Office Manager

Position Overview:

The Office Manager plays a vital role in ensuring the smooth daily operations of Congregation Beth Sholom. This position serves as the first point of contact for visitors, members, and donors, while also managing administrative systems that support staff, programs, and overall organizational efficiency. The ideal candidate is professional, organized, personable, and able to juggle multiple priorities in a fast-paced, member focused, mission-driven environment.

Key Responsibilities:

Support for Staff & Programs

• Oversee day-to-day office operations, including supply ordering, equipment maintenance, and facility coordination.
• Maintain organized filing systems (physical and digital), records, and office documents.
• Support scheduling of meetings, conference rooms, and events.
• Serve as liaison with all staff, vendors, and service providers to ensure consistent and efficient financial practices are maintained
• In conjunction with membership director, work with donors on payment processing, reconciliation and acknowledgements.
• Assist with onboarding of contract employees and new vendors; collecting and maintaining w-9s and setting up for payment.

Support for Staff & Programs

• Provide administrative support to leadership, staff, and committees as needed.
• Assist with donor and member communications, including acknowledgments and database updates.
• Support event logistics such as registration, set-up, and volunteer coordination.

Front Desk & Reception

• Greet and welcome visitors and members in a warm and professional manner.
• Serve as the 1st point of contact for any inquiries by phone and email.
• Answer, screen, and route phone calls and emails to appropriate staff.
• Manage incoming and outgoing mail, deliveries, and general office inquiries.
• Finance and Record Keeping:
  • Maintain accurate financial records by processing invoices, recording transactions, reconciling bank and credit card statements, and ensuring proper coding of expenses.
  • Assist with accounts payable:
    • Send all vendor invoices for processing in a timely manner
    • Set up all outside vendors and contractors for payment; collecting and maintaining W-9 documentation for independent contractors.
  • Assist with accounts receivable:
    • Deposit and record all checks and payments, ensuring proper entry into the member database.
    • Ensure that all funds are collected on-time; following up on past-dues in a respectful and timely manner.
    • Ensure that all donations are properly coded and attributed according to the donor’s directions.
  • Review credit card activity, reconcile to monthly statements, and share with accounting team.
  • Assist in the maintenance of member database; producing reports as needed
  • Work closely with external accounting team, ensuring that all processes run smoothly and reports are received in a timely and accurate manner.

Qualifications

Required:

• Bachelor's degree or equivalent work experience in finance, accounting or related field.
• Minimum of 3-5 years of experience working in finance or non-profit operations, including experience with accounts payable and accounts receivable.
• Familiarity with Google Suite including a demonstrated ability to create and modify spreadsheets
• Strong computer skills and the ability to troubleshoot office equipment
• Proficient with workflow management, office efficiency and general accounting software
• Excellent attention to detail and highly organized
• Ability to work independently and as part of a team
• Strong communication skills both oral and written
• Ability to think critically and problem-solve independently
• Comfortable and excited to work with a small cross-functional team.
• Commitment to the mission and values of CBS

Preferred:

• Experience working within non-profit organizations.
• Experience with database systems
• Experience overseeing basic IT

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

401K

FSA

HSA

English - Fluency