Administrative Assistant: Data, Scheduling & Office Support

ADP, Inc.; Macungie (Lehigh County); On-site; USD 23,000 - 26,000; Full time

Job summary

ADP, Inc. in Macungie, PA is seeking an Administrative Assistant to provide high-level administrative and clerical support for daily agency operations. The role requires professionalism, confidentiality, and the ability to multitask in a fast-paced environment.

You will handle filing, correspondence, onboarding support with HR, data entry, reporting, and office coordination across departments. Strong MS Office and Excel skills, 2 years of experience, and excellent communication are essential.

Qualifications

• Minimum 2 years of proven administrative or assistant experience.
• Advanced proficiency in Microsoft Office, especially Microsoft Excel.
• Experience in data analysis, data collection, and report generation.
• Experience in IDD/Mental Health field preferred.
• Able to type at least 40 WPM.
• Strong communication and organizational skills.
• Ability to multitask and handle confidential information.

Responsibilities

• Perform routine administrative tasks including filing, typing, copying, printing, binding, scanning, sorting mail, and organizing documents.
• Generate and distribute internal and external correspondence such as memos, letters, emails, faxes, phone calls, meeting minutes, and other written communication.
• Draft letters and emails on behalf of leadership and other office staff.
• Maintain computer and manual filing systems across multiple departments.
• Serve as a central point of contact for the office by monitoring incoming calls, emails, voicemails, visitors, deliveries, and staff requests and appropriately routing information and requests.
• Provide administrative support for new-hire onboarding, including preparing materials, assisting with required documentation, establishing files, and coordinating with HR, training, and supervisors.
• Provide polite, professional, and timely communication to staff, prospective employees, clients, visitors, and vendors.
• Ensure information is communicated accurately to appropriate contacts while maintaining updated contact lists.
• Greet and support visitors, including new hires, prospective employees, clients, and delivery personnel.
• Assist with collecting, organizing, and analyzing data for regularly scheduled reports.
• Support program audits by preparing documentation and generating required reports.
• Process, organize, scan, upload, file, and route invoices, financial documents, statements, and other records to the appropriate department while maintaining accuracy and confidentiality according to agency policies and state regulations.
• Develop and maintain organized filing systems and administrative processes to ensure efficiency across departments.
• Maintain office supply inventory by monitoring stock levels, forecasting needs, placing orders, and tracking invoices and receipts through preparation, scanning, uploading, and verification.
• Ensure office equipment is maintained by performing basic preventative tasks, arranging repairs, tracking equipment inventory, and evaluating new tools or systems as needed.
• Maintain and organize electronic records within SharePoint and other agency-approved systems, including scanning, uploading, naming, filing, and retrieving documents according to established procedures.
• Maintain tracking and records for agency property, equipment, vehicles, phones, keys, and other assigned assets, including inventory, assignments, documentation, and related maintenance or replacement needs.
• Maintain current professional and technical knowledge by attending required trainings, development opportunities, and educational workshops.
• Assist with project planning, special assignments, and company-related errands as needed.
• Provide administrative support for agency meetings, committees, employee events, training activities, and special projects, including scheduling, preparation, documentation, communications, and task tracking.
• Contribute to overall team success by supporting related tasks and cross-department needs.
• Perform additional responsibilities as assigned to support day-to-day operations and organizational goals.

Skills

40 WPM

Organizational skills

Time management

Planning

Discretion & confidentiality

Professionalism

Emotional intelligence

Tools

Microsoft Office

Microsoft Excel

Job description

ADP, Inc. in Macungie, PA is seeking an Administrative Assistant to provide high-level administrative and clerical support for daily agency operations. The role requires professionalism, confidentiality, and the ability to multitask in a fast-paced environment.

You will handle filing, correspondence, onboarding support with HR, data entry, reporting, and office coordination across departments. Strong MS Office and Excel skills, 2 years of experience, and excellent communication are essential.