Administrative Specialist - East Tennessee Hub

Appalachia Service Project•Johnson City, TN

10d•Hybrid

About The Position

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.

Requirements

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
Persons desiring employment with ASP have a personal commitment to Christian faith and service to others.
ASP expects each employee to be an example of this standard of Christian service.

Nice To Haves

Experience working in a nonprofit housing environment
Knowledge of budget coding and accounting processes
Familiarity with homeowner assistance, housing rehabilitation, or community outreach programs

Responsibilities

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.
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.
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.
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.
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.