WRITING SAMPLE for a job: Administrative Officer position

Education

Certificate in Human Resources Management, December 2013

Work Experience

March 2019 – Present

Administrative Assistant – Limited Term Grant Funded (LTGF) position

Serve as the division Administrative Assistant to support the staff, Division Manager, Project Manager, as well as other senior level officials. I independently planned, prioritized, and organized work to assure tasks and priority needs of supervisors and staff are met. Utilize my knowledge and understanding of the division and Agency policies. Oversees SEP Energy grant applications to ensure the timeliness of approves for grants and completion of the project. Innovative and creative administrator with a proven track record in managing grant funds operations on a large scale residents. Interacting with the residents and their families, community leaders and non-profit community organizations.

Inform staff of the supervisor concerns regarding high-priority suspense requirements to influence the timely submission of necessary actions. Manage a complex, constant changing and high pace work environment. Receive office visitors and answer incoming telephone calls to eliminate interruption of the managers. Read incoming mail for information to ascertain any action required. Maintain record of pending actions and follows up to keep abreast of status and ensure timely accomplishment. Incumbents conduct a wide range of community-based development activities. Handle multiple projects simultaneously, be organized, have exceptional attention to detail and operate successfully under deadlines. Utilize proactive approach to problem-solving and fast decision-making skills, professional level verbal and written communication. Implemented and advised staff on internal administrative policies and procedures. Assist with developing, maintains and collects data of activities conducted by the Community Outreach Program Coach. Responding and resolving clients' questions/inquiries. Assisting and verifying clients' eligibility/referrals for Sustainable Energy incentives.

Provide assistance supporting the Budget Analyst with Energy Grants. Reviewed, analyzed, edit and consolidated budget submissions and requests for allotments submitted by managers of assigned program areas. Assisting the Budget Analyst with processing certified Prince George’s County contractors’ invoices into the (SAP). Enters requisitions, shopping carts, and process payments into the financial system (SAP).

Assemble data for procurement of materials involved in major renovations and special projects in accordance with County procurement procedures. Maintains the SEP event calendar establishing priorities and making commitments for appointments and attendance at meetings. As directed, schedules meetings within the division, between individuals, organizational subcomponents, or for the entire office to facilitate collaboration, discussion, and planning for programs.

Make sure the Division Manager and Project Manager are briefed and equipped with requirements prior to commitments and scheduling of conference meetings. Arrange meetings/conferences in Microsoft Outlook ensuring that all pertinent parties are available. Ensure conference rooms’ set-up is compatible with meeting requirements. Resolves conflicts in scheduling and coordinates with appropriate parties.

Maintains proficiency in operating office equipment (include computers, scanners, faxes, printers, copiers, and other audiovisual equipment) and is proficient with standard office software (Microsoft Office Suite, Adobe Acrobat, including Microsoft SharePoint). Submits IT Service Center requests on behalf of the staff as required and tracks the status of the trouble ticket until resolved.

June 2018 – September 2018

Management and Program Assistant – Pathways Summer Internship

Personnel & Physical Security Provided personnel security administrative assistance in support of the EIA Headquarters Security Officer (HSO). Responsibilities include administrative duties and security records management. Reviewing investigative documents (such as employment applications, investigative questionnaires, affidavits, credit and police reports, etc.) to identify discrepancies, inconsistencies, and areas potentially requiring clarification or additional investigation. Preparing documents for process of HSPD -12/ Personal Identification Verification (PIV) badges as a sponsor, issuer or registrar. Assisted in conducting security surveys to identify possible threats in a security program. Assisted in the completion of security surveys and risk assessments studies. Maintain personnel security documents and work in security databases to update information on employees, and under the direction of the senior government management personnel. Ensure that letters and memoranda appointing personnel within the elements to perform security-related tasks, such as control station operators and accountability custodians, are kept current. Experience safeguarding Personal Identifying Information (PII) documents. Assist customers with E-QIP submissions, perform applicable entries into the personnel security database, schedule fingerprint, appointments if required, and other clerical duties as required. Effectively communicate orally and in writing. Experience operating complex security systems and other databases and familiarity with full suite of Microsoft Office Applications. Assist personnel in understanding and complying with visitor access control procedures in place at Headquarters facilities. Assist personnel in preparation of required security plans, ensuring hosts and escorts understand their responsibilities. Other related tasks, as directed by the HQs Security Officer. Records Management Experience using scanners and the ability to select best image resolution and various scanner settings. Ability to analyze documents in order to ensure appropriate scanner settings. Ability to work independently with minimal supervision, in collaborative group and manage multiple priorities. Store and retrieve documents as necessary from archive or long term storage. Maintain security or document storage area. Maintain document quality standards and quality check document attributes for completeness and accuracy. Maintain the archives by sending and retrieving archive boxes, entering information into the archive database, interacting with personnel using the archives, query the database according to user's request. Knowledge of variety of digital document organizational platforms. Organize, prioritize, manage, and carry out duties efficiently and within established timeframes. Excellent customer service, professional attitude. Able to operate a computer with proficiency in Microsoft Office, Adobe, Google applications.

