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Pretrial Services Agency - Program Assistant Resume Example

Resume Score: 90%

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PROGRAM ASSISTANT
Summary

Dedicated and focused Administrative Assistant who excels at prioritizing, completing multiple tasks simultaneously and following through to achieve project goals. Seeking a role of increased responsibility and authority.

Highlights
  • Microsoft Office proficiency
  • Excel spreadsheets
  • Human Resources AssistanceSchedule management
  • Time management
  • Professional and mature
  • Resourceful
  • Dedicated team player
  • Strong interpersonal skills
  • Understands grammar
Accomplishments
  • Coordinated all department visitors for 5 teams of 7 employees.
  • Received a wage increase for strong attention to detail, exemplary customer service and team-player attitude. In addition to the agency award for respect.
  • Handled customers effectively by identifying needs, quickly gaining trust, approaching complex situations and resolving problems to maximize efficiency.
  • Demonstrated proficiencies in telephone, e-mail, fax and front-desk reception within high-volume environment.Employee Management
  • Liaised with HR department to establish time and attendance audits, Leave and sick time, donated leave, and sensitive matters.
  • Performed administration tasks such as filing, developing spreadsheets, faxing reports, photocopying collateral and scanning documents for inter-departmental use.

Experience
Program Assistant 02/2014 to Current Pretrial Services Agency Washington DC, United States, DC
  • Provides direct administrative, procedural, and informational support to the Agency and program staff, by researching, organizing, collecting, analyzing, and offering information related to the Agency, its mission and defendants.
  • RESPONSIBILITIES: Providing overall operational and administrative support in effectively managing processes and operations governing program staff.
  • Provides organizational support for planning, analyzing, coordinating, evaluating, and directing the development of priorities, performance metrics, resource allocations, workforce management, and/or performance for organizational objectives to support operational requirements.
  • Evaluate the impact of new program policies and procedures and determine measures of effectiveness and participate with decision-makers in setting organizational goals and objectives.
  • Develop and implement comprehensive plans and strategies for the internal and external integration of day-to-day and long-range projects, actions and activities for the assigned organization.
  • Provides technical and analytical support to program staff during the initiation phase of projects or programs in developing goals.
  • Interacts with members of the staff, Judges, and other government and state agencies.
  • Works closely on a daily basis with multiple Program Management Offices (PMOs) and Technical Monitors (TMs) in matter related to contract execution.
  • Provides comprehensive office administrative assistance for the Supervision Branch and its various offices/locations.
  • Provides program support assistant for a variety of administrative, clerical and budgetary duties.
  • Manages correspondences and other forms of written communication by receiving, assessing, routing and handling incoming and outgoing materials and reviews for proper format, grammar, punctuation, etc.
  • Manages the calendar and meetings for Supervisors and Staff, and conference rooms.
  • Receives, refers, and interacts with persons within and outside the immediate organizational unit including Judges, Lawyers, various court personnel, and other of Federal organizations, private industry, and the general public.
  • Serves as a liaison with any special projects or issues related to records; and disseminate all records management policy, guidance instructions to all employees in their regional or program office.
  • Revises procedures, guidelines, and controls as a result of changes in higher level procedures Achieves administrative duties such as travel authorizations and vouchers, human resources related tasks, time and attendance matters and audits, records maintenance, correspondence, reports, filing, meeting and conference coordination, and ordering of office supplies.
  • Prepares travel arrangements, vouchers, authorizations, and itineraries, and all other travel related tasks for the Supervisors and their staff.
  • Ensures timely flow of information and good communication between the Director's Office, Associate Directors, Program Managers, and divisions under the Associate Director.
  • Assists in coordinating the administrative work of a complex organization with centralized and decentralized organizational offices requiring complicated administrative controls to accomplish the work of the organization.
  • Aids in the resolution of common administrative program issues or problems.
  • Organizes meeting and event logistics for the local unit which includes: scheduling meeting rooms, arranging conference calls, emailing meeting notices, agenda and other key information.
  • Performs office support functions such as managing the front desk operations, answering telephones and directing callers and traffic to appropriate staff and departments.
  • Manages the defendant check in process, and ensures court paperwork is explained, verified, and received, and defendants are logged and tracked manually and electronically.
  • Maintains inventory of office supplies; Verifies with staff prior to ordering supplies as requested.
  • Office Management responsibilities include supplies, reviewing and distributing mail, reports and other correspondence; schedules all calls for service for common area equipment (copier, fax machines and printers).
  • Serves as POC (Point of contact) for all Program Assistant responsibilities, and oversees their responsibilities, and is the final reviewer on finished assignments.
  • Coordinates Program Assistant duties, daily schedule and trains new Program Assistants in Supervision programs and procedures on providing operational support in HISP (High Intensity Supervision Program) and U.S.
  • District Court.
  • Prepares and maintains time and attendance in NFC (National Finance Center) for 2 department teams, and backs up other Program Assistants in their absence.
  • Coordinates Team meetings and luncheons.
  • Scan's defendants' folder in PRISM and distributes the folders to appropriate personnel Routinely sorts and delivers court re Supervisor: Carolyn Curry (202-442-1947) Okay to contact this Supervisor: Yes Fort Dix MEPS.
Human Resources Assistant 03/2008 to 02/2014 Military Entrance Processing Station Fort Dix, NJ
