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Desired Job Type: Permanent, Management and Program Support Specialist, Administrative Specialist
Secret Security Clearance: Active (DHS Suitability)
Desired Locations: U.S. – Maryland, Washington, DC, Northern Virginia
Summary of Qualifications
§ Notable Analytical Skills
§ Exceptional Interpersonal skills
§ Outstanding customer service skills
§ Superb organization and planning skills
§ Excellent oral and written communication skills
§ 15+ Years Administration Experience
§ 10+ Years Travel Management
§ 5+ Records Management
§ Awards/ Retirement Process and Procedures
§ Leadership roles and experience in budgets
§ Microsoft Proficiency: Access; Excel; Outlook; PowerPoint; Publisher; SharePoint; Visio; Word
§ Database Proficiency: Automation Information Management Systems (AIMS); Aircraft & Personnel Automated Clearance System (APACS); Automatic Time & Attendance Production System (ATAAPS); Defense Travel System (DTS); Fed Traveler; Concur Government Edition Travel System (CGE); PeopleSoft; Workspaces; Common Access Card (CAC) 11-I System; Personnel Automated Records Information System (PARIS); Streamlined Technology Acquisition Resources for Services (STAR); ExecSec Task Tracker (ESTT)
§ Analyst Tools: Business Resource Tool (BRT) Occupancy Agreement (OA) Tool
Program Management Analyst (Sev1Tech Government Consultant)
§ Provide subject matter expert administrative support in coordinating, scheduling, planning, and implementing meetings. In addition, prepare briefing materials, talking points, meeting minutes and executive summaries for office director’s review.
§ Maintain overall control of office director’s calendar and independently coordinate appointments, arrange conferences and meetings with executive leadership of required attendance. Also ensure audio-visual and IT assets are available to support required meetings.
§ Prepare and submit speaker and visitor request for Department of Homeland Security approval.
§ Prepare, coordinate, research and submit local/international travel authorizations, accommodations, vouchers/expenses ensuring compliance with all Federal Travel Regulations and Agency guidelines. Also serves as a Travel System Administrator for EPMO division.
§ Manage and maintain Exec Sec Task Tracker system by reviewing, assigning, submitting and closing out taskers to program personnel per response requirements.
§ Track delegated tasks for completeness to include reviewing and consolidating inputs for review and approval by
program personnel prior to submission.
§ Coordinate and consolidate external and internal program taskers and distribute to staff in the close of business report by the end of every work day.
§ Conduct research of existing documents associated with response requirements, consolidate information in required format, and submit for approval.
§ Serve as a personal liaison officer for the director by handling administrative and programmatic problems
§ Conduct management surveys and research projects on management issues of moderate scope and impact to assess the effectiveness of the office operations.
§ File official responses and documents in the proper data repository for future reference.
Supervisor: Michael Darling (SES)
Project Management Analyst (Capstone Government Consultant)
§ Prepared reports and presentations using programs from MS Office Software as well as the Agency Database.
§ Created Project Summary Charts and Information Technology Requirements to track customer requirements and requests
§ Performed data-entry using the Agency Database, SharePoint, and the Project Summary Charts business application.
§ Scheduled conference room and/or teleconference bridges (to include video teleconferencing VTC)
§ Ensured all meeting participants receive and understand detailed information on the purpose/agenda, location, and main point of contact for the meeting.
§ Collected, reviewed, validated and compiled information from a variety of sources and in various formats, and prepares briefing packages.
§ Coordinated and facilitated governance board and committee meetings, including scheduling agendas, briefings, and action items.
§ Ensured briefings are loaded on the A/V system, and the system is running properly.
§ Tracked all governance-related action items.
Supervisor: Michael Buccaroni (GS-15)
Program Analyst (QBE Government Consultant)
§ Assessed business functions; gathering information; evaluating output requirements and formats
§ Analyzed requirements; constructing workflow charts and diagrams
§ Improved processes by studying current practices; designing modifications
§ Recommended new controls by identifying problems; writing improved procedures
§ Defined project requirements by identifying project milestones, phases, and elements; establishing project budget
§ Monitored project progress by tracking activities; resolving problems; publishing progress reports; recommending actions
§ Provided user references by writing and maintaining user documentation
§ Maintained user confidence and protecting operations by keeping information confidential
§ Prepared reports by collecting, analyzing, and summarizing information and trends
§ Maintained protocols by writing and updating procedures
Supervisor: B. White
Program Support Specialist (CACI Government Consultant)
§ Collaborated with Service Manager Personnel on the organization of programs and projects related to Network Services and Communication. Our primary customer, (DoD), Department of Defense required the electronic conversion of printed documents for filing in the agency database system.