July 2017 - June 2018 Secretary August 2014 - June 2018 Administrative Support Assistant

Served as the division(s) Secretary and Administrative Support Assistant to the Chief of Operations/Regulations & LRD/NAD Regional Integration Team (RIT) Civil Works, Deputy Chiefs; as well as, high ranking military officers and other senior level staff. I independently planned, prioritized, and organized work to assure tasks and priority needs of supervisors and staff was met. Used my knowledge and understanding of the Division and District policies, procedures and programs to prepare various documents, responses and non-technical inquiries.

Independently inform staff of the supervisor's concerns regarding high-priority suspense requirements to influence the timely submission of necessary actions. Manage a complex, constant changing and high pace work environment. Receive office visitors and answer incoming telephone calls to eliminate interruption of the Chief and managers. Read incoming mail for information to ascertain any action required. Maintain record of pending actions and follows up to keep abreast of status and ensure timely accomplishment. Office Organization & Administration- Answers procedural or administrative questions. Provided support to the Administrative Officer with budget-related activities. Reviewed, analyzed, edit and consolidated budget submissions and requests for allotments submitted by managers of assigned program areas. Researched, compiled, and summarized data concerning expenses of multiple object classes and line items. Monitors and tracks obligations and expenditures for assigned activities throughout the execution phase of the annual operating budget. Gathering, compiling, and charting statistical data information for reports. Assist in tracking, coordinating, and preparing/submitting responses to action items in the Corps Engineers Financial Management System (CEFMS). Maintain front office, mailboxes, and conference room set-up/clean-up. Prepare presentation packages as needed. Manage dial-in conference lines for meetings. Point-of-contact for new employees training. Prepares training and purchase requests in CEFMS and serves as the back-up timekeeper. Filing documents and memos in accordance with Department of the Army (DA) regulations, policies and guidance. Advise and provide recommendation to new and existing employees on a variety of HR matters and preparing necessary correspondence and/or documentation.  Meeting/Conference Planning - Maintains the Chief calendar, establishing priorities and making commitments for appointments and attendance at meetings. As directed, schedules meetings within the division, between individuals, organizational subcomponents, or for the entire office to facilitate collaboration, discussion, and planning for programs. Make sure the Chief briefed and equipped with requirements prior to commitments and scheduling of meetings. Arrange meetings/conferences in Microsoft Outlook ensuring that all pertinent parties are available. Ensure conference rooms’ set-up is compatible with meeting requirements. Monitor Chief meetings and conferences are running on schedule. Resolves conflicts in scheduling and coordinates with appropriate parties. Create and submit temporary badge request, as needed. Escort visitors when required.  Travel-Domestic and International create travel authorizations and expense reports for travelers. Coordinates all travel arrangements to include obtaining lodging, reservations, transportation, itinerary, and points of contacts. Prepares travel orders and vouchers via electronic financial systems through CEFMS & Carson-SaTo Travel agency. Travel authorizations and expense reports are completed in accordance with regulations, policy, and automated procedures. Attend travel related meetings as necessary to maintain expertise on using travel preparation process.

Information Technology (IT) Support-Maintains proficiency in operating office equipment (to include computers, scanners, faxes, printers, copiers, and other audiovisual equipment) and is proficient with standard office software (Microsoft Office Suite, Adobe Acrobat, Microsoft SharePoint). Submits IT Service Center requests on behalf of the staff as required and tracks the status of the trouble ticket until resolved. As necessary, conducts follow up with the IT Service Center to ensure the ticket is being appropriately action. As directed, compiles, arranges, and maintains data programs, emails from post, etc., and centralizes the data in a digital repository using Microsoft Excel, Microsoft Access, or Microsoft SharePoint. Compiles and maintains numerous email distribution lists in Outlook for various programs and projects, adding new users, removing outdated contacts, and distributing large volumes of email to customers as directed by Senior Managers. Responsible for digitizing hard copy materials and managing an electronic archive of outdated materials on the HS network drive. Develops and maintains an electronic document filing system for documents on the network drive.

