Full Time

Administrative Officer

Temple Israel Ottawa 1301 Prince of Wales, Ottawa

Position overview:
Temple Israel’s Administrative Officer contributes integrally to the congregation’s success by supporting members, clergy, staff and lay leaders with the management and maintenance of all aspects of the Synagogue’s financial accounts and records as well as providing administrative support to clergy as required. The Administrative Officer provides proactive, efficient, and professional administration in managing the affairs of the Synagogue and delivering a high level of customer service to the Temple community.

 

Working relationships
• Reports to the Executive Director.
• Collaborates with the clergy and program staff as necessary.
• Supports the Executive Director and lay leaders in fundraising activities, membership initiatives and other important projects.
• Supports the Executive Director with all aspects of Board and committee meeting preparation and follow-up
• Assists staff members and volunteers in issues related to the duties below:

 

Specific responsibility and authority
Office Management:
• Provides general office coverage such as handling phone calls, e-mail, and mail.
• Manages office supplies.
• Helps to develop and implement office related policies.
• Manages the administrative budget.
• Manages the phone system.
• Maintains all business licenses and subscriptions
• Assists with bulletins and website
• Is present at the synagogue during established office hours so as to be available for consultation by members of the synagogue.

Membership Engagement:
• Manages Membership Database.
• Engages and communicates effectively and personably with current and prospective congregants in meeting their needs.
• Prepares, executes and/or maintains all donation systems and donor stewardship.

Program Coordination and Calendar Management:
• Works closely with clergy, Executive Director, other staff, and lay leaders to manage the Synagogue calendar.
• Works with the Executive Director to facilitate meetings, events (including management of Zoom licenses and links), temple services, life-cycle events, and celebrations, and being on-site at times as needed.

 

Bookkeeping:
• Prepares financial statements including income statement, balance sheet, cash flow, trial balance, and GL, and any other relevant and/or ad-hoc reporting.
• Makes journal entries including A/R, A/P, Cash etc.
• Syncing and adjusting journal entries with membership database.
• Input/download bank transactions and credit card charges.
• Reconciles bank and credit card statements:
• Prepares and makes bank deposits
• Ensures proper approvals have been obtained for all disbursements and pays bills.
• Arranges for the signing of cheques as appropriate.
• Sends out billing statements.
• Tracks and processes payments and donations.
• Downloads and allocates bank transactions.
• Enters credit card receipts.
• Prepares workers compensation annual reconciliations.
• Prepares regular and end of year donation receipts and letters.
• Other ad hoc analysis as directed by management and/or a third-party accountant.

 

 

Qualifications

• Five (5) years of relevant experience is desirable.
• Experience working in or with non-profit organizations.
• Good knowledge of the workings of a Synagogue.
• Good knowledge of the Microsoft Office suite of software.
• Good knowledge of QuickBooks Accounting software.
• Good knowledge of Shul Cloud or similar database.
• Excellent organizational skills and attention to detail.
• Strong interpersonal and communication skills.
• Ability to adapt in the context of change.
• Ability to multitask and strong problem-solving skills.
• Ability to work independently but must have a strong capacity for teamwork.
• Background in Judaism or has worked with a Jewish organization an asset.
• A college degree in administration (or similar) is required.
• Bilingualism an asset. (French)

Compensation
This is a full-time position with competitive remuneration and benefits.

Please email resumes to execdir@templeisraelottawa.com with subject as Administrative Officer
Start date September or tba
Deadline until position is filled