Position Summary

The Administrative Specialist serves as the primary administrative and financial coordination point for the East TN Hub. This role manages invoice coding and accounts payable coordination, conducts preliminary intake for homeowner applications, oversees volunteer administrative support, and conducts post-construction warranty follow-up. This position ensures efficient intake processing, financial accuracy, documentation organization, and administrative continuity across hub operations.

Core Responsibilities

Financial & Invoice Management

Review, code, and process invoices for accounts payable in alignment with departmental budgets and funding designations.

Serve as the primary liaison between the East TN Hub and the Accounting Department.

Track invoice status and ensure timely submission and payment.

Maintain organized financial documentation and filing systems (electronic and physical).

Communicate regularly with supervisor regarding invoice status, discrepancies, or budget concerns.

Serve as the primary contact for vendors, collecting W9 and Certificate of Insurance Forms, and coordinating EFT set up if needed.

Post-Construction Follow-Up

Conduct homeowner follow-up at 6 months and 11 months post-project completion.

Communicate warranty-related issues to appropriate staff prior to warranty expiration.

Maintain accurate follow-up records within the database.

Application Intake & Client Triage

Serve as the primary intake point for all ETN applications (online and phone), and respond to all inquiries in a timely and professional manner.

Review incoming applications to determine preliminary eligibility.

Provide clear instruction to applicants regarding required documentation.

Collect, organize, and upload documentation to SharePoint, and inform Case Managers when files have all required documentation.

Review archived applications to identify and report regional trends and recurring unmet needs.

Gather and provide additional resources to homeowners who we are unable to serve.

Volunteer Administrative Coordination

Serve as the initial administrative contact for ETN/WNC volunteer groups.

Provide lodging information and pre-trip logistical guidance.

Inform volunteers that field staff will connect within two weeks of arrival.

Enter and complete end-of-trip evaluations within the database.

Administrative Support Functions

Answer and route general phone calls, emails, and inquiries.

Maintain organized electronic and physical filing systems.

Generate reports, enter survey and evaluation data, and prepare program evaluation data as requested.

Communicate relevant updates to supervisor and appropriate staff.

Meet assigned deadlines and maintain strong organizational standards.

Candidate Description

Required Qualifications

Commitment to working in a Christian environment

Two years' experience in an administrative support, office management, customer service, program administration, or related role

Strong organizational skills with a demonstrated ability to manage multiple priorities, deadlines, and detailed documentation

Proficiency in Microsoft Office, including Outlook, SharePoint, Word, and Excel

Experience maintaining electronic filing systems and databases with a high degree of accuracy

Strong attention to detail

Willingness to work collaboratively in a shared office space

Desired Qualifications:

Experience working in a nonprofit housing environment

Knowledge of budget coding and accounting processes

Familiarity with homeowner assistance, housing rehabilitation, or community outreach programs

Salary and Benefits:

This is a part-time, temporary position. Expected hours are 20 - 30 hours per week.

This position will be expected to be fully in-office for initial onboarding and training, then can transition to a hybrid position.

Phone and laptop provided for work use.

ASP vehicle available for any local and regional business travel.

Flexible work from home options available.