administrative office specialist resume example with 19+ years of experience

(555) 432-1000,
Montgomery Street, San Francisco, CA 94105
Professional Summary

Driven Executive Assistant adept at developing and maintaining detailed administrative and procedural processes that reduce redundancy, improve accuracy and efficiency and achieve organizational objectives. Over 10 years of experience support leaders in management and executive roles.

  • Microsoft word expert
  • Microsoft Outlook expert
  • Excel expert
  • Report analysis
  • Filing and data archiving
  • Schedule Management
  • Time management
  • Administrative support
  • Scheduling
  • Inventory Management
  • Customer Service
  • Database Management
Rock Valley College Rockford, IL Expected in 12/2019 Associate of Arts : Human Services - GPA :
Judson University Rockford, IL, Expected in 01/2022 Bachelor of Arts : Social Work - GPA :
Work History
Tallahassee Primary Care Associates - Administrative Office Specialist
Tallahassee, FL, 12/2018 - Current
  • Daily answering of telephones or greeting arriving visitors, determined nature and purpose of visit
  • Daily managed administrative functions, including complex calendar management in outlook with focus on proper allocation of personal availability
  • Used excel to produce monthly invoices, reports and other deliverables
  • Created appropriate documentation for staff and to review workloads and ensure accurate reporting
  • Served instrumental role in organizational transformation and implementation of procedures
  • Routinely works as an independent individual on projects and consistantly meets deadlines and expectations
  • Overseen daily monthly and quarterly budgets while administering budget controls to prevent overages, minimize burn rate and support sustainability objectives
  • Assessed financial statements and expense reports to evaluate budget performance, develop targeted improvements and implement changes resulting in more accountability
  • Managed external contacts for the organazation and kept track of periodic communication needed for priority contacts
  • Maintained office supplies inventory by checking stock and ordering new supplies as needed
  • Managed administrative functions, including timekeeping and purchasing with a focus on the budget
  • Attended weekly meetings with commissioners to identify opportunities for improvement, establish milestones and tailor to the needs of our clients
  • Orchestrated successful conferences, including notification and agenda for all attendees
  • Monitored day-to-day activities and made plans to rectify issues utilizing office guide lines and previous experence
  • Generated and developed letters, policies and reports as needed
  • Produced accurate office files, updated spreadsheets and crafted presentations to support the office objective
  • Maintained client files and spreadsheets with office management software such as Microsoft Word, Outlook and Excel
City Of Rockford Government - Sign and Marking Technician /Senior Crew Leader
City, STATE, 09/2005 - 08/2017
  • Routinely dealt with citizens in person, by telephone or email in assisting in their requests and providing resolution to their concerns.
  • Created and maintained departmental records in Excel programing of performance in conjunction with Local, State and Federal Standards of IMSA standards.
  • Continuously reviewed employee performance and data logs generated by departmental workload
  • Accurately provided knowledge of local, state, federal requirements and operational standards. Additionally solving any unforeseen issues utilizing application guidelines and experience of past practices.
  • Routinely displayed the capability of working independently to meet expectations of deadlines, priorities and goals of the department.
  • Used excel programing to track daily, monthly, quarterly and yearly expenses.
  • Engaged in contracting procedures in conjunction with processing of contract billing.
  • Consistently provided administrative support in ordering / purchasing of required materials along with monitoring employees hours and timekeeping.
  • Regularly attended all staff and management meetings dealing with traffic operations
  • Handled logistics, agendas and travel arrangements for meeting and event planning for departmental employees.
  • Routinely composed reports of budget status, expenditures and projected future forecasts.
  • Supplied presentations utilizing line, bar and histogram graphing to supply presentation visual aids.
  • Daily usage of multiple software packages such as Word, Excel, Outlook, Flexi and Gerber.
  • Created and implemented my own record keeping system using Excel programing software.
  • Daily usage of Outlook for scheduling, tracking employee time-off, meetings and emailing
  • Daily usage of Word to create documents and or written documentation requiring a hard copy.
United States Army - Infantryman / UH60 Crew Cheif
City, STATE, 07/1988 - 07/1993
  • Routinely provided information in person and via telephone calls dealing with personnel and flight scheduling, information reports on reediness of personnel and equipment in conjunction with providing referrals for promotion and or disciplinary matters.
  • Kept/maintained detailed records pertaining to performance measures of personnel and equipment
  • Continuously reviewed logs on squadron's flight time and aircraft maintenance workloads
  • Consistently applied policy and procedure requirements in accordance with the governing standards.
  • Regularly provided practical common sense knowledge and requirements of operational protocol to solve issues utilizing past practices and provided applications
  • Acquired the ability to work as an independent individual to accomplish tasks within given time standards.
  • Tracked daily, monthly, quarterly budget expenditures of allocated funds provided for operational needs.
  • Diligently made any and all meetings that was called on me to attend.
  • Took charge of the scheduling of squadrons meetings including any accommodations that may have been needed.

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Resume Overview

School Attended

  • Rock Valley College
  • Judson University

Job Titles Held:

  • Administrative Office Specialist
  • Sign and Marking Technician /Senior Crew Leader
  • Infantryman / UH60 Crew Cheif


  • Associate of Arts
  • Bachelor of Arts

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