  • Provided administrative support, process correspondence and documents of applications for the United States Armed Forces; address customer inquiries and assess files, reports and information systems and databases in compliance with all rules and regulations.
  • RESPONSIBILITIES: Responsible for gathering and entering necessary and appropriate data into computer, ensuring Performed background checks and verified pertinent personal information supplied by applicants.
  • Initiated pre-employment background security requests.
  • Responded to applicant and military inquiries Lead efforts to pre-screen applicants and certify their applications for accuracy, completeness, and eligibility for entry into the U.S.
  • Military.
  • Entered applicant data into the biometric system using proper identification, personal information, fingerprints and a photo.
  • Processed personnel actions, according to DOD and military regulations, and practices.
  • Pre coded and processed personnel actions.
  • Prepared pre-appointment packages.
  • Provided general information regarding recruitment program functions, processes, and procedures.
  • Applied a specific extensive body of HR rules, procedures, and operations concerning recruitment and placement into the 5 branches of the military.
  • Advised Senior level and department staff on overall office functions, duties, work flow, office personnel shortages, and various procedures.
  • Reviewed personnel documents to extract specific data to input into personnel systems; and compiling information to prepare new hire packets.
  • Updated, and logged the new hire database, and various paperwork and files.
  • Reviewed multiple personnel documents to extract specific data to input into HRIS personnel systems.
  • Explained and performed Human Resources procedures on the use of the automated HR action processing system.
  • Updated forms using automated systems and databases (MIRS.
  • Produced, achieved, handled and tracked, and entered electronic and manual records with accuracy, and proficiency, as records traveled through various divisions, sub-divisions and departments.
  • Maintained relationship's among inside and outside agency's within the D.O.D.
  • Department of Defense) organization.
  • Such as the POC's (Point of Contact) of the 5 branches of the military and their supporting departments to accomplish, gain and extract vital classified information for military and civilian personnel records.
  • Reviewed applications for accuracy, validity, and proper form and format.
  • Uses MIRS computer software program to produce required documents.
  • Compiled various information to prepare new hire packets for various headquarters, and military Human Resources Offices.
  • Established program objectives based on directives, define priorities and complete work individually and as part of a team.
  • Communicated verbally and in writing with co-workers, management and customers to facilitate the completion of work.
  • Evaluated incoming mail; gather and organize data in response to Congressional correspondence and represent the Military Entrance Processing Station in written inquiries, requests and final decisions.
  • Drafted, edited, updated and routed documents; create correspondence as needed and ensure adherence to all grammar, spelling and military format protocols.
  • Identified service alternatives for applicants and informed them regarding the best options available.
  • Utilized automated and electronic systems to take and verify fingerprints before transmitting them electronically for comparison in the FBI database.
  • Identified priority applicant files; organize and analyze data, generate and present management reports.
  • Reviewed and examined applicant files for completeness and accuracy.
  • Summarized data pertaining to applications for military service; operated military database systems to update, maintain and query information and files.
  • Prepared personal time and attendance sheets.
  • Provided a variety of general information regarding recruitment information and human resources processes and procedures for incoming applicants, and recruiters, and various military staff.
  • Tracked applicant data in automated databases; update and transfer records to accommodate applicant movement within the command.
  • Monitor applicant sponsorship to ensure data security; develop and implement quality assurance processes and controls.
  • Filed information in appropriate tracking systems; aid other sections in MEPS when needed and monitor workflow in the Supervisor's absence.
  • Coordinated and organized administrative and clerical work upon request; facilitate work in collaboration with other staff, organizations, internal / external parties and the public in the form of applicants for military service.
  • Updated management as to the progress of work and projects; implement office automation practices and techniques.
  • Supervisor: Tanya Mack (609-562-5060) Okay to contact this Supervisor: Yes.
Administrative Assistant 09/2007 to 03/2008 Aetna Inc Princeton, United States, NJ
  • Aided brokers, broker liaisons and clients, developed business relationships and reviewed / processed group insurance products and services; assessed applications and identified missing information in order to contact potential customers and gather the information in a timely manner.
  • RESPONSIBILITIES: Created and assembled sales proposals, document packages, marketing and training materials Processed faxes, emails, daily incoming mail, prioritized them and routed / addressed them in a timely manner.
  • Coordinated with brokers and broker liaisons to resolve client issues; maintained calendars of work needed to be completed.
  • Provided Brokers with administrative support surrounding monthly sales reports, report entries and generation and ordering of Answered sales calls, placed orders, and ensured delivery of products to client.
  • Arranged and prepared for meetings, luncheons, and seminars including RSVP's, attendance and license verification.
  • Continually retained contact with the Brokers and Broker Liaisons, allowing for urgent matters to be resolved immediately.
  • Communicated with internal and external personnel to facilitate the completion of work in compliance with all company policies and regulations.
  • Learned Aetna's healthcare plans and business in order to assist Brokers, Broker Liaisons, and clients.
  • Developed and maintained strong business relationships including relationships with agents, brokers, benefits consultants, businesses, and various clients.
  • Reviewed incoming requests for Group Insurance GI) product quotes.
