Administrative Assitant

Title: Administrative Assistant
Job ID: 25-55042
Duration: 11-month contract
Location: Phoenix, AZ 85012

Position Description
Are you organized, detail-oriented, and interested in supporting work that benefits your community? The client's Department of Public Health is looking for a dependable Administrative Assistant-and ideally a SharePoint expert-to support the Office of Grants Management (OGM). In this role, you'll provide essential administrative, clerical, and scheduling support to our grant and contract team. You'll help keep us organized and on track by maintaining calendars, managing our SharePoint site (including page updates and file organization), assisting with data entry and reports, preparing for meetings, and ordering supplies. This is a great opportunity for someone looking to start or continue a career in a stable office environment with the chance to contribute to meaningful public health work.

Skills Required
• Provide data entry assistance related to PHIG, ARPA, Health Disparities, or ELC grants (e.g., quarterly progress reports, annual renewals).
• Coordinate in-state and out-of-state travel for supervisors and managers in collaboration with the MCDPH Travel Coordinator.
• Serve as the Office of Grants Management's SharePoint guru, responsible for maintaining and improving the OGM SharePoint site-including web page updates, file structure, naming conventions, and archiving.
• Collaborate with the Office of Procurement and Contracts (Client) Unit to align and revise joint SharePoint sites for improved usability and integration.
• Manage and create the OGM master calendar; assist with meeting scheduling, room reservations, agenda preparation, and logistical support.
• Take meeting notes and provide general administrative support during internal and external meetings.
• Order business cards and office supplies (via WIST); track inventory and ensure organized supply storage.
• Submit telecom service and ergonomic assessment requests as needed.
• Track and manage assets and oversee supply cabinet inventory, including check-in/check-out procedures.
• Assist Grant/Contract Administrators with typing contracts and coordinating documentation for incoming grant opportunities.
• Schedule interviews and compile related materials and documentation.
• Maintain the OGM Unit Manager's calendar and assist in preparing PowerPoint presentations and related materials.
• Distribute monthly Board of Supervisors (BOS) agendas and maintain records of BOS actions.
• Perform other administrative duties as assigned.

Skills Preferred
• Experience using or familiarity with Client's Board of Supervisors' Agenda Management System (Hyland), Advantage Financial, OnBase, and Business Objects.

Experience Required
• MS Office 365, Word, Excel, Outlook, PowerPoint, Teams, SharePoint

Experience Preferred
• Experience using or familiarity with the Board of Supervisors' Agenda Management System (Hyland), Advantage Financial, OnBase, and Business Objects.
• Experience with Client Planner High-level experience in SharePoint Experience working in a government or public health environment
Education Required
• High school diploma or GED required; Associate's degree in Business Administration, Office Management, or related field preferred. At least one year of clerical, administrative support, or office coordination experience.

Education Preferred
• 2 years clerical, administrative support, or office coordination experience.

Additional Information
• Preferred experience working in a government or public health environment.

Best,
Simran Lalwani
Technical Recruiter
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