§ Utilized the “SharePoint” records management software system to log documents related to the Defense Intelligence Systems Agency (DISA) contract workforce. Documents included all relevant information regarding government/contractor business relationships. Time management, equipment, budget and finance documents among many others encompassed the scope of the information management.
§ Information was taken from original hard copy format and scanned in to the “Workspaces” software system. Later documents were converted to the new agency SharePoint system.
§ Applied knowledge of publishing concepts, practices, standards in publishing documents in Knowledge Management within DISA Workspaces in managing technical documents, plans and other materials supported programs and projects, from conception to printing and distribution of final plans
§ Analyzed, interpreted, and integrated information in a variety of formats, such as graphs and tables, data bases, and spreadsheets.
§ Planned and implemented new formats according to government formats and printing directions and guidelines.
§ Worked both independently and with teams, coordinated with others as needed to research and gather support requirements, prioritized time spent on multiple engagements, and to meet agreed-upon deadlines.
§ Utilized Microsoft Office applications, including Word, Excel and PowerPoint to enable work that involves writing, editing and preparing administrative and technical, providing a full range of editorial support to government management and professional staff.
Supervisor: Michael Haight (GS-15)
Office Administrator to NS1 Communications Center Chief (equivalent GS- 301/09)
(CACI Government Consultant)
§ Fully trained and competent in providing DISA specific administrative operating policies and procedures relating to records management, budget support, time management, resource, awards and project management.
§ Efficiently used a variety of automated programs to include Microsoft Outlook, Word, Excel, PowerPoint, Publisher and prepared documents and to be entered, revised, manipulated, sorted, calculated, stored, and retrieved data.
§ Established and maintained the general administrative and confidential files of all sensitive material for Director relative to employees' files and personnel actions and labor-management relations issues and complaint files.
§ Prepared travel authorizations and vouchers for Director and staff utilizing the Defense Travel System (DTS).
§ Gathered and generated data and information for programs or functions and developed briefings.
§ Monitored and maintained records of all mandatory training requirements for entire staff.
§ Volunteered recommendations for automated systems and processes modifications when appropriate. Scheduled meetings, phone bridges and conferences for the Director and staff.
§ Retrieved, edited and prepared the Weekly Activity Report (WAR) inputs to be forwarded to Network Services Directorate.
§ Record Manager for more than over 100 records for all of NS1, which includes contract, data, and transportation files.
§ Move Coordinator for NS1 to assist with the BRAC move from SKY 7 to Ft. Meade
§ Process awards, retirement packages and organize ceremonies
§ Suspense task monitor for the Action Information Management System (AIMS)
§ Back-up to Automatic Time and Attendance Production System (ATAAPS) Certifier
§ Served as Aircraft and Personnel Automated Clearance System (APACS) Coordinator for foreign travel
Supervisor: Tim Shannon (GS-15)
Staff Assistant, CS-301-09/03
§ Researched activities, supplies and special projects for children and youth programs.
§ Provided support to a variety of technical, administrative and analytical functions that are essential to the management of the organization.
§ Maintained files, records, statistics and other information related to the Agency.
§ Developed flyers, brochures, parent handbooks and summer application forms for the 2009 Summer Program.
§ Monitored attendance for all DPR Recreation Facilities and recorded information using excel spreadsheets.
§ Registered and administered account receivables for enrolling youth into RecWare database for the Summer Camping Program 2008 and 2009.
§ Supervised the work of summer employees and part-time summer clerical staff.
§ Personally handled requests for information and resolved a variety of conflicts that aroused with parents and campers
§ Acted as office point of contact when supervisor is out of the office.
§ Helped train over (800) DPR Employees in on DC Government Drug and Alcohol Abuse and Policy.
§ Enrolled record breaking (13,050) campers for 2008 summer which exceeded previous (8,000) for 2007 summer.
§ Set another record breaking number for summer camp enrollment for 2009 of over (14,000).
