Dedicated and focused Administrative Secretary who excels at prioritizing, completing multiple tasks simultaneously and following through to achieve project goals. Seeking a role of increased responsibility and authority. Currently a Business Administration student with excellent communication skills and strong motivation to succeed. Experience with the County of San Diego Department of Public Works, HHSA Behavioral Health Services and Sheriff's Department/Policy and Procedures.
Highlights
Professional and mature
Strong interpersonal skills
Dedicated team player
Time management
Hard working
Administrative support
Microsoft Office proficiency
Dependability
Attention to detail
Fast Learner
Experience
08/2016 to Current
Administrative Secretary IIBeth Israel Lahey Health – Cambridge, MA,
1. Tracking project assignments referral leads from the Department of Public Works Director and Deputy Director to assigned managers. 2. Send notifications to the CIP (Capital Improvement Program) LUEG Program Manager of project assignments referral leads, updates, due dates and closures are met and information is collected. 3. Forward time sensitive CAO (County Administration Office) Referrals directly to CIP LUEG Program Manager. 4. Preparation of Board Agenda Report for CIP LUEG Manager, which includes Agenda, Board Letter, Maps and Attachments. 5. Processing of invoices and tracking payment with an internal departmental tracking system. 6. Conducts personnel, organizational and fiscal studies, researches information complies and analyzes data and plan projects via Excel such as assisting and development of the Capital Improvement Program Project Status (Utilities), CIP's Detail Work Program, and the CIP 5 Year Plan which is updated each year for current projects, changes, and future projects that our department will be attaining to. 7. Record Retention-Maintains inventory control, oversees the maintenance, storage and destruction of records. 8. Prepares proposals, assist in development and administration of competitive bid processes and contractual agreements and contract/lease specifications such as the Scope of Services (contract agreement that gives clear direction to service provider) which serves an agreement that helps define what services each contract provider expects to receive, details when the services are required and defines the services or tasks and the conditions. 9. Prepares document to request to management and Director for proposals and bid solicitation. 10. Conduct bi-annual inventory of Fixed Asset Register Report which consist of Materials and Supplies, Minor equipment ($100-5,000), Capital Assets (over $5,000), Copiers and Plotters. 11. Review of Board Letters and Correspondences for formatting and grammatical errors. 12. P-Card Holder to purchase office supplies and facility maintenance issues. 13. Monthly verification of P-Card transactions through Oracle and Bank Statement. 14. Prepare forms for Petty Cash Reimbursements. 15. Annually prepares Salvage and Property Disposal, form 203. 16. Representative for the DPW HEART (Customer Service) Committee and updating CIP Staff of our efforts. 17. Presents a Safety Topic and facilitates to staff monthly at our CIP All Staff & Safety Meeting.18. Coordinates activities with other divisions and departments. 19. Assist the public in obtaining services and information from the County departments. 20. Provides responsive, high quality service to county employees, representatives of outside agencies and members of the public by providing accurate, complete, and up-to-date information in a courteous, efficient and timely manner. 21. Assist with the Administrative Secretary III and VI when absent or needed. 22. Special Projects as needed for the Department of Public Works CIP-Project Development Team, Deputy Director, Director and Executive Team.
04/2015 to 08/2016
Administrative Secretary IBeth Israel Lahey Health – Medford, MA, 1. Scheduling and managing calendars for the Prevention and Planning Manager, Alcohol and Other Drug/Mental Health Manager and Support Staff of Prevention and Planning Unit. 2. Set up and plan events for our PPU unit. 3. Process Travel Request/Reimbursements and Mileage Reports/Reimbursements. 4. Drafting Letters of Support, which includes the research, communication, worksheet tracking and development of the process to ensure timely submission of each grant application letter. Developed an Excel formatted project tracking worksheet listing all the Agencies requesting Letter of Support Grant Application Letters. Responsible for knowing when the request was sent, purpose of request, grant/contract funder, date the letter was sent to the Administrative Executive Office of Nick Machionne, when the letter was received by the AEO, and the date we have received the finalized letter with Nick Machionne signature and the original letter is sent to the requesting agency. 5. Prepared and developed written policy and procedures for the implementation of a new process to receive and finalize Letters of Support with contracted service providers and community organizations to support grant application awards for new and enhanced mental health and alcohol and other drug services. 6. Prepare Agenda, take minutes and compose summary for our Behavioral Health Advisory Board Suicide Prevention Workgroup under chairman Supervisor Dave Roberts and the BHAB Advisory Board. 7. Incorporating Monthly Alcohol and Other Drug (AOD) Regional Prevention Contracts Community Meetings List for each region by each district Board of Supervisor. Conducted Special Project for the implementation of program standard development for the Alcohol and other Drug (AOD) Regional Prevention Services monthly community meeting reports. Supported the development of the application and process for contracted service providers to prepare and submit monthly reports to promote community events for County review and participation. Communicated directly with contracted service providers on reports with plans for revised submissions and to prepare final reports to send to Deputy Director. 8. Prepared oral presentation on the application and process related to Travel Reimbursements to support individual BHS Managers and Deputy Director. Prior to preparing for oral presentation, I conducted the research, prepared a written flow chart, and identified the key policies and procedures to support an efficient application of the travel reimbursement process. 9. Conducted a special project on the development of a plan to research, review and document existing mental health and alcohol and other drug contracted working files. Research and identified the required file retention record for specific unit files and crated a process to review and determine retention and storage of contract provider files relevant to support administrative staff work projects. 10. Tracking of Awards for Behavioral Health Services. Conducted special project for Mental Health and Alcohol and Other Drug awards program which includes the research, communication, worksheet tracking and development of the process application to ensure the timely submission of entry application for awards program. Developed an Excel formatted project tracking worksheet listing all award program application requirements. Responsible for tracking applications and communication to division staff on award program application process and requirements. 11. Supervised and provided training to student worker assigned to PPU for various administrative duties including clerical, technical and operational activities. I trained student work on internal HHSA and BHS operations and procedures. I reviewed and evaluate the work performance and work products of the student work and give feedback and input to student worker for efficient and improved work process and applications. I also give input to the Lead Supervisor for student workers to assist in developing performance review reports. 12. Tracking of Letter of Supports for Behavioral Health Services. 13. Tracking of Performance Reviews. 14. Organizing and participating (Facilitator) in the Behavioral Health Services Community Engagement Forum. (County Board of Supervisors, General Population & Services Providers) 15. Attend VetFam (Veterans and Family) Forum Meeting as a representative for our department. 16. Special projects which include creation of our Vacation Matrix and Live Well San Diego Matrix. 17. Assist in the hiring process of new employees which includes contacting potential candidates via phone and email to formally ask if they are interested in interviewing for the position. And, prepared packet which includes Resume, Application from NeoGov, Question and Answer sheet and Test for the hiring manager in the department that will conduct interview and hiring process. 18. Prepare CSRF, IMAR and IT Catalog Request for new, current and transitioning employees. 19. Various Secretarial Support as needed for our Prevention and Planning Unit, Behavioral Health Services Administration and HHSA Executive Team.
