirements of the Fair Labor Standards Act. Initial employment is contingent on the results of a criminal and credit background check.

Pay rate: $16/hour

To apply: submit resume and cover letter to apply@congregationharshalom.org

Thu, October 19 2017 29 Tishrei 5778