  • Performed inventory management concerning forms, brochures, office supplies, and client documents as needed.
  • Assembled sales proposals, document packages, marketing and training materials.
  • Copied and scanned various documents; advised employees and clients on a full range of benefits.
  • Addressed sales calls, placed orders and verified delivery schedules of products and materials.
  • Responsible for reviewing incoming faxes, emails, daily mail and telephone calls, prioritizing and responding to each as required.
  • Responsible for managing 5 email boxes, and responding to various requests.
  • Organized and managed meetings, luncheons and seminars via Microsoft Outlook, including, but not limited to RSVP's, attendance and Insurance license verification.
  • Assisted brokers in preparing sales reports, report entries, generation and ordering of all marketing materials for the Northeast division.
  • Scheduled meetings, appointments, conferences, and new client orientations.
  • Greeted visitors and referred them to the appropriate employee; functioned as a liaison for internal and external groups.
  • Typed files and correspondence, gathered program data and information following routine search procedures.
  • Utilized automated systems to track and complete work.
  • Screened client documents for missing information and consulted with Broker or Employer to obtain data and input it in the client file.
  • Supervisor: Rachel Stevens (609-708-3146) Okay to contact this Supervisor: Yes.
Corporate Recruiting Administrator 05/2006 to 09/2007 Burlington Coat Factory Burlington, United States, NJ
  • 30,000.00 USD Per Year Hours per week: 40 Advised managers, supervisors, staff and applicants on recruitment and placement issues, qualification requirements, merit promotion procedures, transfers, eligibility determinations, methods of recruitment and initial employment requirements.
  • RESPONSIBILITIES: Managed job descriptions, and distribution of descriptions.
  • Recruited applicants for open positions.
  • Updated internal and external job boards.
  • Performed work associated with internal and external placement actions.
  • Managed multiple calendars and coordinated meetings, interviews, agenda's, and conference calls.
  • Managed calendars and appointments for Managers staff based on availability and knowledge of their schedules, established priorities, rescheduling of appointments.
  • Coordinated arrangements for interviews, meetings and conferences by scheduling rooms, contacting attendees, and preparing materials and video equipment as needed for meetings.
  • Confirmed applicant's interviews and notified non-selected candidates in writing.
  • Reviewed and processed recurring HR requests and forms, and maintained HR subject matter files.
  • Entered personnel data into databases, and provided technical answers to inquiries.
  • Located employment drug screening local labs for potential new hires.
  • Performed extensive background checks and reports on applicants.
  • Responded to requests for information and problem resolution.
  • Administered various skills tests to applicants.
  • Performed work involving the collection, compilation, and/or tracking of data and statistical information in support of the recruiting operation.
  • Prepared and loaded vacancy announcements on the corporate website.
  • Received and verified requisitions from Managers.
  • Managed the issuance of vehicle registrations, insurance cards, and maintenance.
  • Worked with various DMV offices and dealers to keep vehicles compliant with applicable state laws.
  • Maintained vehicle logs showing the status of actions and correspondence.
  • Assisted and coordinated a variety of office support services.
  • Supervisor: Barbara Gruner (609-387-7800) Okay to contact this Supervisor: Yes.
Administrative Assistant 08/2002 to 04/2006 TD Bank University Commerce Bank Mount Laurel, United States, NJ
  • 32,000.00 USD Per Year Hours per week: 40 Provided administrative and secretarial support to the entire Training Dept.
  • Including, but not limited to greeting visitors and answering the telephone; receiving and distributing mail and correspondence; gathering data and compiling various reports for management.
  • RESPONSIBILITIES: Handled travel requests.
  • Performed document generation (Excel spreadsheets, typing, formatting, printing, binding) for weekly classes, conferences and seminars.
  • Performed data collection and tracking and prepared correspondence to be reviewed by higher grade level staff member.
  • Drafted correspondence, memoranda, reports, and other general communications as requested by Branch Managers, Vice Presidents.
  • Received and initiated telephone calls regarding appointments, questions and complaints.
  • Received and delivered mail, and various packages to all department staff.
  • Designed a new hire training manual for department employees.
  • Used databases and spreadsheets to store and retrieve data, create reports, and track the status of classes, activities; supporting meetings and conferences.
  • Ordered name plates and name badges for all bank personnel (10,000+).
  • Assisted and participated in the on-boarding of new employees.
  • Managed the evaluation process for the Customer Measurement Team.
  • Assisted with event planning, and various invoicing.
  • Coordinated luncheons, field trips, and activities for visitors and staff.
  • Responded to inquiries and administrative problems brought to the Managers by members of the staff, other bank officials, contractors, and the public.
  • Maintained training records and files of staff by entering training completed into a database.
  • Received incoming calls and routed to proper destination.
  • Managed department responsibilities such as office equipment, phones, voice mail, office moves, log-in access, ordered various business cards, employee badges and building access cards.
  • Supported the entire training department and administrative section of the University including satellite locations on along the east coast.
  • Acted as liaison between the Managers, staff, and students other referral sources to the University.
  • Directed visitors/calls to the appropriate staff.
  • Provided a variety of clerical tasks in support of agency programs, which may include word processing, organizing a filing system, sorting and copying documents, shredding, updating and maintaining existing databases.
  • Served as the training liaison to arrange and secure equipment, services and supplies.
  • Enrolled participants in classes, seminars, and programs.
  • Collected, entered, data and maintained records for transcripts, and bank personnel.
Education
High School Diploma: General 1986 Allentown High School Allentown, New Jersey, USA
Skills

