Administrative Assistant Manager

***** ******** ***** ** 256-***-****

Huntsville, Alabama fawnalexander76@outlook

***** .***

Fawn Alexander

Experience 02/13-05/2013 LTS, Inc.

Huntsville, AL

Payroll/Billing Administrator

• Consolidated paper trail and conserved office resources by digitalizing hard-

copy files.

• Utilized Paychex to ensure 200 + employees were paid in a timely and

accurate manner, ensuring that regular time, paid time off, bereavement, etc.

was appropriately entered. Responsible for all aspects of payroll.

• Responsible for issuing, paying and auditing AP invoice including billing

Government for hours worked on contract CLINs

• Assisted in all the required Human Resource functions including backup to

FSO

03/12-02/13 L3 Communications

Huntsville, AL

HR Administrator /Organization Specialist

• Responsible for all HR administration for 500 + employees at 84 sites,

including 17 OCONUS sites.

• Boosted staff morale and improved teamwork by organizing staff outings and

being accessible after hours for problem resolution

• Improved efficiency by organizing mounds of paperwork into confidential,

detail-oriented filing system.

• Conducted new hire orientation and termination/exit interview in EDS.

Responsible for OCONUS scheduling of medical, dental, setup of CRC for

deployment. Assisted and implemented an employee manual covering issues

including: disciplinary procedures, code of conduct, FMLA policy and benefit

information

• Prepared personnel requisitions and screened applicants to meet established

minimum requirements. Assisted with initial interviews, negotiating salary

offers, bonuses, and relocation packages

• Processed, reviewed, and managed workers compensation, LOA, FMLA,

short-term, long-term disability

• Conducted investigations and respond back to EEOC and Human Rights with

findings

• Backup to FSO – JPAs and SPOT experience

• Extensive familiarity of Collective Bargaining Agreements and Foreign

Service Agreements; assisted with grievances.

• Assisted payroll with ensuring all 500 + employees hours were entered and

correct in timekeeping system; . Calculated salary increases and retro pay;

entered personnel changes into payroll system; reviewed accuracy

• Generated bi-weekly per diem and TDY pay for overseas employees in

accordance with DOJ regulations; ensured that all TDY was compliant to

contract requirements

• Responsible for CDRLs per contract requirements for all personnel

• Assisted Travel Coordinator to ensure all travel was in accordance with

policies and procedures in accordance with DOJ regulations; conducted

reconciliations, resolved discrepancies and ensured travel was within budget.

• Responsible for setting up space allocations for all new hires and submitting

IT tickets to have all hardware, software and login’s setup upon new hire

arrival.

• Generated quarterly reports to brief Govt. Responsible for attending meeting

and briefing Fixed Wing Office on staffing, on-boarding and terminations.

• Handled all administrative overflows

•

01/12 – 03/12 J Kennith Brown, CPA Huntsville, AL

• Office Manager

• Oversaw daily CPA firm operations managing a staff of seven employees.

Responsibilities included: administrative, billing, personnel, human resources

policies and procedures; payroll and quarterly and annual tax preparation and

submission

• Compiled financial statements, budget documents and financial forecasts;

reduced delinquent accounts while monitoring aging, collecting outstanding

balances, and researched billing discrepancies

• Aided CEO in meeting deadlines, scheduling meetings and resolving

pressing issues

• Optimized billing processes, resolved delinquent accounts and utilized

QuickBooks expertise in tracking AR/AP, profits and overhead

• Direct liaison between clients and vendors

• Planned daily priorities for employees and CEO

11/11 – 01/12 System Studies and Simulation, Inc. (S3) Huntsville, AL

Program Control Analyst (Contractor Position)

