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Biogensys · 3 days ago

Administrative Assistant

Phoenix, AZ

Contract

Onsite

Entry Level

$17/hr - $17/hr

1+ years exp

Biogensys is seeking a dedicated and highly organized Administrative Assistant to join their dynamic team. This role is essential in supporting daily office operations, managing administrative tasks, and ensuring smooth communication across departments.

ConsultingInformation Technology

Responsibilities

Serve as the front desk receptionist, greeting visitors and managing inquiries with professionalism and courtesy

Operate multi-line phone systems, screen calls, and direct them appropriately while maintaining excellent phone etiquette

Manage calendar appointments, schedule meetings, and coordinate events to optimize office productivity

Perform data entry, filing, and document proofreading to ensure accuracy and organization

Utilize Microsoft Office Suite and Google Workspace applications for report creation, correspondence, and documentation

Handle customer service interactions via phone or email, providing prompt support and resolving issues efficiently

Maintain office supplies inventory, oversee basic bookkeeping tasks using QuickBooks, and assist with light administrative or clerical duties

Support office management activities by organizing files, processing mail, and ensuring compliance with company policies

Assist with personal or executive assistant responsibilities as needed to facilitate smooth operations

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

Qualification

Microsoft Office SuiteGoogle WorkspaceQuickBooksBilingual abilitiesOrganizational skillsCustomer serviceData entryTime managementAttention to detail

Required

Proven experience in office administration or clerical roles within a professional environment

Familiarity with front desk operations, multi-line phone systems, and customer service best practices

Proficiency in Microsoft Office (Word, Excel, Outlook), Google Workspace (Docs, Sheets, Calendar), and basic computer skills

Previous experience using QuickBooks or similar bookkeeping software is advantageous

Bilingual abilities to communicate effectively with diverse populations are highly desirable

Strong organizational skills with attention to detail in proofreading and data entry tasks

Demonstrated ability to manage time effectively in a fast-paced setting

Prior experience as a medical or dental receptionist or personal assistant is considered a plus

High school diploma or GED required

At least one year of clerical, administrative support, or office coordination experience

Preferred

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

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

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

Experience with Microsoft Planner

High-level experience in SharePoint

Experience working in a government or public health environment