Lead Office Executive Assistant To The Department Of Navy Chief Information Officer Ses Caci Inc resume example

•Reviewed, provide analysis, and support staffing of joint initiatives and associated documents. Such as, Letter Lists SHIPALTS planned for installation, confirm availability and expand the work package (LOA), CC47/DDG51/FFG7/MAAC CLASS SHIPS AVAILABILITIES MATRIX, Parm Request for schedules and National Installation Schedules/Field Plans.

•Knowledge of project management techniques, monitoring progress and accomplishing the project objectives. Provide comments and recommended actions to appropriate TEAM SHIPS Surface Combatant managers to ensure HSC Material Status Request documents meet established DOD, Joint, and Navy requirements.

•Recognizes records management needs for the design or modification of all electronic information and/or electronic recordkeeping systems, which will ensure that records and necessary technical and programmatic information about records (metadata) are created, linked to disposition authorities, maintained in a useable format as long as required by the agency, and protected by security and user access controls.

•Assist AM SHIPS Surface Combatant in coordinating with HSC Material Equipment Status Report which is sent to the Ship Managers, the navy customer and each PARM/POC for which the status is received. This report is based on the PARM/POCs on the equipment availability. Conduct briefings and prepare comprehensive reports to keep managers and executives advised of project plans and progress and to communicate findings and recommendations.

•Use tasker system such as (BIW SSSC/Ingalls Livelink), tracking issues and/or concerns, and preparing draft responses in the form of clear and concise briefs, point papers, emails, and memos.

•Conduct in-depth analyses of project data, requirements, and impact; identify problem areas and determine how to resolve them; Prepare memoranda, service-wide policy statements, and other written guidelines and recommendations relating to the project.

•Clearly setting precedents, and procedures and apply travel knowledge to achieve administrative or program objectives Provide assistance to SEA21AY1 (NAVY) in the review documentation such as Advance Planning Letter.

•Attend monthly CG47, DDG51, FFG7 and MAAC Ships Advance Meetings to receive and provide information on materials status; problems/changes and successes regarding ships, SHIPALTS, SIDS/Drawings, etc and assist in the preparation of required documentation and/or reports, which may have detailed and complex technical, administrative, and/or statutory requirements. Pull SCDs from the database Navy Data Environment (NDE) per employee’s request.

•Ability to effectively communicate orally and in writing in support of program-related activities. Retrieves and extracts individual documents form document packages by SHIP and SHIPALTs numbers.

•Establish a system to review, control, and report on project status; Monitors project status and adjusts work plans for project accomplishment.

•Review documents for correct avail dates, milestones and FY dates. Monitors the review of all existing records management operations, procedures and processes in effect at all levels of the agency in order to make recommendations for a more effective records management processes.

• Perform a line by line-by-line review of documents for any discrepancies based on the planned install and what is listed on the 4720/3 BOM document as equipment scheduled to be installed.

•Performed specialized assignments relating to typing, word processing, and graphics illustration using computers with very little direction.

•Meet with managers and executives within the Service to define the overall goals and objectives of the project.

•Files; prepares correspondence, schedules and coordinates travel.

•Assists in the preparation of documents and supports the development of contract deliverables and reports.

•Responsible for integrating the graphics generated with automated tools and the deliverable documents.

•Prepare complex action plans and schedules for various phases of project accomplishment, both short and long-range; ensures that plans are consistent with Service goals, schedules, and policies.

•Provides a variety of clerical and administrative support to departments, managers, professionals and/or projects. Assembles and analyzes fairly complex information or data and develops reports.

•Translates ideas and discussions into presentations, white papers and correspondence. Draft meeting announcements and track participant responses / input and attendance.

•Schedule conference room, coordinate Teleconference / VTC support, facilitate the slide deck / read-ahead development and manage timeline.

•Draft meeting minutes and submit for approval.

•Coordinate other meeting logistics to include room reservations, VTC set-up, teleconference set-up, prepare presentations and read-aheads and capture meeting minutes as required Coordinates projects and logistics to ensure smooth operation of NAVSEA PMS 400F Fleet Support Program Office.

•Verifies paid invoices against purchase orders and cost summary sheets and monitors departmental spending against budget.

•Receives, processes and maintains documents such as time records, travel, invoices and purchase orders. Responsible for preparing weekly and monthly reports involving research and data collection.

