Administrative Support Specialist

IT Administrative Support Specialist

Contract Length: Estimated to be 12 to 18 months

Location: Glendale, Arizona (onsite)

Schedule: Monday through Friday, 8am to 5pm

Role Overview:

This project‑based assignment will provide administrative support during a large software implementation. The role will focus on implementation activities, not program eligibility or case management, and will support the housing team by preparing data, records, documents, and user materials needed for a successful system go‑live.

Ideal Candidate:

Someone who is organized, detail‑oriented, dependable, careful with sensitive data, comfortable with repetitive or document‑heavy tasks, and able to assist a project team in a structured, implementation‑focused environment.

Core Responsibilities

1. Documentation & Records Preparation

· Scan, index, and organize electronic records.

· Assist with document clean‑up and records preparation to support data migration and retention requirements.

· Maintain organized electronic files and update basic spreadsheets or databases.

· Update, edit, proofread and format program documents to align with new workflows.

2. Data Review & Verification

· Review lists and datasets for incomplete, missing, or outdated information in preparation for migration.

· Compare basic data fields between source documents and provided files to identify discrepancies.

· Flag inconsistencies or missing information for project staff to address.

· Perform basic data entry or updates as directed (not eligibility determinations)

3. Training & Documentation Support

· Assist in creating, formatting, and organizing training guides and quick reference materials.

· Convert project notes, workflow changes, and implementation decisions into clear, easy‑to‑follow instructional materials.

· Proofread and update training documents to reflect new processes.

· Assist project staff by preparing forms, checklists, and documents used during system testing.

4. Training & User Readiness Support

· Assemble printed or digital training materials, quick‑reference guides, and workflow aids.

· Help distribute updated instructions or materials to staff and external partners.

· Organize training documents and resources for use during implementation activities.

REQUIREMENTS

Required Skills & Experience

· Minimum of 2 years administrative support experience.

· Strong attention to detail; accuracy in reviewing data and documents.

· Proficiency in Microsoft Office (Outlook, Excel, Word, Teams).

· Ability to learn new processes quickly and follow written instructions.

· Strong proofreading, formatting, and document‑preparation skills.

· Ability to work independently and maintain organized electronic records.

· Professional communication and discretion with sensitive information.

Preferred (Not Required)

· Experience supporting a system implementation, data migration, or documentation clean‑up effort.

· Familiarity with government or housing programs.