Administrative Assistant Manager

Phyllis M. Wilkerson

***** ***** ******, ******, ** 91342

818-***-**** - **********@**.**.***

EXPERIENCE AND DUTIES

CITY OF PASADENA

Human Services Division

Administrative Assistant to the Human Services Director 06/2009 -

12/2010

. Directed and implemented a system to effectively improve the front

reception desk including organizing the customer relations area and

making it easy for customers to access materials and information.

. A clear and precise vision of organizing their office space and

designed a wall to showcase my Administrator's and Director's

accomplishments in their personal offices.

. To establish clear, precise and reliable communication throughout the

team, I proposed and created an aligned and up to date appointment

board that helped the team know of other co-workers appointments. I

was commended by the Director because it increased efficiency within

the office.

. I kept up-to-date and distributed informational booklets of City

contacts to obtain food, shelter, employment, childcare, and free

educational programs.

. Answered all incoming calls for the Director and Administrator.

. In using Microsoft Excel, created a more productive filing system.

. Distributed all incoming mail and ordered all supplies.

. Commission on the Status of Women Board: My duties included typing,

proofreading and distributing all agenda reports to City Manager,

City Attorney, staff, and all presenters of the meetings. In

preparation of the Board meetings, I reserved the meeting place,

confirmed attendance, set up the place of meeting with extra agenda

packets, maps, boards and food. During the meeting, I took roll call

and minutes.

Northwest Program Division 07/2008 - 06/2009

Administrative Assistant of the Northwest Program Director

. Recording Secretary and Assistant to the Board Members: City

Council, North Lake Committee, Fair Oaks Committee, and Northwest

Commission. Keep track of member's attendance and time served, typed

and distributed agendas, called members to confirm attendance, roll

call during meetings, and minute taking.

. Enterprise Zone Project: As part of the City of Pasadena Enterprise

Zone Project, I informed Pasadena Business Owners of our tax-break

benefit program provided to them, if they hire Pasadena residents.

Designed and kept Microsoft Excel spreadsheets to track companies who

received those tax-breaks.

. Lunch with the Future Program: I managed and worked solely on the

ongoing City of Pasadena "Lunch with the Future" Program. This is a

program that encourages students to stay-in-school. I recruited

CEO's, City Manager, the Mayor, Business Owners, Entrepreneurs, and

city staff of all positions who volunteered their time to speak to

students about their journey to a successful career by way of staying

in school and graduating. I designed and typed appreciation

certificates for all volunteers; as well as, a personal telephone

call from me expressing my appreciation.

. Work Program: I managed the on-going, city-funded; City of

Pasadena's Work Program, where we offered high school students

employment throughout the city. Using Microsoft Excel Spreadsheet, I

designed, typed and kept student's contact information up-to-date,

list of jobs, hours worked, and amount paid for services. I

processed time-sheets and check requests and provided this

information monthly to the school they attended. In addition, as

part of the volunteer program at Pasadena schools, I made calls to

students requesting volunteer's for City of Pasadena events. It was

my responsibility to call those volunteers, which would be between 10

to 50 students, to confirm their attendance at these events.

Planning & Development Department 10/1989 - 07/2008

Administrative Assistant to the Planning & Development Director

Assistant to Twelve Planners

Phyllis M. Wilkerson

. In working with two hearing impaired Planning Directors, I was

the only team member to except the role of liaison for their

communication with staff, management, and the public in a face-

pace, driven, and dead-line environment. Process and maintain

sensitive and confidential information. Managed their

calendar, arranged conference calls, travel, and created paper

and electronic filing system.

. Process and maintain sensitive and confidential information.

Managed their calendar, arranged conference calls, travel, and

created paper and electronic filing system.

. Played a key role in guardianship over the City's General Plan.

Tasks included gathering and tracking information and creating the

document. The plan serves as a road map in all Commissions'

discussions, negotiation's, and decisions that influence all

Pasadena neighborhoods.

. Monitored the Planning Department's budget and arranged itineraries

and travel arrangements. Created and edited correspondence, problem-

solving skills, discretion, courteous and professional manner, work

quickly and efficiently, and team player.

. Supported twelve planners.

. Managed a Customer Service Representative.

Assistant & Recording Secretary of the Planning Commission Board

Members

. Determined projects, typed, proofread, assembled, copied,

distributed and mailed agenda reports.

. Provided financial statistics to plan the yearly fiscal budget using

Microsoft Excel.

. Contributed to the Yearly By-Laws and Annual Report.

. Reserved meeting rooms, traveled to meeting places, set-up, ordered

dinner, distributed packets and materials, took roll call, typed

minutes (70wpm), and provided assistance where needed. Updated and

typed Planning Commission Rosters.

. Ensured compliance with public posting requirements for timely

public hearings and posting.

. Provided opportunities to have caterers and restaurants bond with

the City by partnering with them to provide food for the City

Manager, City Council, and Planning Commission Board meetings.

ACCOMPLISHMENTS

. Nominated and served for three years as recording secretary to the

City of Pasadena PACTE Union Board.

. Because of my work standards, organizational skills, experience,

and reliability; I was sought after to assist on many City of

Pasadena Boards (Board of Directors, Board of Commission, and

Board of Committees) outside my department with the City Manager,

Mayor, Board Members, and Administrator's.

. The Planning Director wrote me a personal thank you and

complimented me highly for promotion for my contribution, spirit,

energy, and personal commitment to completion of the General Plan.

. Received tributes from my Administrator and City Manager for

'outstanding service and dedication.'

. Certificate of Achievement for Business Writing for Results.

. Appreciation for my Volunteer work at the Annual Women's

Conference, Pasadena Graffiti Program, and Employee Appreciation

Day.

. In order to continue to run my desk efficiently in my absence, I

made a determination that an operational manual for my position to

assist other employee's was necessary. This idea of a manual for

staff's responsibilities was later used through-out the City of

Pasadena's Departments.

EDUCATION

Providence City College, Providence, Rhode Island 09/1982 - 06/1983

Business /Administrative Secretarial

Blue Cross / Blue Shield, Providence, Rhode Island 10/1981 - 02/1982

Medical Terminology

Sawyer Travel & Secretarial School, Providence, Rhode Island 06/1980 --

06/1981

Travel, Business, & Administrative Secretarial

Central High School, Providence, Rhode Island 06/1980

Secretarial / Advanced Graduate Program

High School Diploma

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