Administrative Support Specialist

About Temple Beth El

Located in Tacoma, Washington, Temple Beth El serves as the hub of Jewish life in Pierce County, home to over 900,000 people. Our offerings include engaging educational programs, inspiring worship services, exciting social events, and impactful opportunities for tikkun olam—repairing the world. We celebrate the rich diversity of our members and warmly welcome everyone, including individuals, families, interfaith families, Jews-by-choice, Jews of color, those in the LGBTQIA community, and all those seeking a connection to Jewish life.

Position Overview

The Administrative Support Specialist provides essential administrative and operational support to staff, clergy, and congregants. This role serves as the primary point of contact for the organization, managing communications, maintaining office systems, and coordinating day-to-day administrative activities.

Expectations & Impact

The Administrative Support Specialist plays a vital role in creating a welcoming and efficient environment for Temple Beth El's congregation and visitors. As often the first point of contact for those connecting with the temple, this position directly impacts how members, prospective members, and community members experience our congregation. The specialist's attention to detail, organizational skills, and warm communication style ensure smooth daily operations that support our clergy, staff, and lay leaders in their work. By managing essential administrative functions—from lifecycle event coordination to maintaining accurate records and communications—the Administrative Support Specialist helps sustain the temple's ability to serve as a vibrant, welcoming community for Jewish life in the South Greater Puget Sound region.

Core Responsibilities

Reception & Administrative Support

• Be onsite during open office hours and present at front desk; coordinate with other staff to cover breaks and other instances when stepping away from desk
• Answer multi-line phone system and direct calls or take messages according to urgency and level of importance
• Monitor and appropriately respond to or redirect email received from various communication channels in a timely manner
• Greet and assist onsite visitors, using web-based security system
• Sort and distribute mail and deliveries
• Triage calls, emails and visitors as they come in, such that all are addressed even when they overlap
• In collaboration with clergy, develop and implement process to provide scheduling support for them
• Coordinate scheduling for vendors and work crews, and be onsite to admit them
• Organize and maintain tidiness of reception and storage areas for efficiency and professional appearance
• Provide on-demand technical or clerical support for staff, clergy, and congregants, i.e. printing, mailing, IT troubleshooting
• Assist with maintenance of electronic and physical filing systems
• Manage office volunteers such that their time on site is used effectively to help with the above responsibilities
• Update informational materials annually or as changes occur, i.e. letterhead, labels, board/committee/staff lists, welcome packets, etc.
• Maintain areas where informational items are provided for the community at large, including restocking items and collecting inquiries that come into those areas
• Monitor real-time security camera footage as needed and download footage of incidents; notify leadership to engage with law enforcement as appropriate

Communications & Correspondence

• Prepare and send routine communications, including reminders to solicit content submissions
• Proofread and test outgoing electronic and hard copy communications
• Prepare hard copy outgoing mailings, emails, including recurring birthday, anniversary and Yahrzeit letters, cyclical holiday items, as well as other one-off items
• Assist with monthly bulletin: print, label, sort, and deliver to bulk mail center
• Maintain supply of mailing materials for others to use as needed
• Prepare reports of postage spending for bookkeeping purposes

Supplies & Inventory

• Monitor and maintain inventory levels of office supplies, especially paper stock, stamps, toner, and water
• Monitor and maintain inventory levels of kitchen supplies according to established list
• Order janitorial supplies upon request
• Expand and keep up-to-date the manifest of furniture, equipment, table service, and other items available for events and facilities rentals
• Prepare monthly credit card report of supplies and inventory purchases for bookkeeping purposes

Support for Religious Services, Holidays, Ceremonies and Events

• Prepare materials, set up and take down for weekly Shabbat services (Friday afternoon required)
• Coordinate volunteers for or do setup of weekly social gathering prior to Shabbat services
• Order food for weekly Shabbat services, holidays throughout the year, and other events as needed
• Participate in annual High Holy Days preparation, which increases workload during late summer/early fall
• Assist with B-Mitzvah preparations, especially by printing certificates, wrapping gifts, and generating programs
• Process certificates and other records for conversions, baby namings, weddings and other lifecycle events
• Monitor event registrations, respond to requests for further information and troubleshoot issues as they arise; prepare and print check-in materials
• Coordinate with Director of Membership & Communications to determine if there are additional communications needed related to events

Records & Database Management

• Maintain vendor database with up-to-date contact information; record of visits, work performed, and evaluations
• Assist with updating and maintaining membership outreach, education outreach, and member information tracking
• Generate reports as needed from ShulCloud
• Maintain Memoriam Spreadsheet: track deaths, add to orders of worship, submit for bulletin, update ShulCloud, generate Yizkor lists and letters
• Update honors enrollment dates in ShulCloud and coordinate honors schedule on TBE calendar

Qualifications

• Friendly and outgoing people skills are a must
• Proven experience as an administrative assistant or similar
• Social media management and growth experience preferred
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, especially printers and copiers
• Proficiency with email and office productivity software such as MS Office 365 & Google Workspace
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Proven skill in proofreading and editing
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High school diploma or GED minimum, Bachelor’s Degree or equivalent experience preferred; additional education, certifications or qualification as an administrative assistant or secretary a plus
• Previous experience with database systems preferred

Work Environment

• Work is performed mainly in an office setting with moderate volume
• Position requires use of standard office equipment
• Functions require close and distance vision, ability to adjust focus, hear, and speak clearly
• Must handle frequent distractions while maintaining accurate and timely work
• Ability to lift up to 25 lbs.

Compensation & Hours

• Full-time; $19-$22 per hour, dependent on experience.
• Benefits: medical, dental, vision, paid time off for vacation, sick, and holidays.
• In office 9am – 5pm Tuesday – Friday required.
• Option to work remotely on Mondays. 

Statement of Equal Opportunity 

At Temple Beth El, we do not discriminate on the basis of race, gender, religion, color, national origin, sexual orientation, age, marital status, veteran status, or disability status. All employees are responsible for maintaining a community culture free from discrimination and harassment by treating others with kindness and respect.