Administrative Assistant Customer Service

Joceline Moore

*** **** **** ******, ** Plata, MD 20646 § (C) 240-***-**** § *************@*****.***

Professional Profile

Over 15 years of executive level administrative experience

Human Resource Assistant; exercises considerable judgment and discretion in handling all information

Formal event planning and press conference organization

Excellent organizational and communication skills

Logistical management of product storage and shipment

Preparation of proposals, contracts & bid background materials (Private Industry and Government Focus)

Utilize Department of Defense (DoD) 5110.4-M-V1 Manual for Written Material: correspondence management and compliance

4+ Years of Accounting experience with invoicing, cost analysis, accounts payable, accounts receivable, and purchasing

Tracked various employee performances review in relation to service awards and cash incentives

Budget and Expense Report Experience

Utilized contacts and developed new partnerships with a variety of support service vendors

Professional Experience

Executive Administrative Support (Clearance Secret)

Defense Security Cooperation Agency (DSCA) – Crystal City, VA 12/2013 – Present

*Completion Contract position

Proofreading DSCA correspondence in accordance to DoD Writing Manual and country requirements

Maintain chronological records of hardcopy and electronic copy of correspondence in compliance with Washington Headquarters Services (WHS)

Daily distribution internal and external USPS and FedEx mail/parcel

Courier of classified materials to and from congressional office on Capitol Hill, U.S. Department of State and the Pentagon

Front Office Switchboard

Processing internal and external correspondence documents (award documents and modifications; tour extensions; attaché nominations) in CATMS system

Assist Contracting Officer’s Representative (COR) with data In-processing

Order and maintain office supply

Manage transportation schedules for Director/Admiral, Deputy Director and Senior Executive and Military Staff

Provide back-up assistance for Director/Admiral, Deputy Director calendar schedule, conference room schedule, parking assignments

Executive Administrative Assistant / Human Resources Assistant

Siemens Management Consulting (SMC) - Washington, D.C. 02/2013 – 10/2013

*Completion Contract position

Managed the appointment calendars of SMC US VPs (making appointments, resolving schedule conflicts, independently coordinating telephone and video conferences, technical troubleshooting, meeting rooms, catering, etc.)

Organized and initiated of both regular team meetings & leadership monthly meetings

Planned and supported domestic & international travel assignments (taking into account country entry/exit requirements and obtaining/handling visa regulations on behalf of VP’s, Project Managers, Senior HR Manager and Consultants

Processed invoices in internal EZ-Suite System Expense Reports for VP’s & consultants

Prepared and coordinated interview candidates travel arrangements, travel expenses and reimbursements

Processed external invoices, client billing & vendor payments in EZ-Suite System. Maintained payroll records/ annual leave

Ordered and maintained office supply inventory for division

Prepared offer letters for review by the recruiter with all required compensation

Executive Administrative Assistant / Office Manager

Chicago Mercantile Exchange (CME Group), Inc. - Washington, D.C. 03/2012 - 01/2013

*Completion Contract position

Accounting activities:

- Promptly and accurately processed invoices for vendors. Follow up to ensure payments are processed promptly by accounting department.

- Promptly and accurately processed expense reports for all D.C. personnel, including temporarily overseas Executive Director. Provided prompt periodic updates to all staff for whom you are filing expense reports on their content and status.

Assisted with budget analysis and preparation and departmental ledger.

Organized files and maintained office filing systems, including both hard copies requested and all electronic communications to be retained. Developed improved system for filing shared communications on the shared drive.

Maintained ledger to record all Political Action Committee checks

Organized delivery of event invitations and other material received by the office; coordinated mail distribution, responded to various inquiries

Prepared routine correspondence independently, maintain records of same

Provided assistance to those seeking contact with appropriate Washington and/or Chicago-based executives and peers. Contacts are with officials, department heads, professionals and members

Scheduled maintenance and repair of office equipment when necessary

Troubleshoot all Information Technology (IT) issues

Responded promptly to all requests from Government Relations (GR) staff, including a prompt update if task cannot be completed in one day

Provided prompt on-boarding for new hires

Organized conference calls, meetings, videoconferencing as necessary

Develop weekly agenda for staff and consultants meetings, getting input from DC staff as to content

Maintained and updated weekly/monthly calendar of significant events/hearings/meetings/etc. for use by (GR) team

Provided travel preparation for Senior Managing Director and others as requested

Assisted with the logistical details, invitations, and mailing list maintenance related to CME Group events

Coordinated information flow between Chicago, CME Group Washington Office and other Washington consultants

Responded to CME Group staff and member request for government-related information

Tracked congressional and association staffing changes and updated contacts lists

Executive Administrative Assistant / Human Resources Assistant

Yahoo - Government Services Division – Washington, D.C. 03/2011 – 02/2012

*Completion Contract position

Screened telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls

Composed and distributed correspondences letters, memorandums, e-mails, faxes and overnight packages

Established, and maintained highly organized filing system; files correspondence and other records

