Office Administrator & Bookkeeper

(Full time - 30 Hours/Week)

Jewish Non-Profit Organization

Position Summary

The Office Administrator & Bookkeeper plays a key role in supporting the daily operations of the synagogue. Reporting directly to the Executive Director, this position combines office administration, membership engagement, program coordination, and bookkeeping responsibilities. The successful candidate will be highly organized, detail-oriented, personable, and capable of working independently while maintaining confidentiality.

Working Relationships

The Office Administrator & Bookkeeper:

• Reports directly to the Executive Director.
• Collaborates with clergy and program staff as required.
• Supports the Executive Director and lay leadership in fundraising activities, membership initiatives, and special projects.
• Assists the Executive Director with preparation for and follow-up from Board and committee meetings.
• Provides support to staff members and volunteers in areas related to the responsibilities outlined below.

Key Responsibilities

Office Management (Approximately 1/3 of Position)

• Provide general office coverage, including handling phone calls, email correspondence, and mail.
• Manage office supplies and equipment.
• Assist in developing and implementing office policies and procedures.
• Manage the administrative budget.
• Oversee and maintain the phone system.
• Maintain business licenses, memberships, and subscriptions.
• Be present during established office hours and available to assist synagogue members and visitors.

Membership Engagement

• Manage and maintain the membership database.
• Communicate effectively and professionally with current and prospective congregants.
• Support member engagement and address membership-related inquiries.
• Maintain donation systems and donor stewardship activities.
• Prepare and issue donor communications and acknowledgements.

Program Coordination & Calendar Management

• Work closely with clergy, the Executive Director, staff, and lay leaders to manage the synagogue calendar.
• Coordinate meetings, events, services, life-cycle celebrations, and congregational programs.
• Manage Zoom licenses, meeting links, and virtual event logistics.
• Provide on-site support for events and programs as required.

Bookkeeping Responsibilities (Approximately 2/3 of Position)

Financial Reporting & Recordkeeping

• Prepare financial statements, including:
  • Income Statements
  • Balance Sheets
  • Cash Flow Statements
  • Trial Balances
  • General Ledger Reports
• Generate ad hoc financial reports as requested.

Accounting & Transactions

• Record journal entries, including:
  • Accounts Receivable
  • Accounts Payable
  • Cash Transactions
  • Accruals
  • Adjustments
• Sync and reconcile journal entries with the membership database.
• Import, review, and process bank and credit card transactions.
• Allocate transactions and enter supporting receipts and documentation.

Reconciliations & Cash Management

• Reconcile bank accounts and credit card statements.
• Prepare and process bank deposits.

Accounts Payable & Receivable

• Ensure appropriate approvals are obtained before processing disbursements.
• Process vendor payments and bills.
• Coordinate cheque signing in accordance with organizational policies.
• Issue member billing statements and monitor outstanding receivables.

Donations & Membership Finance

• Track and process member payments and donations.
• Prepare and issue donation receipts and acknowledgement letters.
• Manage year-end charitable tax receipts.

Compliance & Year-End Support

• Prepare annual Workers’ Compensation reconciliations.
• Assist with year-end processes and respond to requests from external accountants and auditors.

Additional Duties

• Provide ad hoc financial analysis and reporting as requested by management.

Qualifications

Required

• Proven experience in bookkeeping or a related financial administration role.
• Proficiency in QuickBooks Online.
• Strong attention to detail and excellent organizational skills.
• Ability to work independently and manage multiple priorities.
• Demonstrated ability to maintain confidentiality and handle sensitive information.

Preferred

• Experience with ShulCloud or willingness to learn.
• Experience working in a non-profit environment.

Work Arrangement & Compensation

• Schedule: 30 hours per week
  • 4 days in office
  • 1 day remote
• Compensation: Competitive salary commensurate with experience. Salary range $58,000- $65,000
• Benefits Include:
  • Extended health benefits
  • Dental coverage
  • Vision care
  • Additional benefits as applicable

How to Apply

Please submit your application to: [email protected]