Office Assistant - OA 25-26539

Job Title: Office Assistant
Location: Phoenix, AZ 85012
Duration: 12 Months

Pay Rate: $17/hour on W2

Job Description:

We are seeking a dependable and detail-oriented Office Assistant—ideally with strong SharePoint skills—to support a busy grants and contracts office. In this role, you'll provide administrative, clerical, and scheduling support to help the team stay organized and efficient. You’ll manage calendars, coordinate travel, maintain SharePoint sites, support meetings, and assist with data entry and reports. This is an excellent opportunity to gain experience in a professional, mission-driven environment, particularly in the public health sector.

Key Responsibilities:

• Assist with data entry related to PHIG, ARPA, Health Disparities, or ELC grants (e.g., quarterly progress reports, annual renewals)

• Coordinate in-state and out-of-state travel with the department’s travel coordinator

• Maintain and improve the office SharePoint site, including web updates, file organization, naming conventions, and archiving

• Collaborate with procurement/contract units to align and improve shared SharePoint sites

• Manage the office master calendar and assist with scheduling, room reservations, agendas, and logistics for meetings

• Take meeting notes and provide general administrative support during internal and external meetings

• Order and track office supplies and business cards; manage inventory and storage

• Submit service and ergonomic requests as needed

• Track assets and manage supply check-in/check-out procedures

• Support Grant/Contract Administrators with typing contracts and preparing grant-related documentation

• Schedule interviews and prepare related materials

• Maintain the unit manager’s calendar and assist with presentation preparation

• Distribute monthly agendas and maintain records of key actions

• Perform other administrative duties as assigned

Required Skills & Experience:

• Experience using Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams, SharePoint)

• Experience with Microsoft Planner

• Proficient in SharePoint, including site maintenance and optimization

• Experience in a government or public health setting (preferred)

• Excellent organizational, communication, and time management skills

Preferred Qualifications:

• At least 1 year of clerical, administrative support, or office coordination experience (2+ years preferred)

• Familiarity with government or public health environments is a plus

Education:

• High school diploma or GED required

• Associate’s degree in Business Administration, Office Management, or a related field preferred