Coordinated calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness

Coordinated travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained

Conducted research; compiles and types statistical reports

Coordinated meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes

Ordered and maintained supplies; coordinates equipment maintenance

Managed office petty cash fund and reimbursement procedures

Assisted in development and implementation of department systems and procedures as needed

Performed general clerical duties including but not limited to filing, photocopying, faxing, and mailing

Demonstrated a high level of professionalism in dealing with confidential and sensitive issues

Assisted with special projects as assigned

Executive Administrative Assistant / Human Resources Assistant

EMCOR Government Services (EMCOR) – Crystal City, VA 10/2007 – 12/2009

Managed meetings schedules, daily calendars and travel arrangements for directors and project manager in government operations division

Answered direct lines maintained filing systems

Maintained complete filing systems of internal and mailed correspondence

Maintained Petty cash & Accounting system for government sites

In processed and trained new hires in compliance to client requirements

Verified and processed expense reports and electronic time sheets

Payroll: processed and maintained (direct deposits, reimbursements, annuities & name/title changes)

Processed client billing & vendor payments. Maintained payroll records/ Annual leave

Accounting Clerk II

Goldberg, Marchesano Partners, Inc. – Washington, D.C. 03/2005 – 10/2007

*Completion Contract position

Payroll: processed and maintained (direct deposits, reimbursements, annuities & name/title changes)

Monthly, quarterly and annual report generation. Maintained active and inactive client files.

Processed and maintained reimbursement request log and client billing

Verified and balanced multiple petty cash accounts

Maintained payroll records for contract employees and freelance employees (1099’s)

Processed stop payments and issued replacement checks

Maintained complete filing systems of internal and mailed correspondence and tax forms

Processed monthly billing and expense reports

Maintained all departments' office equipment under contract and service agreements

Maintained open line of communications with client's product services department on major customer issues or requests for service

Responded to customer inquiries though online access, email, telephone, fax, written requests and document such activities in each customer’s A/R correspondence record as needed for future reference

Executive Administrative Assistant to the Deputy General Counsel

Fannie Mae - Washington, D.C. 11/2003 – 2/2005

*Completion Contract position

Provided support for two attorneys and two managers. Managed schedules, meetings and daily calendars

Answered direct line for Deputy and Assistant General Counsel

Maintained complete filing systems of internal and mailed correspondence and legal documents

Arranged travels accommodations for attorneys, processed monthly billing and expense reports

Supported communications department, managed catering, conference calls and special events via Outlook

Served as liaison for publishers, professors and students to place all book orders and status inquiries and interfaced with high profile clients

Executed administrative processes (i.e.: conducting research; processing federal/state/county required documentation, including but not limited to, tax returns and business start-up forms; creating partnerships with vendors and retailers; invoicing; accounts payable; accounts receivable; purchasing equipment; and all office related functions)

Transport deliverables (i.e.: documents, payments, equipment, etc.)

Legal Administrative Assistant to the Assistant Special Counsel

Securities Investor Protection Corporation (SIPC) - Washington, D.C. 09/2000 – 10/2003

Arranged travel accommodations for attorney staff

Submitted electronic filing of legal documents within all district U.S. Bankruptcy Courts

Managed scheduled meetings and daily calendars

Maintained complete filing systems of all correspondences and legal documents

Answered customer service lines (direct & general investment questions and legal concerns)

Assisted with developing & implementing imaging system for legal documents for seek & retrieval on network server in both Application Extender & Global Internet Commerce Exchange

Reviewed and negotiated statements of work, contracts, budgets, etc.

Supported efforts to respond to and obtain award of RFP’s and RFQ’s

Executive Administrative Assistant to Sr. Vice President, External Affairs

The Century Council (TCC) - Washington, D.C. 02/1996 – 09/2000

Processed expense reports for senior within the External Affairs Department

Organized special events, included press conferences, advisory board functions and internal office events

Scheduled and organized weekly department meetings, monthly staff meeting and quarterly board meetings

Created PowerPoint presentations, managed calendars and arranged travel accommodations for senior staff

Maintained record of weekly time/leave worksheets for department managers

Maintained inventory of presentation and press conference materials

Committee member: involved in design and develop business logos, brochures, newsletters, posters, multimedia presentations, t-shirts and other promotional materials

Processed online and phone request for program materials, addressing costumer concerns and questions

Conducted cost analysis of daily/monthly actual and projected sales

Processed monthly billing and maintenance of office equipment under contract/service agreements

Answered phones directly for Sr. Vice President, organized filling and archiving system of all company public service announcement video/audio footage

Coordinated and fulfilled mass mailings and blast faxes

COMPUTER PROGRAMS:

Correspondence and Task Management System (CATMS), Microsoft Word, Word Perfect 12, Quattro Pro 12, PowerPoint, Photo Shop 5.5, Staff Action Control and Coordination Portal (SACCP), Windows XP, Access, Excel, Customer Service Agent, EZ-Suite System, Multi-line Phones, Application Extender, Act by Sage, Global Internet Commerce Exchange, Concur, JD Edwards World Systems 9.0.

EDUCATION:

University Maryland University College, Adelphi, Maryland - Currently Obtaining B.A. Business Administration

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