Administrative & Data Support Specialist

ADP, Inc.; New York (NY); On-site; USD 45,000 - 55,000; Full time

Job summary

ADP, Inc. is seeking an Administrative Assistant in New York to perform procurement, invoicing, inventory, and compliance tasks.

The role supports multiple programs, manages data for DHS-required reports, and provides essential front-office and reception services. The candidate should have 2+ years in administration, strong organizational and communication skills, and familiarity with DHS systems like AWARDS and CAIRS.

Qualifications

• Two (2)+ years of administrative experience.
• Experience in human services, non-profit, or government-funded program.
• MS Office proficiency and document handling.
• Familiarity with DHS data systems (AWARDS/CAIRS).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to handle sensitive information with discretion.

Responsibilities

• Procurement and supply management: coordinate purchases and document decisions.
• Invoice and financial documentation: review invoices and reconcile petty cash.
• Inventory and asset management: maintain monthly inventory logs and assets.
• Compliance and training documentation: maintain logs and regulatory documents.
• Program reporting and data support: assist with internal/external reports and data formatting.
• Administrative support: draft letters, manage calendars, coordinate meetings.
• Reception and visitor management: greet and direct visitors and maintain front office.
• Audit and proposal assistance: prepare documentation for audits and grants.
• System support – AWARDS and CAIRS: maintain client databases and assist staff with data entry.
• Transportation and document delivery: deliver or pick up documents as needed.
• Other duties as assigned: backup support as directed by leadership.

Skills

Microsoft Office Suite

Organizational skills

Communication skills

Discretion & confidentiality

Education

High School Diploma or GED

Associate’s Degree

Tools

AWARDS

CAIRS

Job description

ADP, Inc. is seeking an Administrative Assistant in New York to perform procurement, invoicing, inventory, and compliance tasks.

The role supports multiple programs, manages data for DHS-required reports, and provides essential front-office and reception services. The candidate should have 2+ years in administration, strong organizational and communication skills, and familiarity with DHS systems like AWARDS and CAIRS.