Efficient Office Assistant with 20 years of experience answering high-volume calls and in-person inquiries. Diligent, respectful attitude to dealing with clients and colleagues. Flexible and hardworking approach to streamlining internal processes.
Establish internal processes and procedures to respond to a variety of administrative functions correspondence, time keeping, procurement, facilities, travel, human resources, and security. Provide office support work by compiling and documenting information to assist office staff with program activities. Prepare reports and documents for senior level staff to provide information needed. Arrange meetings with Principals, staff members and contractors. . Draft a variety of correspondence and answers telephone inquiries to determine if various types of matters should be referred to Director and Deputy Directors. Maintain time and attendance reporting and related records. Coordinate assembling of research and background information in advance of important meetings, conferences, discussions and other events, for staff members. Track correspondence assigned to NOAA, Office of International Affairs. Monitor and screen incoming and outgoing correspondence and action documents to ensure that responses are prepared and deadlines are met. Prepare high-level correspondence replies to correspondence in accordance with NOAA's direction. Organize administrative procedures to ensure consistency and compliance with policies and guidance. Ensure workload reports are compiled and submitted in a timely manner. Respond to inquiries and administrative issues. Ensure correspondence, reports, travel orders are processed correctly. Coordinate conferences and meetings and assemble conference materials. Monitor and maintain contractual service agreement for repair to office equipment. Maintain visa information and update for pending travel. Use various computer software packages to perform and track a variety of office projects and activities. Serve as financial manager for the travel budget for our office. Analyze staff budgets to insure that the use of funds is in accordance with allocations, policies. Maintain a current appropriation and functional control record of allocations and authorizations received and disbursed. Conduct random audits to insure the integrity of information, transactions, and documents. Maintain database that reflect the status of administrative requirements or systems, prepare administrative paperwork, and maintain awareness of personnel actions. Maintain highly classified/secret documents for Director and Deputy Directors review and guidance. Control and maintain our office safe for secret document for further review. Maintain supervisor's calendar, arrangements for meeting/conferences. Maintain a comprehensive filing system; track and monitor correspondence on a variety of administrative actions. Maintaining office calendars; schedule appointments and meetings and conferences. Track budget expenditures; and make travel arrangements. Coordinate training activities and procuring supplies, equipment, and materials. Serve as the Office Documents Control Officer for sensitive/classified documents.
Serve as a technical lead for new or enhanced systems, software, and data products. Migration of existing systems and the implementation of new systems. Contribute to the implementation of the data warehouse, identifying opportunities to optimize performance. assuring all files are compliant with standard operating procedures, audit recommendations, and office guidance and uploading case information. Evaluate and acquire new data sources to meet evolving stakeholder requirements. Oversee testing and evaluation activities, with verification and validation of data reporting products. Investigate data quality control issues and take corrective actions maintain systems data structures and relationships, business processes. Schedule and coordinate system enhancements, releases, installations, and maintenance efforts. Execute action plans for service data reconstitution. Meet with vendors and service providers to resolve technical issues. Act as a key point of contact for both internal and external audiences.
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