Administrative Assistant Project Manager

Alice J. Grimaldi

Al Huda Bldg.

Corniche Avenue

Ajman, UAE

050-***-**** International mobile

Email: *************@*****.***

US Citizen

US Passport

Experience:

March 2008 through March 2012 Executive Administrative Assistant, AECOM/AC FIRST, Afghanistan

Executive Administrative Assistant to the Program Manager and the

Deputy Program Manager.

Secret Clearance

Perform various executive and administrative support duties that are highly sensitive and confidential.

-Review all incoming/outgoing paperwork for proper processing and distribution: Compose/process memorandums and letters in response to questions, emails, suspensions, terminations, and employee separations; managing travel and lodging accommodations.

-Develop and provide reports, charts, and briefings as requested by the Project (PM) and/or Deputy Project Manager (DPM) according to PWS and commander’s policies.

-Serve as the Project level liaison for interface with Battalion to correlate phone rosters, personnel updates and acquire proper signatures.

-Prepare and manage job postings, incumbent promotion and salary increase paperwork; work with Finance and HR to ensure assigned positions are approved/awarded and realigned according to awarded proposal as to meet department needs and Mission requirements.

-Plan and coordinate arrangement for professional meetings, conferences and maintain PM/DPM’s calendar; Scheduling of interviews, serving as an interviewer and assisting with selection of employees to fill open positions.

-Manage and maintain Senior Management travel, schedules, 1687’s, Hand Receipts, New Hire Destinations, Organizational Charts and Departmental Contacts for 24 FOB’s (Forward Operation Base).

-Create, edit, and proofread documents developed for PM/DPM’s signature.

Editor and photographer of the AECOM/AC FIRST Newsletter, started in

August 2008. Recording and distribution of all Staff Meeting minutes.

Updated COR (contract officer representative) letters of appointments. Maintaining

correspondence files. Orientation of Meet and Greet new hires with the

PM and DPM briefings. Coordinated meetings and updates for the PM and

DPM with the Commanders of the 401st AFS Brigade and the 401st AFS

Battalion. Managed monthly awards ceremonies. Proficient in Microsoft

applications; i.e., word, Excel, and PowerPoint. Reviewed all

documentation for Commander’s signatures from all the departments

within AECOM. Photographed and documented all projects on going by

AECOM required by the 401st AFSB for historical reference. Documented

all VIP visits to the AMC Compound.

September 1997 through March 2008 Purchasing Agent GS-1105-7 in the Base Operations Branch.

I performed a wide range of purchases and contracting functions which include but not limited to negotiating and recommending awards on the open market or under government contract. Work was conducted and completed within the scope of the assigned agency procurement authorization. When work exceeds the procurement authorization, I prepared and submitted purchase orders and service contracts to the Area office for signature. I was authorized a purchase card and/or government purchase card program as a coordinator, and accountable property officer.

My Major Duties were:

Making purchases of complex technical scientific equipment, and construction contracts. These purchases sometimes had an urgency of need. Purchases are usually complicated by one-of-a-kind requirements and unique characteristics, lack of sources, and difficulty in locating compatible equipment. Purchases require use of competitive procurement procedures and incumbent must have signature authority to sign for all purchases up to the specified dollar threshold. I reviewed and edited purchase requests to ensure the item or service is adequately described based on the requestor’s need. I ensured all information has been provided and the requests were consistent with local and area policies. On occasion I had to advise the requestors on purchases, policies, methods of procurement, and issues with a potential conflict on competition. I also advised the requestor on the best methods of procuring complex, specialized, scientific equipment not normally found on the open market. I conducted open market negotiations and made competitive or sole source small purchases for complex, non-routine scientific equipment and/or services not commonly available on the open market. Collecting data to determine price reasonableness for new items, prepares detailed written solicitations, and tailored special terms and conditions. Using federal and agency acquisition regulations, federal property management regulations, internal procedures and guidelines, and other references to identify possible sources and other pertinent information. Prepared written solicitations for purchases estimated to meet and exceed the requirements in Federal Business Opportunities to solicit specific sources, build vendor questions, post amendments, and publish solicitation and award notices. For sole source purchases, ensures purchases are compatible with existing systems and equipment, when necessary. Awarded contracts up to the delegated dollar threshold.