administrative, administrative duties, administrative support, photo, Armed Forces, Agency, benefits, brochures, business cards, clerical, conferences, copying documents, client, clients, data collection, databases, database, delivery, directing, email, event


planning, faxes, fax machines, filing, Finance, forms, government, HRIS, Human Resources, HR, information systems, Insurance, Maintains inventory, inventory management, invoicing, logistics, Director, managing 5, managing, marketing, marketing materials, materials, meetings, access, Excel spreadsheets, mail, Office, Microsoft Outlook, Works, Monitors, office automation, office equipment, Office Management, organizing, organizational, personnel, copier, policies, printers, PRISM, problem resolution, processes, Program Management, progress, promotion, proposals, protocols, quality assurance, receiving, recruiting, recruitment, researching, routing, sales, sales reports, scheduling, secretarial, seminars, sorting, spreadsheets, Supervisor, Supervision, telephone, telephones, phones, training materials, travel arrangements, typing, video, voice mail, website, word


processing, workflow, written, written communication

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Resume Overview

Companies Worked For:

  • Pretrial Services Agency
  • Military Entrance Processing Station
  • Aetna Inc
  • Burlington Coat Factory
  • TD Bank University Commerce Bank

School Attended

  • Allentown High School

Job Titles Held:

  • Program Assistant
  • Human Resources Assistant
  • Administrative Assistant
  • Corporate Recruiting Administrator

Degrees

  • High School Diploma : General 1986

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