ADMINISTRATIVE ASSOCIATE

Send resume and cover letter here. 

 

Background

Kol Ami, A Center for Jewish Life, located in Kirkland, WA, is a congregation of approximately 135 member families representing all age groups. The congregation’s core values are to be welcoming and egalitarian, to cultivate awe and gratitude for our bounteous planet, to confirm the dignity and rights of all human beings, and to practice tikkun olam (to pursue justice and repair the world).  Kol Ami’s rabbi, administrative associate, religious school teachers, and musicians are employed part time or on an as-needed contract basis.  Lay leadership consists of an executive committee and board, and several committees (i.e., membership, financial stability, workshop, social action, and others).  

Position Summary / Essential Duties

Kol Ami’s Administrative Associate is a part-time position that supports the rabbi, the congregation’s lay leadership, and congregants’ administrative needs.   Broadly, the role includes:

  • Support the rabbi administratively

  • Administer the congregation’s operations

  • Provide first point of contact for questions and comments from lay leaders, members, and guests

 

Qualifications

Experience working in a nonprofit, social enterprise and/or religious organization.

Knowledge of Jewish practice, ritual and policies helpful but not required.

 

This position requires proficiencies in the use of the following systems or apps (or the ability to quickly learn and become proficient in their use):

  • Cloud-based systems (such as G Suite) for email, calendaring, and file management

  • Cloud-based financial systems (such as QuickBooks) for payment systems, revenue and expense management, and for generating reports

  • Cloud-based member/customer resource management and pledge and donation system (such as ShalomCloud) for maintaining the congregation’s member and donor directory, and pledge and donation system

  • Communication apps (such as Flock or Slack)

  • Online meetings app (such as Zoom)

  • Word processing and spreadsheet apps (such as google docs and sheets)
     

This position also requires the ability to make straightforward modifications to the congregation’s website; however, website design and management is not a requirement.

Characteristics

The desired characteristic for the person performing this role include:

  • Organized and able to organize others, detailed oriented

  • Welcoming and patient

  • Responsive, with a positive, can-do attitude

  • Self-starter, works independently with little day-to-day direction once expectations and procedures are understood

This role is salaried at $2625 per month based on working 92 hours monthly.

 

Position Duties and Tasks

The position’s key tasks include, but are not limited to, the following:

 

Support the rabbi administratively

  • Set up meetings and manage the rabbi’s calendar

  • Coordinate events including help from volunteers

  • Ensure that preparations for the events are completed on time; preparations might include reserving the venue, making copies, ensuring that readers are scheduled, providing a list of registered participants

  • Provide weekly yahrzeit and mishebeirach lists

 

Administer the congregation’s operations

  • Communications and Membership Tracking

    • Ensure accurate membership list, and track new member additions, member resignations, and status of member payments for pledges and donations

    • Provide routine communications to members and guests for services and events, and other communications (currently via a weekly newsletter and occasional email blasts)

    • Administer the website calendar and shared events calendar

    • Support marketing and social media tasks

 

  • Financial Processes

    • Run payroll

    • Provide monthly financial monthly closing data to accountant including payroll report (from ADP); transaction detail from member database (ShalomCloud); statements from PayPal, Stripe, and Swipe websites; and bank statements

    • Enter and pay bills in QuickBooks Online and upload electronic receipts, statements, and other supporting documents

 

  • Facilities:

    • Serve as the liaison with Northlake Unitarian Universalist Church on the facility lease and the scheduling and use of the building

  • Other:

    • Maintain secure and organized files for contracts and other documents requiring retention for tax / audit purposes

    • Promote and guide the use of the congregation’s digital systems (such as G Suite and Zoom), and engage the congregation’s technical support resource as needed

    • Support scheduling of lay leader / committee meetings

    • Follow and document (with assistance from the rabbi and lay leaders) the congregation’s processes

Provide first point of contact for questions and comments from lay leaders, members, and guests

  • Respond to email and phone inquires

  • Assist members and guests with questions about payment of pledges or donations, and event schedule and registration

  • Be aware of all scheduled events and who is the point of contact for each

 

WORKING CONDITIONS

 

This position works in an office environment that regularly exposes the employee to Computer monitors and office equipment; Must be able to work remotely during the COVID pandemic or other emergency conditions; Must be able to lift up to 20 pounds of materials; Able to drive to meetings and events in personal vehicle; May need to work flexible hours (some evenings and weekends) in order to administer specific meetings, events, or community outreach efforts.

REPORTING RELATIONSHIP

Report to the Board of Directors and work closely with the Rabbi, Board officers and key volunteers.

Kol Ami

A Center for Jewish Life in the Pacific Northwest

308 4th Avenue S Kirkland, WA 98033

admin@kolaminw.org

(425) 844-1604

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