Supervisor: Jennifer Hamilton (202) 671-0381
Administrative Assistant, YP-0399-01
§ Monitored, assigned and tracked all incoming and outgoing taskings and suspenses for the Air Force Civilian Personnel Office.
§ Reviewed, edited and composed all forms of correspondence, briefings, forms, reports, presentations, itineraries, awards and all other forms of correspondence on a daily basis, ensuring grammatical and procedural accuracy and factual correctness.
§ Maintained office files and administrative records so documents can be easily retrieved when needed and that file plans comply with established guidelines.
§ Recorded meeting minutes at staff meetings, reported status of actions and independently drafted weekly activity reports (WAR) for review by branch chiefs and supervisor and submitted weekly. WAR reports are completed accurately and on-time 95% of the time.
§ Maintained calendar for Civilian Personnel Officer and Deputy, scheduled meetings, appointments, and coordinated meeting arrangements.
§ Prepared travel authorizations and vouchers for Civilian Personnel Officer and Deputy. Retrieved itinerary and all necessary agenda items and comply folders with meeting materials and required information
§ Ordered office supplies using government purchase card, and ensured expenditures do not exceed budget and met appropriate guidelines of a purchase card holder.
§ Updated tracking spreadsheets of monies spent.
§ Served as Telephone Control Officer (phone set-up)
§ Served as Emergency Escape Mask EEM coordinator (training, supply, and storage)
§ Served as Records Manager of Human Resources office files
§ Supervised and coordinated all logistics for office move of 25 employees
§ Arranged Case Files for Employee Management Relations/ Labor Management Relations staff
§ Compiled Official Personnel Folders (OPFs) with appropriate documents
§ Worked with OPM and FBI investigators to review Official Personnel Folders (OPFs) consisting of researching to locate files and pulling Notification of Personnel Actions (SF50s) from CAC 11-I system or PARIS system.
Supervisor: Maureen Higgins (GS-15)
§ Assisted senior realty specialists in conducting detailed analyses of complex functions and work processes
of the organization. Researched, assembled and maintained lease files for realty team.
§ Prepared correspondence for client agencies updating them on Supplemental Lease Agreement changes (SLA), Occupancy Agreement (OA) Amendments, etc.
§ Worked with the Business Resource Branch and other necessary staff to ensure accuracy and consistency of Streamlined Technology Acquisition Resources for Services STAR System, OA Tool and lease data
§ Conducted research analysis and analytical studies used in federal real property acquisitions.
§ Reconciled billing and transactional issues for existing leases in preparation for outsourcing internal billing functions
§ Conducted rent inquiries using Business Resource Tool (BRT) and compiled data used in troubleshooting and resolving customer business concerns.
§ Compiled market data used in publishing real property comparative market studies.
§ Developed abstract spreadsheets that detailed all aspects of leased and federally owned inventory.
§ Participated in client agencies meetings to negotiate prices and discuss new building projects
§ Responsible for maintaining ongoing contact with client agencies via telephone, e-mail, mail and fax
§ Developed and assembled Realty Specialist Intern Guide to be utilized by incoming Realty Interns.
§ Worked on the task force that was assembled to troubleshoot existing lease files for errors and omissions in preparation for outsourcing billing functions to contractors across the nation.
Supervisor: Kevin Terry
Administrative Assistant/ Office Manager, GS-0301-07
§ Supervised Clerk Employees, trained Budget Division Director's Administrator and all temporary employees
§ Developed office procedures and served as print coordinator for the publications of the EPA Congressional Justification and Office of Management Budget Submission
§ Prepared purchase request/ orders for the Office of Budget
§ Maintained travel, training, awards and computer acquisition budget for the Formulation, Control and Policy Staff
§ Organized various conferences and meetings with agencies both internally and externally
§ Reformatted correspondence documents from staff members into proper EPA format, proofread and corrected errors in grammar, spelling, and punctuation and, called questionable items to supervisor's attention for verification.
§ Composed routine office correspondences; such as memoranda, letters, form, and routing slips.
§ Received telephone calls and escorted internal and external government officials; personally responded to routine questions and referred calls to the appropriate office. Sorted and distributed office incoming and outgoing mail.
§ Maintained Branch Chief's calendar, office records and personnel documents.
Supervisor: Ed Walsh (GS-15) (202) 564-1483