Administrative Assistant-Office of Grants Management

Position Title

Administrative Assistant-Office of Grants Management

10+ months contract with possibilities for extension

Phoenix, AZ (100% Onsite)

• 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 (PAC) 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.

• MS Office 365
• Word
• Excel
• Outlook
• Power Point
• Teams
• Share Point

• Experience using or familiarity with the Board of Supervisors’ Agenda Management System (Hyland)
• Advantage Financial
• On Base
• Business Objects

• Experience using or familiarity with the Board of Supervisors’ Agenda Management System (Hyland)
• Advantage Financial
• On Base
• Business Objects
• Experience with Microsoft Planner
• Experience working in a government or public health environment

• High school diploma or GED required
• At least one year of clerical, administrative support, or office coordination experience

• Associate's degree in Business Administration, Office Management, or related field preferred
• 2 years clerical, administrative support, or office coordination experience

• Preferred experience working in a government or public health environment