Administrative Assistant

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Full Time Suite 8, Macungie, PA, US

Salary Range: $17.00 To $19.00 Hourly

Administrative Assistant – Job Description

The Administrative Assistant is responsible for providing high-level administrative, clerical, and organizational support to ensure the efficient daily operations of the agency. This role requires professionalism, attention to detail, confidentiality, and the ability to multitask in a fast-paced environment. The ideal candidate will demonstrate strong communication skills, exceptional organization, and advanced proficiency in administrative systems and processes.

Primary Responsibilities

Administrative & Clerical Support

• 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.

Communication & Customer Support

• 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.

Data, Reporting, & Confidentiality

• 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.

Organization & Systems Management

• 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.

Professional Development & Collaboration

• 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…