• Supported the Project/Program Manager during contract execution

• Developed contract work plans for numerous government contracts to project

expenditures in both hours and dollars; maintained a contract book for each

contract/task order

• Tracked actual expenditures for financial reporting; tracked cost/schedule

controls using excel plans that track labor categories, burdened and

unburdened rates, hours, labor dollars, travel dollars and other direct cost

(ODC) dollars

• Prepared graphs and other financial reports comparing budgeted and actual

cost data for management presentations in compliance with ISO/AS9100 for

Senior Management

• Monitored contract cost expenditures to available funding, if required,

prepare risk documents; Reviewed contract award and modifications; provides

comments to contracts specialist prior to modification acceptance

• Reviewed and validated Costpoint generated contract billings against work

plans, contract requirements, prepared all CDRL documents and created

contract realignment requests

• Provided administrative support as required

01/11 – 05/11 ComForce Technical (Contractor position) Huntsville, AL

Office Administrator – General Dynamics C4S

• Provided a full range of support services for Operations, Logistics and Field

Engineers. In charge of document preparation, confidential file management,

mail handling; supply ordering, and record maintenance. Coordinated and

carried out special events, requests, projects and communications plans.

• Revamped Excel record-keeping and reporting to furnish executives with

more accurate financial data.

• Complied and created extensive domestic/ international travel and expense

reports using Concur

• Extensive reporting of all budget, statistics, and staffing using pivot tables,

slides, graphs and spreadsheets. Generated and reviewed correspondence

before giving to upper Management for sign off. Generated extensive minutes

for monthly meetings

• Reviewed correspondence to assure compliance with customer, contractor

and corporate obligations/ requirements

• Coordinated and performed contract close-out actions, maintain a close

working relationship with Accounting

• Back up to Security Officer – Assisted with JPAs training, checked security

clearance information on all incoming guests

• Generated weekly and monthly briefs to the Govt.

• Greeted incoming customers and clients, checked security clearance in JPAs

• Other administrative duties as assigned

04/08 – 10/10 WestEd San Francisco, CA

Executive Assistant for Contracts and Legal Department

• Provided high level administrative support to the entire Contracts

Department, the Director of Contracts and Director of Compliance

• Cut department budget by 30%; budget forecast of $300k

• Provided general contract support in areas of customer interface for all

contractual correspondence and contacts; provided all information relating to

the contract/project to Legal Counsel in the event of technical-administrative

or arbitration disputes

• Reviewed correspondence to assure compliance with customer, contractor

and corporate obligations/ requirements

• Coordinated and performed contract close-out actions, maintain a close

working relationship with Accounting

• Coordinated with staff and legal counsel and participated in the development

and fulfillment of contract requirements in accordance with corporate policies

and regulatory agencies

• Provided consistent and oversight in contracts and contractual relationships

• Assisted with writing and submission of proposals to US Department of

Education

• Responsible for all certifications and legal requirements for the agency,

including trademark development, teaming agreements, modifications,

subcontracts, registration and issues related to tax-exempt status (501c3 – Joint

Powers Agency)

• Team was awarded bonus for proposal submission and winning 15 of 16 new

contracts in the $100 million +

12/07- 04/08 Levy, Erlanger and Company, CPA’s San Francisco, CA

Office Manager - Home Owners’ Associations (seasonal position)

• Directed all administrative and project-support efforts. Prepared monthly

payroll, expense and travel reports. Managed invoicing and billing processes

• Significantly reduced time required to prepare and distribute quarterly

financial reports by initiating implementation of electronic reporting

procedures

• Analyzed and organized office operations and procedures such as:

bookkeeping, preparation of semi-monthly payroll, personnel, and information

management

• Coordinated and arranged various seminars, prepared agendas, reserved and

prepared facilities and materials

• Assisted in writing the firm’s three (3) quarterly newsletters, updated and

maintained HOA database, vendor database and maintained two (2) websites

• Managed Accounts Payable/Accounts Receivable and expense-control

procedures, including bank and account reconciliation, cash receipts,

disbursements, billings, invoicing, purchase order, chargebacks, rebates and

daily bank deposits

• Negotiated and enforced collections to recover funds and expedite the

clearance of delinquent accounts

• Coordinated workflow to Administrative Assistant

•

05/07- 11/07 Beale Research Center San Francisco, CA

Personal Assistant to CEO/Founder

• Assisted with all personal errands, meetings, shopping, and weekly payroll

for ten employees. Optimized billing processes, resolved delinquent accounts

and utilized QuickBooks expertise in tracking AR/AP, profits and

overhead.Organized & maintained websites, databases and reports daily;

reviewed and satisfied all complaints from clients. Made travel arrangements,

booked conferences and set up seminars.