Purchased a variety of commercial supplies and equipment using competitive open market procedures or against established contracts. Negotiated accelerated deliveries, price breaks for items ordered, and reduction in service charges. Requests price lists to ensure the government was being accorded “best customer” status. Awarded orders primarily based on comparing price and delivery terms. I, along with my supervisors, determined the best offer through review and comparison of different terms, conducts negotiations as necessary to ensure reasonable prices, and makes the award. Ensures that procurement actions are set aside for small and disadvantaged businesses as established by public law.

Responsible for contract oversight and administration; represents the agency in post- award meetings or discussions with contractors to obtain agreement of change in small purchases, to ensure contractor compliance or to terminate the order. Negotiates minor price consideration changes, changes in terms of delivery, and cancellation of orders, etc. Ensures timely submission of invoices to avoid any loss of discounts due to late submissions or late penalty fees.

Advised customers and program personnel on the preparation of Statements of Work for construction and special services contracts when costs are below the procurement authority. Negotiated construction contracts using simplified acquisition procedures. Works with the customer and the area engineer and contracting officer to provide assistance when constructions costs are above their procurement authorization. Obtains specifications and drawings from architecture and engineering agent; solicits bids for construction work; initiates change orders; serves as contact for Contracting Officer’s Representative (COR); conducts pre-work meeting with contractor and COR; and keeps track of construction progress reports and payments.

Advised approving officials and purchase card holders on purchase card program procurement procedures to include responsibilities for use. Conducted random reviews in accordance with established departmental policy. Identified unauthorized purchases and prepares reports. Ensured cardholders enter appropriate data into the automated system.

Maintains the location area purchase card program. Monitors purchases and reconciles credit card billing statements. Establishes user IDs and passwords, ensures proper card usage, and conducts random account reviews. Reported cases of fraud and prepared unauthorized credit card purchase reports.

Maintained the location accountable property program. Maintained accountable property records and reconciled the accountability report; reports theft, loss, or property damage; and prepared appropriate reports. Coordinated with the area office to dispose of excess property.

Maintained catalogs, contract files and listings of firms offering particular goods.

Deployed in October 2005 to Kuwait, Camp Arifjan; I worked as a clerk

in the AMC Human Resources Department as a HR Generalist. As a HR Generalist I performed duties such as obtaining security clearances through JPAS, applying for CAC cards for military and civilian AMC personnel. Picking up the mail for all the AMC Personnel and distribution of the mail; maintaining a mail room in accordance with the regulations of the US Post Office Regulations and Policies. Applying for gas cards for the contractors and outside military personnel. Helping with the Housing Department and the Command Group when needed.

I extended my deployment three months when the 3-401st AFSB Commander requested I be his Executive Administrative Assistant. I worked for COL Wilson until my redeployment on 1 Jul 2005. I returned to my permanent position as Purchasing Agent, GS-1105-7 in the Base Operations Department for the Acquisition Center. Robert Massarra was my supervisor in Base Ops and I was on the construction team. I requested to deploy again and in March 2007 I was deployed to Bagram, Afghanistan to work as a clerk in the newly established 4-401st AFSB Human Resources office. It was also required of me to be the Executive Admin Assistant to the Commander of the Brigade, Colonel Thompson. I completed the 179 required days in theater and returned home

to Fort Monmouth which was then on the BRAC list.

Retired in March 2008.

November 1987 through September 1997 (Comp date February 1978)

Secretary for the Director of the Acquisition Center

Information Technician for the Acquisition Center. I performed the duties of a Help-Desk Technician for the newly established computer service and systems

Connected conference Bi-weekly VTC; connecting Rock Island, Wash DC and Fort Monmouth, NJ.

Responsible for Time and Attendance records for over fifty personnel to include deployed personnel OCONUS.

Served as a Property Book Holder for Five Departments within the Acquisition Center. Over 2000 items to include desks, all office equipment, electronics, and calculators.

I have initiative, attention to details, I’m conscience of relationship building, wonderful communication skills, customer focused, excellent at planning and organizing, and I have self-confidence.

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