•Prepare recommendations for resource requirements to accomplish the project; negotiates with managers of various components of the Service to obtain needed resources and support.

•Plan, coordinates and establish operating methods and procedures for accomplishment of project mission; as needed, directs the development and accomplishment of employee training relating to the project.

•Assist in maintaining the NAVSEA technology management systems (SharePoint site, Outlook calendar and tasks lists, etc.).

•Conduct in-depth analyses of project data, requirements, and impact; identify problem areas and determine how to resolve them; Prepare memoranda, service-wide policy statements, and other written guidelines and recommendations relating to the project.

•Post all new documents (e.g. FRAGOs, checklists, and program management plans (PMP) to the SharePoint site. Follow up with program managers on status of tasks. Draft and consolidate program documents, including appropriate annexes, supplements and checklists.

•Represent the organization and present controversial travel issues and recommendations orally and in writing.

•Develop the annual FRAGO; consolidate awards packages; convene the awards panel; receive concurrence from command group; staff award recommendations.

•Analyze and relate complex variables to various policies and/or a specific travel policy issue and frame feasible options. Clearly setting precedents, and procedures and apply travel knowledge to achieve administrative or program objectives.

•Provided day-to-day budget administrative and programming support and assistance to both the Budget Execution and Program Management staff.

•Responsible for the support to the Strategic Planning Office (SPO) contracting office representative (COR) contract funding requirements and budget and/or fiscal obligations.

• I created and maintain vendor binders, assist vendors with payment inquiries, receives and reconcile invoices for authorization of payments and prepare visitor authorization request (VAR). Assist program manager with responses to financial/budget data calls, program budget briefings.

•Supported the program manager with the preparation of (SPO) phasing plans, preparing various ad hoc budget document including complex spreadsheets, and support the program manager with monitoring the allocation for (SPO).

•Develop and maintain a Master Contact spreadsheet as determined by the program manager. I was to enhance and monitor current automated and manual tracking and filing system for FMD Budget administrative function and tracking/filing systems soft and hard copies.

•Resolve issues associated with all budget administrative tasks which I work hands on with the internal and external budget staff for full resolution and issued status report when needed.

•Develop and produce reports standard on-going and ad hoc and perform data reconciliation to include formatting and data calls.

•Develop and maintain automated templates, checklists, and milestone data, to enhance the efficiency of administrative task items.

•Prepared correspondence such as 508 compliance statues, sole source and brand name memoranda, and all others related to the administrative functions.

•Track incoming and outgoing transaction processed by the contractor which included reports reflecting the receipt and full processing of transaction.

•Assist the (GTM) in meetings and with issues that arise about the future of the administrative functions. Evaluate options for business process changes needed to achieve the government’s objective for efficient workflow.

•Acted as key link between Health Services and Human Resources for recruitment & hiring. Served as a resource to Department of State (IRM) Financial Management Division management to assist in the process from hiring approval through offer and placement.

•Answer questions, keep managers apprised of applicable personnel rules and procedures, research information as needed.

•Provided recruitment support to Department of State (IRM) Financial Management Division managers by preparing and submitting recruitment requests and associated documents such as position descriptions, organizational charts, and position changes to Human Resources.

• Develop creative job announcements/advertising for hard to fill positions. Researched, identified, and monitored health care-related employment sites.

•Serve as Health Services’ recruitment and hiring coordinator in the application tracking and management system (Neo Gov and Monster.gov).

•Assisted job seekers and candidates with recruitment and selection process. Assisted in coordination of interview schedules and processes. Assisted hiring managers with closing out recruitments.

•Maintained recruiting and selection files for submission to Human Resources. Managed the position description library.

•Coordinated review with managers, assist in coordinating the steps through the process when changes are needed.

•Completed the assigned Position Description to individuals when hired. Provide current PD to managers as part of the Performance Review packet.

• Manage the process for preparing for new staff, welcoming them, and coordinating the orientation schedule. Work with managers to identify key components of orientation. Assist in tracking and assuring orientation is fully completed by the managers.

•Tracked and assist in coordination of the performance evaluation process, staff training completed , and other required documentation; including managing a reminder system to assure completion of timely performance reviews.

•Act as key link between Department of State (IRM) Financial Management Division regarding personnel matters. Serve as administrative resource for staff.

•Maintain on-site personnel files and be responsible to work with HR to access other personnel information as needed. Maintain Emergency information for Department of State (IRM) Financial Management Division.