•

02/07-04/07 Air Temp Heating and A/C Binghamton, NY

Executive Assistant to CEO and 2 Vice Presidents

• Aided CEO and VPs in meeting deadlines, scheduling meetings and

resolving pressing issues

• Prepared annual business plan for department managers, finalized

presentations for companywide

• Contributed heavily to projects, preparing estimates for site work,

negotiating and finalizing contracts and overseeing project teams to ensure on

time completion

• Typed heavy correspondence, while reviewing for grammar and content

• Coordinated business and personal calendars, prepared expense reports, and

arranged all travel accommodations

• Prepared proposals and other client materials such as client friendly budgets,

brochures, and proposal materials with text and photos and spread sheets

• Liaison between Sales department and Vice Presidents

• Conducted new hire orientation, termination/exit interview, and maintained

personnel records

• Dispatched technicians to all appointment and daily morning meeting

regarding emergencies and schedule of each technician

07/05-11/06 The Energy Network Binghamton, NY

Executive Assistant to CEO, President, and Vice Presidents (Contractor

Position)

• Provided high level administrative support to CEO, President, and Vice

Presidents

• Successfully balanced changing demands and schedules within tight

deadlines

• Reduced company travel by $30,000 within first three months of tenure by

identifying cost-effective travel agencies and negotiating vendor contracts

• Devised new system of buying supplies that saved the company

approximately $10,000 over 1 year period

• Developed yearly budgetary forecasts for ten (10) companies and ensured

forecasts met corporate guidelines

• Liaison between senior management, employees, subsidiary companies, and

clients to ensure proper lines of communication critical in addressing myriad

problems and issues requiring immediate attention and resolve

• Directed business relations and distribution of company literature stimulate

client interest and sales leads

• Coordinated and set up high-level conference calls, board and management

meetings, special events and travel arrangements for top executives.

•

10/99-02/05 Nationwide Credit, Inc. (NCI)

Vestal, NY

Human Resources Administrator /Benefits & Payroll Coordinator

• Assisted with Executive Assistant/Administrative Assistant duties to

Directors, President and VP when EA/AA was out of office. Complied and

distributed daily reports necessary for accurate staff FTE, billable hours, and

logistics

• Conducted new hire orientation packets and termination/exit interview.

Reviewed, processed and managed LOA, FMLA, i-FMLA short-term and

long-term disability paperwork and responses for workers ’ compensation and

unemployment claims. Prepared personnel requisitions and screened

applicants to meet established minimum requirements. Scheduled and assisted

with initial interviews; extended employment offers

• Assisted Benefits Supervisor with negotiating benefit contract and pricing

• Created highly effective organizational and filing systems, including quick

and through indexing, filing and off-site storage, resulting in easy access to

critical information and streamlined office functioning.

• Enrolled and terminated all employees from benefits as needed, conducted

monthly benefit meetings for 800 + employees.

• Coordinated, prioritized and delegated work flow among support staff to

create a positive work environment and ensured accurate, on-time completion

of projects

• Prepared annual business plan for department managers, finalized

presentations for companywide audiences and handled all administrative

overflows

• Processed bi-weekly payroll for 1,200 employees in call center environment

• Reviewed, verified, and processed payroll documents; verified paycheck

amounts to payroll register. Calculated salary increases and retro pay; entered

personnel changes into payroll system

•

Education •

• 1995 – 1996

• Ridley Lowell Business and Technical Institute, Binghamton, NY

• Word Processing/Administrative Assistant degree

Computer Skills Microsoft Office Suite, Adobe, Access, HTML knowledge, Photoshop, Word

Processing, Visio, E-Verify, Publisher, WordPerfect, Lotus 1-2-3, Kronos,

Quickens, QuickBooks, Cognos, DelTek (CostPoint), EDS, Citrix, InDesign,

Publisher, Taleo, Autotime, JPAs, Paychex, Peachtree, Quickens, ADP

DoD Continuing Education Classes:

Acquisitions 101

Contract Source Selection

Contracting for the Rest of Us

References Available Upon Request

Contact this candidate