Administrative Support Specialist

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.

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.

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.

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
• 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…