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Recording Secretary Resume Example

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RECORDING SECRETARY
Career Focus

Secure the post of Assistant to the Vice President for Administration and Finance with Berkshire Community College. Using financial, administrative, supervision, and management skills to benefit mutual growth and success. Contribute to the mission of the college by demonstrating respect for growth, responsibility, and leadership through service to others.

Summary of Skills
  • Administrative office management
  • Complex budgeting expertise
  • Liaison expertise
  • Information technologies
  • Human resources
  • Project planning
  • Database administration
  • Recording/transcribing secretary
  • Facilities development & management
  • MS Word, Excel, Powerpoint, Publisher, and Outlook
  • Report development
  • Executive support
  • Staff & volunteer recruitment,
  • supervision,training
  • Records management & researching skills
  • Publishing and preparing legal documents
  • Departmental operations
  • Event planning
  • Leadership & communication skills
  • Calendaring/scheduling
Work Experience
Town of DaltonDalton, MARecording Secretary03/2011 to Current
  • Schedule and notify members of meeting dates. Maintain a calendar of rooms available and/or occupied. Maintain internal posting boards & calendars.
  • Develop & distribute agendas and meeting materials. Attend meetings to record detailed minutes. Write and distribute minutes. Generate fiduciary reports, spreadsheets, and recommend changes.
  • Devise and implement budget worksheets for a town budget exceeding $15MM, taking into account legal requirements. Maintain specific knowledge of multiple accounts & budgets including line item allocations and changes. Provide Chairman, Select Board, and Management with clear, consistent, reports always accounting for business and budget variances.
  • Serve as a liaison for the Chairman to Committee and Commission members, town employees, and various vendors.
  • Utilize proactive analytical thinking to report opportunities for improvement related to financial performance and growth, administrative systems, and technological upgrades.
  • Knowledge of towns Capitol and Operational budgets and the distinctions. Relay information regarding requests from specific Town Departments for Capitol Budget Projects. Generate Reserve Fund Transfer requests.
  • Process accounts payable & receivable, process employee reimbursements & monitor accounts.
  • Issue and/or publish correspondence internally and externally, process incoming & outgoing mail & faxes.
  • Records management including using retention schedules and policies, establishing filing systems & indexes to organize and preserve records, & developing systems to/and track circulation of records and technology.
  • Perform general office, receptionist, and secretarial duties.
  • Research specific legal standards and legal requirements. Prepare legal documents and/or notarize documents.
  • Maintain confidentiality best practice.
Council on Aging (COA) Town of DaltonDalton, MA Administrative Assistant (Temporary Post)09/2012 to 01/2013
  • Develop department and program budgets as well as track and reconcile the overall budget of the COA. Establish cost reduction strategies, reallocate funds when needed, generate reports including expenditure and analysis reports for multiple accounts/departments.
  • Assist in the scheduling and planning of the annual budget process; track financial reporting requirements and budget calendars.
  • Bookkeeping of multiple accounts within COA budget, including bill paying, and deposits from multiple income sources including grants, donations, and gifts, accounts payable/receivable, and transportation service invoicing.
  • Screen and prioritize mail, email, voice mail and appointments using judgment. Assign, review, track, and prepare correspondence.
  • Select, negotiate, & contract with multiple vendors re: facilities management, office supplies, and more.
  • Oversee the administration of the Director of the COA, Board of Directors, staff, and volunteers; set priorities; enforce regulations; monitor procedures and recommend changes as appropriate.
  • Create and maintain filing system which meets all regulatory and departmental requirements.
  • Serve as a liaison for the Director to board members, fund raising groups, and other internal or external constituents.
  • Update COA website.
  • Arrange meetings, conferences, special events, and luncheons for the Director and Board of Directors. Maintain the Director's appointment schedule; make travel arrangements; manage the COA calendar of events & staff/volunteer schedules.
  • Create and keep updated record of receipt of signed copies of Confidentiality of Records and Conflict of Interest Policies from new employees, as well as copies of special licensees and certifications. Maintain and keep current detailed personnel files including I-9's & W4's. Complete reference checks. Perform state and out-of-state criminal history checks.
  • Effectively supervise and organize staff & volunteers. Perform complex and confidential secretarial duties relating to patrons, volunteers, and personnel issues. Develop job descriptions. Post open positions. Screen resumes and applications, conduct preliminary interviews.
  • In Director's absence illustrate judgment, prioritize, delegate, and effectively operate the Dalton Senior Center.
The Elizabeth Freeman CenterPittsfield, MAProgram Director07/2005 to 07/2005
  • Accountable for a program with an operational budget exceeding $120K.Supervise 10-15 staff and volunteers. Provide administrative supervision to staff on a regular basis.
  • Ensure the Program operates with integrity and provides the highest quality of services through developing and implementing financial and administrative methods and systems, tracking outcomes, progress, expenditures, staff success and productivity. Set priorities regarding budgetary issues.
  • Establish and cultivate relationships with referral sources, funders, donors, Executive Directors, Board of Directors, state & government agencies, and the community.
  • Manage program sites and facilities. Communicate and effectively negotiate terms with multiple vendors.
  • Anticipate needs and proactively bring together appropriate people and other resources to support the addressing of issues.
  • Arrange conference calls. Receive visitors. Make arrangements at various conferences, affairs or events. Reserve and schedule professional travel plans.
  • Create and maintain filing system which meets all regulatory and programmatic mandates.
  • Successfully communicate (verbally & written) program's progress, concerns, fiduciary circumstances and needs with multiple agencies, funders, and more.
  • Plan meetings and provide services to clients. Plan and execute special events.
  • Use creativity, practicality, and pro-active thinking to resolve problematic systems and/or issues (programmatic and re: personnel). Create new or revise existing methods by analyzing operating practices and procedures. Implement cost reductions. Improve work flow and simplify reporting procedures.
  • Utilize state wide data base to track client use, progress, and outcomes. Generate reports, provide statistical information. Perform quality checks.
  • Create and provide accurate and comprehensive reports to regulatory agencies, Board of Directors, and Executives.
  • Screen potential new hires, conduct interviews, and conduct new hire orientation, and reviewing and signing of employee handbook, reference and background checks, as well work eligibility documents.
  • Provide timely, courteous and knowledgeable responses to information requests and prepare and publish official correspondence.
  • Research, prepare and file legal documents and/or reports. Research, update, and publish all legal standards and guidelines for the Program as well as special projects. Enforce regulations and legal standards of grant and contract guidelines.
  • Maintain and execute weekly client and staff scheduling.
  • Create reports and records, such as recommendation for solution of administrative problems, financial reports, statistical reports, and administrative orders.
  • Maintain strict confidentiality practices.
  • Earned excellent marks on performance reviews, with citations for excellence in areas including work volume, accuracy and quality; ability to learn and master new concepts; positive work ethic; and commitment to providing unsurpassed service.
Education
Bachelor of Arts:Sociology2003MA College of Liberal Arts, North Adams, MA, United States
Bachelor of Arts:Undergraduate StudiesUniversity of CA, Santa Cruz , CA, United States
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Resume Overview

Companies Worked For:

  • Town of Dalton
  • Council on Aging (COA) Town of Dalton
  • The Elizabeth Freeman Center

School Attended

  • MA College of Liberal Arts
  • University of CA

Job Titles Held:

  • Recording Secretary
  • Administrative Assistant (Temporary Post)
  • Program Director

Degrees

  • Bachelor of Arts : Sociology 2003
    Bachelor of Arts : Undergraduate Studies

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