June 2014-August 2014 Program Assistant – Pathways Summer Internship

Department of Agriculture, Animal and Plant Health Inspection Service, Management Support Services

Served as the division Program Assistant provides direct support to the Director and all staff members. Assist all assigned program staff with various administrative functions, such as filing, answering telephones, managing daily calendars of staff, typing memo, sending out mailings, etc. Preparing and maintaining time and attendance. Preparing a variety of technical and sensitive correspondence. Handling substantive inquiries concerning established policies and providing sensitive information. Maintaining and updating administrative manuals, agency roster of key officials in all offices, office tickler system for all documents, internal phone list. Prepared letters, memorandum, reports, and spreadsheets. Collect tracking of data and statistical information from special budget projects. Prepared and organize arrangements for seminars and conferences. Prepare SF-52s and other documents as needed. Ensures accurate financial data in various financial and subsidiary systems reconciles accounting and transaction data, and executes corrective action to assure data quality and consistency. Maintaining various tracking systems and control files answering telephones and routing to staff members, as appropriate. Knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, Outlook, SharePoint). Perform other duties as assigned.

Intake Program Assistant

December 2012 – May 2014

Served as the division Intake Program Assistant providing services to residents by reviewing and processing applications in order to evaluate qualified customers. Interacting with the residents and their families, community leaders and non-profit community organizations.

Coordinate and schedule interviews for eligibility of applications. Interview new and returning customers in person or by telephone. Assisting elder and/or disable customers with completing the applications. Provide supervisor and senior managers the approval customers for prospective Energy grant. Maintain grant program records and timely submit administrative and procedural reports. Review, verify and consolidate variety of financial with confidential information. Answering telephones calls routing to staff members, as appropriate.

Scanner Analyst (Government Contractor)

June 2009 – September 2012

Library of Congress

Served as a Scanner Analyst building a digital library, digital photography, and digital scanning software, preservation, presentation and production of digital books. Digitizing special collection books from different centuries. Operates enlarges and processors to produce prints. Operates computer hardware and software to create and output computer-generated slides and digital presentations, prints, and related content. Analyzes each work item and identifies function and type of document to determine correct index to apply which then determines correct workflow for the item to follow. Faxes are electronically viewed for quality control and validated. Analyzes rejected forms and corrects information as required and submits the electronic claim for processing. Answering telephones and routing to staff members. Performs quality control for both manual and mechanical methods.

June 2007 – April 2008 (GIPSA)

March 2007 – June 2007 (APHIS)

Department of Agriculture Office Automation Clerk

Uses office automation software package(s) and equipment to type, edit, and format letters, memoranda, reports, manuscripts, technical documents, charts, graphs, and/or forms. Produces error-free documents, ensuring correct punctuation, spelling, capitalization, and grammar. Prepared Travel arrangements in Fed-Travel systems. Establishes and maintains a variety of office records and files. Updates and purges files on a regular basis. Researches files and reference materials for information needed by office personnel.

Prepares travel authorizations and vouchers and other standard office forms. Fills in for office secretary or other clerical employees during periods of absence. Process monthly expense reports. Received bonus for excellent job performance on special projects. Prepared and editing letters, memorandums, budget spreadsheets, and other related correspondence. Compiling statistical reports and retrieved other research reports information. Assembling information for quarterly reports.

Received incoming telephone calls and visitors. Answers inquiries related to general policy, programs, and activities of the office. Based on a knowledge of office functions and programs/projects, refers callers and visitors to appropriate staff member. Receives, sorts, and routes incoming mail and correspondence to office staff. As primary or alternate/backup timekeeper, prepared and transmits Time and Attendance records for office staff. Sends, receives, and distributes electronic mail and facsimile documents. Knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, Outlook). Perform other duties as assigned.

Acquisition Receptionist (Government Contractor)

December 2006 – March 2007

Department of Health and Human Services (NIH)

Provided Administrative and Facility Support: Performs a variety of general administrative and facility tasks, in support of the day-to-day operations. Provide front desk reception coverage, visitor escorting, and Processes invoices for consultants and subcontractors. Issue appropriate visitor badges to all site visitors and maintain visitor logging information. Provide setup and take-down for recurring meetings with AV and VTC setup and assistance as required. Distribute mail and USPS/UPS/FedEx packages and prepared outgoing FedEx shipments. Provided parking invoice management back-up support: validation stamps and monthly parking passes. Management of shipping supply inventory. Receipt, tracking and distribution of all incoming packages and supply shipments. Manage Conference Schedule, usage requests and support requirements. Maintain the cleanliness and readiness of all Conference Rooms and Team Rooms. Preparation and distribution of monthly usage reports for all conference rooms and participated in special projects as required. Knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, Outlook).