Administrative Assistant-Office of Grants Management | Onsite

Job Title: Administrative Assistant
Work Location: Phoenix, AZ 85012
Pay Rate: $16.86/Hour
Work Mode: 100% Onsite
Job Duration: 10 Months Contract with Possible Extension

We are looking for a dependable Administrative Assistant to support the Office of Grants Management (OGM). In this role, you'll provide essential administrative, clerical, technical, 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.

• Provide data entry assistance related to Federal, State, and Local 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 by serving as the Office's Travel Liaison.
• Manage the Office of Grants Management's SharePoint site, being responsible for routine updates to web pages, file structure/organization, naming conventions, and archiving.
• Collaborate with the Office of Procurement and Contracts (Client) Unit to align and learn shared SharePoint sites for data entry and integration.
• 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.
• Be responsible for inventorying items in the Asset Management System.
• 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.
• Assist as a travel liaison for OGM.
• 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.

• Experience using or familiarity with the Maricopa County Board of Supervisors' Agenda Management System (Hyland), Advantage Financial, OnBase, and Business Objects.

MS Office 365, Word, Excel, Outlook, PowerPoint, Teams, Share Point

• Experience with Microsoft Planner
• Experience working in a government or public health environment

• 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.

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

Preferred experience working in a government or public health environment.