02/2002 to 02/2005
Office AssistantMiramed – Southfield, MI,
1. Answering multi-line phone system providing information/services to our Medical Staff, Agencies and the Public. 2. Distribution of inter-office and U.S. Mail. 3. Physician/RN/LVN Licensure Renewals/Records. 4. Conforming Medical Transcribed Dictations from our Doctors to Jail Information Management Systems (JIMS program). 5. Tracking Hospital List Updates. 6. Developing and Tracking of Psychiatric/Mental Health and Physicians Reviews. 7. Tracking/Holder of all Licensures of Doctors/Nurses/Pharmacists. Including renewals of their professional license, ACLS (Advance cardiac life support) Card and CPR (Cardiopulmonary resuscitation) Card. 8. Typing Business Correspondence/Inter-Departmental Letters. 9. Scheduling meetings for the Conference Room and Sheriff's Main Headquarters. 10. Providing office machine repair/payment. 11. Serves as the primary contact person with facility management issues with the Building Property Management Office. 12. Maintaining the monthly/yearly departmental calendar. 13. Creating/revising documents. 14. Coordinating the scheduling of ACLS and CPR Classes. 15. New employee setup (Network and Phone Access). 16. New Employee Orientation and Orientation Schedule. 17. Assistant in New Employee Orientation Training. 18. Security Clearance preparation. 19. Secretarial Support for Medical Director, Case Managers, Administration Managers, Infection Control and Training Programs. 20. Preparing the agenda and taking minutes for the Commander's, Transportation Committee, Psychiatric and Administrative Meetings. 21. Office fund collection and purchasing items. 22. Inventory and Orders of Office Supplies.
Education and Accomplishments
Expected in 2015
Bachelor of Arts: Business Administration with a specialization in Public Administration Ashford University - San Diego, CA GPA:
Currently a full-time (on-line) college student dealing with coursework in Business Administration and Public Administration to obtain Bachelors degree. Will continue education to obtain a Masters degree in Business Administration in the future.
Expected in 2013
Associate of Applied Science: Business Management and Accounting Independence University - Salt Lake City, UT GPA:
President's List 4.0 gpa Academic Achievement Award 1st Quarter 2014
Certificate of Participation for completing "Professionalism Part I: First Impressions" Webinar in the Soft Skills Certification Series April 2013
Certificate of Participation for completing "Professionalism Part II: Integrity" Webinar in the Soft Skills Certification Series May 7, 2013
Full-time (on-line) college student dealing with coursework in Business Management and Accounting.
(Transfer of educational credits to Ashford University, 2015)
Expected in 1997
High School Diploma: Bonita Vista High School - Chula Vista, CA GPA:
Expected in 1997
: General Education San Diego Mesa College - San Diego, CA GPA:
Expected in
: - , GPA:
PROUD ACHIEVEMENTS
Presently serves as a DPW HEART Committee Member.
On October 2017, I received my Administrative Support Academy Certification from the County of San Diego Department of Human Resources.
On August 2016, I received my Certification for the PES (Professional Enrichment Seminar) program from the County of San Diego.
On May 2016, I received my Certification from the County of San Diego HHSA's ACAP21 (Advance Competencies for the Administrative Professional of the 21st Century) program.
Organizing and participating as a facilitator in the Behavioral Health Services Community Engagement Forum with County Board of Supervisors, General Services Providers and the Public.
Preparing the Agenda and taking minutes for the Behavioral Health Advisory Board Suicide Prevention Workgroup under Chairman Supervisor Dave Roberts and the Behavioral Health Advisory Board.
Developed written Policy and Procedures for the implementation of a new process to receive and finalize Letters of Support with contracted service providers and community organizations to support grant application awards for new and enhanced mental health and alcohol and other drug services.
Preparing monthly AOD (Alcohol and Other Drug) Regional Prevention Provider Meetings Report for each Board of Supervisor district.
Sheriff's Medical Services Certificate of Recognition Commemorating the awarding of a Unit Citation for Participation in 2003 Title XV Preparation on August 20, 2003 and Sheriff's Medical Services Certificate of Completion for Participation in the Divisional Planning on November 20, 2002.
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