AIM Center offers employment, education, housing, socialization, and wellness opportunities for adults living with serious mental illness. We are non-medical and non-clinical; however, we work with other mental health professionals to provide comprehensive mental health services. Using the Clubhouse model of psychosocial rehabilitation, AIM Center empowers participants, our members, to develop relationships and create individualized plans for recovery while working side-by-side with other members and staff to accomplish the work of the Clubhouse. AIM Center has been helping adults in the Chattanooga community lead fulfilling and productive lives while successfully managing their mental health since 1989. Membership is open to people ages 18 and older diagnosed with serious mental illness. Recovery is a lifelong process and the philosophy of our Clubhouse is “Once a Member, Always a Member.” We are a private, non-profit organization supported through foundations, public and private grants and donations. Our Clubhouse is also a TennCare provider. AIM Center is the only psychosocial rehabilitation facility accredited by Clubhouse International and licensed by the State of Tennessee.

AIM CENTER, INC.

Job Description

JOB TITLE: Administrative Support Specialist

REPORTS TO: Director of Finance

JOB CLASSIFICATION: Full Time, Non-Exempt

SUPERVISES: n/a

• Provides administrative support to the Director of Finance.

• Generate and send invoices, track outstanding balances, and follow up on overdue payments
• Record incoming payments and reconcile accounts regularly
• Prepare periodic AR reports for leadership or board review

• Review, process, and record vendor invoices and staff reimbursements
• Ensure timely payments and maintain accurate payables schedules
• Reconcile monthly vendor statements and resolve discrepancies

• Maintain accurate and up-to-date vendor records, including collecting and verifying required documentation (e.g., W-9 forms, contracts, and insurance certificates) for new and existing vendors
• Regularly update and organize vendor files to ensure compliance with organizational and regulatory requirements
• Maintain organized financial records and ensure accuracy in documentation
• Support monthly and annual financial reporting processes

• Assist the Director of Operations with administrative tasks, scheduling, and tracking organizational projects
• Support the Development Director with grant management and reporting deadlines
• Track and update donor records and prepare acknowledgment letters
• Maintain grant and donor tracking systems to ensure accuracy and timeliness

• Provide administrative support to the CEO, including scheduling, returning calls, and preparing correspondence

• Track internal leadership deadlines and ensure timely follow-up

• Serve as a liaison to the Board of Directors by coordinating meeting logistics, preparing board packets, and maintaining board records
• Serve as primary administrator for board communications, scheduling board meetings
• Prepares meeting agendas and supporting material for distribution to Board and staff
• Attends AIM Board of Directors Meetings and Executive Committee meetings for the purpose of recording meeting minutes
• Maintain contact lists and ensure timely delivery of minutes, reports, and updates

• Maximizes opportunities to engage Clubhouse members in daily administrative projects
• Participates in staff rotation of Clubhouse meetings, social activities, holiday, and event coverage
• Work side-by-side with Clubhouse members while upholding the Psychosocial Rehabilitation components of the Program
• Serves as Transitional Employment Co-Placement Manager
• Transport Clubhouse Members as needed; driving AIM company vehicles (bus training is provided)
• Other Duties as assigned

• 
  Pass a pre-employment background check.
• Valid Tennessee driver’s license. Ability to obtain an F-Endorsement within 14 days of hire (Tennessee Residents only), 3-year clean MVR, NO DUI/DWI.
• Reliable transportation and automobile liability insurance.
• Ability to read, write, and understand verbal and written instructions.
• Successfully complete and maintain all training, including online Relias Learning courses.

• Associate’s or bachelor’s degree in Business Administration, Accounting, or related field
• Minimum 2 years relevant experience in AR/AP and general administration
• Experience with accounts payable/receivable, bookkeeping, or nonprofit finance is strongly preferred

• Advanced skills using Microsoft Office Suite: Outlook, Word, Excel, Teams
• Experience with SharePoint for document management/collaboration
• Comfort with virtual meeting tools and digital communication platform
• Experience with cloud-based accounting software such as QuickBooks Online is preferred
• Donor management software experience is a plus

• Experience with office equipment, such as printers and fax machines

• Strong attention to detail and organization.
• Effective written and verbal communication skills.
• Ability to prioritize, multitask, and thrive in a dynamic team environment.
• Professional discretion and commitment to confidentiality.

• Perform quality work within deadlines with or without direct supervision.
• Interact professionally and courteously with other employees, members, stakeholders and partners.
• Work effectively as a team contributor on all assignments.
• Function in highly stressful circumstances.
• Maintain a high level of professionalism and to conduct business in an ethical manner at all times.
• Maintain regular and punctual attendance.